Events, clubs and a residents' marketplace
Publish events with seats, a waiting list and an optional fee per head. Residents form clubs that post announcements and propose events. They also buy, sell, give away and report lost and found, seen only by residents of the same property.
PLANSScale only
The problem it solves
- A rooftop movie night is announced on a WhatsApp group, 40 people come for 25 seats, and nobody knows who said yes first.
- A fee for a weekend trip is collected in cash and half of it is never accounted for.
- Residents moving out sell mattresses and cycles on outside groups full of strangers.
How it works
- Under Stay > Services > Community Events, click New. Fill in the title, the times, the place, the properties or blocks, the seats, Answer By and any Fee per Head. Click Publish.
- Residents of those properties and blocks are told. They tap I am going; when the seats are full, they join the waiting list.
- When someone says Not going, the first on the waiting list gets the seat and a message. A fee is charged with the seat and comes back when the resident cancels in time.
- A club organiser proposes an event from the portal or the app. It waits as To Approve until a caretaker or manager clicks Approve and Publish, or Reject with a reason the organiser sees.
- After the event, tick Attended for those who came and click Mark Done. Stay > Reporting > Daily Life > Event Attendance counts who came.
- A reported listing reaches the wardens, who can remove it with a reason and stop the resident from posting.
Everything it does
Events
- For one or more properties of an Entity, or some blocks only
- Seats: 0 means no limit; when full, residents join the waiting list in order
- Answer By: answers close that day, or when the event starts
- Fee per Head: charged with the seat, refunded when the seat is given up in time or the event is cancelled
- A change of time or place tells those who answered; a reminder goes the day before
Clubs
- One property per club; Joining: Open to join, or By approval
- Organisers post announcements, accept members and propose events
- Close Club needs a reason the members see
- A resident who checks out leaves clubs, coming events and the marketplace, and fees come back
Marketplace
- Kinds: For sale, Wanted, Give away, Lost, Found; a price and up to 4 photos
- Seen only by residents of the same property
- Up to 10 open listings per resident; listings expire after 30 days to start with
- I am interested tells the owner once; no chat and no payment
- Remove Listing needs a reason the owner sees; Block Resident From Posting
Who uses it
ResidentAnswers events, joins clubs and uses the marketplace.
Club organiserPosts announcements, accepts members and proposes events.
Guardian, where a resident has oneSees the events and clubs of the resident's property; only the resident answers or joins.
Caretaker / Warden and Front DeskPublish events, approve proposals, mark attendance and handle reported listings.
Where you use it
- Web: in SmartMy Stay the menu is called Stay. The property records sit under Stay > Properties. Forms and message names still say Hostel in places, such as the Hostel field
- Web: Stay > Services > Community Events, Clubs, Marketplace, Reports of Listings; Stay > Reporting > Daily Life > Event Attendance
- Resident portal: Events, Clubs and Marketplace
- The SmartMy Stay app: Menu > Community, with events, clubs and the market. Built and in testing, not in the app stores yet
- The SmartMy Stay Staff app: Menu > Services > Community, to approve or reject proposed events, mark attendance and remove reported listings. Built and in testing, not in the app stores yet
- Not built: chat between buyer and seller, or payment through the marketplace
What you control
Settings
- Events and Clubs: per property, on
- Marketplace: on for a property of the kind PG / co-living (off only for school and college hostels)
- Residents See Names in the Community: on
- Listings Expire After (days): 30
Approvals
- Event proposal: one chain per Entity; to start with, the wardens and managers of the event's properties, with the owner or administrator
- Request to join a club: one chain per Entity. To start with, the club's organisers and the property's staff decide. The resident who asks never decides it
Notifications
- Hostel Event and Hostel Club Announcement: to the residents they are for. Sent late at night they wait for the morning, and a resident can switch them off
- Hostel Event Reminder, Changed and Seat: to the residents who answered; Hostel Event Proposed: to the wardens; Proposal Result: to the organiser
- Hostel Club, Marketplace Interest and Listing Removed: to the resident concerned; Marketplace Report: to the wardens
- Channels: in the app and by email, and app push once the apps are in the stores; no WhatsApp or SMS for the community
- The rest go out at once; in-app notices always arrive
Questions
Can we charge for an event?
Yes. Set Fee per Head. It goes on the resident's property dues when they get a seat and comes back if they give the seat up before answers close.What happens when the event is full?
The next residents join the waiting list. When someone says Not going, the first in line gets the seat and a message.Can residents organise their own events?
Club organisers propose events. A warden approves them before the residents see them, and can reject with a reason.How do buyer and seller talk?
There is no chat. I am interested tells the owner who is interested, and they meet in the property.Can we keep the marketplace off?
Yes. It is on to start with for PG and co-living properties, and you can switch it off for any property.Can residents stay anonymous to each other?
Untick Residents See Names in the Community and most places show A resident. Today names still show in the marketplace interest message, the listing owner's Interested list and club join requests to resident organisers. This is being fixed.Related features
DAILY LIFENotice board and pollsPost notices to whole properties, some blocks or some floors, pin the important ones and let them expire by themselves. Add a poll to a notice and residents answer on the portal or in the app.PORTAL AND APPSThe resident appSmartMy Stay is the phone app for residents of your PG or co-living property, and for a guardian where a resident has one. It covers the stay, leave, documents, room change and notice to vacate, an inbox of what the property tells them, and an SOS button. With billing and daily life it adds dues with Pay, notices with polls and attendance.PORTAL AND APPSResident and guardian portalResidents sign in on the web to see their stay, upload ID documents, apply for leave, ask for a room change and give notice. A guardian, where a resident has one, signs in too. With billing they also see dues with Pay, and download the statement and yearly rent receipts. They read notices, answer polls and check their in and out record.PORTAL AND APPSThe staff app for wardens and the deskSmartMy Stay Staff puts the front desk's and the caretaker's day on a phone. The desk searches residents, books beds, checks residents in and out, and takes rent with a receipt number. Wardens and caretakers approve leave, mark residents out and back, and take a roll call even without signal, where the property keeps one. Any of them can press SOS to call the other staff for help.ACROSS SMARTMY STAYApproval chainsEvery approval in SmartMy Stay goes through a chain. That covers leave and out-passes, room change requests, final settlements, club events and club joining, and changes to fixed assets. With no set-up the usual people decide; you add levels, such as the owner after the manager, without code.BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.