Hostels, blocks, floors, rooms and room types
Set up each property once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.
PLANSEvery plan
The problem it solves
- Room numbers live in a register and each caretaker counts beds differently.
- A three-sharing room ends up with four residents because nobody checked.
- The notice period and gate in-time are told by word of mouth and differ from building to building.
- A room under repair is still offered to new residents.
How it works
- Create the property under Stay > Properties > Properties; the form itself still says Hostel. Give it a name, a code and a Type such as Girls or Co-ed. Then give it a Kind such as PG / co-living or Working men's / women's hostel.
- Fill in the address and contact, pick the amenities and write a description. Name the staff in the Staff tab.
- In the Rules tab, set the gate in-times, the late grace and the stay rules: notice period, lock-in and minimum stay.
- Check the room types under Configuration > Room Types. Six come ready, from Single Room to an 8-bed Dormitory.
- Add blocks and floors if you use them. Then add the rooms with their room type, who they are for and their beds (A, B, Upper).
- The property form counts all beds, occupied and vacant. Rooms and beds out of use are never offered for booking.
Everything it does
The hostel
- Name, Code (unique in the Entity, used in bed and stay numbers), picture, Site
- Type: Boys, Girls, Co-ed (to start with), Staff or Family
- Kind: School / college hostel, PG / co-living (to start with), Working men's / women's hostel, Private student hostel, Other
- Address, phone, email, latitude and longitude; the phone is shown to residents with a call button
- Amenities, with a starting list: Wi-Fi, Laundry, Mess / Food, Power Backup, CCTV, Gym, Parking
- Tabs: Staff, Rules, Address and Contact, Blocks, Rooms, Description; the top of the form counts beds, occupied and vacant
Rules of the hostel
- Time zone, In-time (weekdays) 21:00, In-time (weekends) 22:00, Late Grace 15 minutes
- Notice Period 30 days, Lock-in 0 days, Minimum Stay 0 days; a resident category can have its own
- Remove ID Documents After (days): 0, which never removes anything
- Residents See Roommates and Invite New Residents: both on to start with
- Features add their own rules to the same tab, such as roll call time and late-entry fines (Growth)
Room types
- Beds per Room (at least 1), AC, Attached Bath, Furnished (on to start with), amenities, picture and description
- For one Entity or for every Entity
- Ready to use: Single Room (1, attached bath), Twin Sharing (2), Triple Sharing (3), Four Sharing (4), Twin Sharing, AC (2, attached bath), Dormitory (8)
- A room cannot have more beds than the Beds per Room of its type
Blocks, floors and rooms
- Blocks and floors are optional; a small PG can have rooms only
- A room in a block takes the block's hostel by itself
- Room: name, hostel, block, floor, Hostel Room Type, For (Male, Female or Any), Hostel Status (Available, Under Maintenance, Blocked)
- The room shows its beds and how many are vacant
- Rooms are the rooms of the SmartMy location master, the same rooms other SmartMy products use
Beds
- Label within the room (A to start with), unique in the room; the code BED/00001 is made by the system
- Blocked with a Block Reason (repairs, kept for staff); a blocked bed is not offered
- A bed takes its hostel, block, floor, room type and gender from its room
- Archived beds keep their history
Who uses it
Owner / administratorCreates hostels, room types, amenities and the rules.
Hostel managerAdds blocks, floors, rooms and beds, and takes rooms and beds out of use.
Front desk and wardensLook up rooms and beds of their hostels.
Where you use it
- Web: Stay > Properties (Properties, Rooms, Beds, Sites, Blocks, Floors) and Stay > Configuration (Room Types, Amenities)
- Web: in SmartMy Stay the app menu is named Stay and Hostels is named Properties; forms, fields and messages still say Hostel
- Not in the apps: set-up is on the web; the staff app shows the rooms and beds when booking and moving residents
- Excel: hostels, rooms and beds can be loaded at go-live
What you control
Settings
- In-time weekdays 21:00, weekends 22:00, late grace 15 minutes: per hostel
- Notice period 30 days, lock-in 0, minimum stay 0: per hostel
- Remove ID documents after: 0 days (never), per hostel
- Residents see roommates: on; invite new residents: on
- Room type: beds per room 2 to start with on a new type, furnished on
Works with
SmartMy HRMSThe staff of each hostel picked from employees.
Questions
We are a small PG with one floor. Do we need blocks?
No. Blocks and floors are optional. Add rooms straight to the hostel.Can two properties have different notice periods?
Yes. The notice period, lock-in and minimum stay are set per property, and a resident category can have its own.How do we stop a room being booked during repairs?
Set its Hostel Status to Under Maintenance or Blocked. For one bed, tick Blocked and write the reason. Neither is offered for booking.Can we load our rooms from Excel?
Yes. The go-live import takes properties, rooms, beds and the residents already in house.Does a blocked bed count in our bill?
Yes. Every bed in the bed map counts, blocked or not. Archive a bed you no longer let: it keeps its history and is not counted.Related features
HOSTELS, ROOMS, BEDSBed map with the status of every bedSee every bed room by room, coloured by its status: vacant, reserved, occupied, on notice or blocked. Each bed shows who is in it, from when it is free and every stay it has had.PRIVACY, AUDIT, PLATFORMGo-live import from ExcelLoad your properties, room types, rooms with their beds and the people living in them today from one Excel workbook. Residents come in checked in to their beds, with the deposits they already paid held on the stay.ROLESWho sees which hostel and which stayEach member of staff sees only the properties where they are named as manager, warden or front desk. Residents, and a guardian where a resident has one, see only their own stay. The owner sees every property of the Entity.CHECK-OUT AND SETTLEMENTRoom kits and their condition at check-in and check-outEach room type has a kit (cot, mattress, cupboard, fan), and each room holds its kit in stock. The room's condition is recorded when a resident checks in and when they leave. Damaged and missing items become charges on the stay. It needs the Inventory app in your account.PUBLIC PAGE AND ONLINE BOOKINGA public page for each hostelEach property you choose gets a public web page with its photo, amenities, room types, rent from, the beds free today and an enquiry form. Enquiries from the page land in your desk's list with the source Website.
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.