Room inspections and incidents
Caretakers inspect rooms from a checklist, record what they find with a photo and charge damage to the resident responsible. Incidents are logged with the residents involved, and closed with the action taken, a written warning or a fine.
PLANSFrom Growth
The problem it solves
- Room checks happen on paper, and the broken cupboard found in March is a quarrel over the deposit at move-out in June.
- Damage is found but never charged, because nobody knows which roommate was responsible.
- A fight, a theft or a health scare is told by word of mouth, and the owner hears a different story.
- Warnings are given verbally and forgotten, so the third offence looks like the first.
How it works
- Open Stay > Daily Life > Room Inspections, press New, choose the Room and the Kind: Scheduled or Surprise. The checklist fills in from your inspection items.
- Go through the Checklist and untick OK where something is wrong, with a note. Add Findings: the kind, what it is, the Resident Responsible, a Charge and a Photo.
- Press Done. Each charge goes on the responsible resident's dues and is noted on their stay. With SmartMy Desk, damage and maintenance findings open a repair ticket.
- For an incident, open Stay > Daily Life > Incidents and press New. Write the Summary, choose the property, the Residents Involved, the Kind and the Severity, and describe it.
- With Inform Guardians ticked, the guardian of each resident involved, where there is one, is told when you save. Most working residents have none, so nobody else is messaged.
- To close it, write the Action Taken, tick Written Warning or fill in Fine (each resident), and press Close. Reopen opens it again.
Everything it does
Room inspections
- Kind: Scheduled or Surprise; the inspector is the user who opens it
- Checklist items from Stay > Configuration > Rooms and Residents > Checklists, stage Room inspection. Four come ready: room clean and tidy, and furniture and fittings in good condition. Also fans, lights and sockets working with no unauthorised appliances, no prohibited items
- An item can be limited to some properties
- Findings: Damage, Cleanliness, Prohibited item, Needs maintenance or Other; the Resident Responsible must be in house in that room
- Photos are reduced to 1,280 pixels at most
- Done charges each finding once and lists the items that were not OK
- The staff app gives back the room's open inspection instead of starting a second one
Incidents
- Kind: Health, Conduct / discipline (the default), Security, Property or Other
- Severity: Low (the default), Medium or High
- Inform Guardians: ticked to start with
- Each incident is noted on the stay of every resident involved
- Written Warning notes a warning on each stay when the incident is closed
- Fine (each resident) is charged to each resident involved on closing
- Open and Closed; the dashboard counts open incidents
- Emergencies from the residents' emergency button and the staff's SOS arrive as high-severity incidents marked Emergency
Reports
- Stay > Reporting > Daily Life > Incidents: by property and kind
- Every incident and inspection keeps its history of changes
Who uses it
Caretaker / WardenInspects rooms, records findings and incidents, closes them with warnings or fines.
Front deskReads inspections and incidents.
ManagerEverything a caretaker does, sets the checklist items and reads the reports.
Guardian, where a resident has oneIs told of an incident involving the resident, unless the caretaker unticks it.
ResidentPays damage and fines with their dues.
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 > Daily Life > Room Inspections and Incidents; Stay > Configuration > Rooms and Residents > Checklists; Stay > Reporting > Daily Life > Incidents
- The SmartMy Stay Staff app: Inspections (checklist, findings with a photo from the camera, Done) and Incidents (new, close, reopen). Built and in testing, not in the app stores yet
- Not on the resident portal: residents do not see inspections or incidents; complaints from residents go through SmartMy Desk or SmartMy Grievance
What you control
Settings
- Inspection checklist: four items to start with, per property if you like
- Inform Guardians on a new incident: ticked
- Incident kind and severity to start with: Conduct / discipline, Low
Notifications
- Hostel Incident: to the guardian of each resident involved, where there is one, when the incident is saved with Inform Guardians. In the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores. It is transactional, so it goes at once and only a channel can be switched off
- No message is sent for a room inspection; the finding is noted on the resident's stay
Works with
SmartMy DeskDamage and Needs maintenance findings open a repair ticket with the room, the resident and the photo. Closing the ticket notes the fix on the inspection.
SmartMy GrievanceA warning or a notice to vacate decided in a grievance case reaches the managers as a to-do on the stay. Today the committee's note and the case number also reach the room change reason the resident can see. Keep that note neutral until it is fixed.
Questions
Can a caretaker inspect rooms from the phone?
Yes. The staff app has the checklist, findings with a photo from the camera, and Done. It is built and in testing, not in the app stores yet.How is damage charged?
Put a Charge on the finding and choose the Resident Responsible. When the inspection is Done, the amount goes on that resident's dues once, when the property bills.Who is told about an incident?
Inform Guardians is ticked on every new incident, so the guardian of each resident involved, where there is one, is told when it is saved. Untick it before saving for a matter they should not hear about. The resident is not messaged by the incident.Is this the same as the check at check-out?
No. The condition of the room's furniture at check-in and check-out is a separate report under room assets. Room inspections are the warden's checks during the stay.Can a fine be split between residents?
The incident fine is per resident: each resident involved is charged the same amount on closing. For different amounts, record separate incidents or findings.Related features
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.WITH OTHER SMARTMY PRODUCTSResident complaints with SmartMy DeskResidents and guardians raise complaints and repair requests as SmartMy Desk tickets. The ticket gets the stay, the room and the property by itself, and the bed in the location note. Room inspection findings open repair tickets, and a team lead can charge damage to the resident's stay.WITH OTHER SMARTMY PRODUCTSResident grievances with SmartMy GrievanceResidents file confidential grievances, such as harassment by a co-resident or a staff member. They use Report confidentially in the SmartMy Stay app or the grievance portal. The case stays with the committee. A room change, warning or notice to vacate reaches the property only as a request or a to-do. It comes with the case number and the committee's note.DAILY LIFEEmergency button for residentsA resident in house presses Emergency on the portal or in the app. The wardens named on the property are told at once, at any hour, with the name, the room and the phone number. Each gets a to-do, the first manager too, and a high-severity incident is opened. Wardens, the desk and managers have an SOS of their own in the staff app.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.BILLINGResident statement and yearly rent receiptPrint a resident's statement of every charge, invoice and payment, with what is due and the deposit held, in one click. Residents who claim HRA get a yearly rent receipt as a PDF. Both download from the portal and the app.
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.