Late entries, warnings and fines
If your property has an in-time, each late return can be recorded with the minutes late. From the numbers you set, the guardian is warned and late entries are fined. With punches, the wardens hear when someone goes out after the in-time without leave. Properties without an in-time simply do not record late entries.
PLANSFrom Growth
The problem it solves
- A women's PG has a 10 pm gate time, but nobody counts how often the same resident comes in after it.
- A student resident's parents hear about the late nights only when something goes wrong.
- Fines for coming in late are written in the house rules and then forgotten, or charged to some and not others.
- A resident slips out after the gate closes and the caretaker finds out the next morning.
How it works
- Late entries are optional: nothing is recorded until someone adds one or punches arrive. Set the in-time on the property's Rules tab: one for weekdays and one for weekends, with grace minutes.
- When a resident comes in late, the caretaker or the desk adds a line in Late Entries. Do it on the web or in the SmartMy Stay Staff app. With punches from devices, the face gate or the caretaker's In / Out, the line is made by itself.
- The system works out the minutes after the in-time and the grace. Coming in before noon counts against the evening before.
- It counts the resident's late entries in the last 30 days. From the number set for warnings, the guardian, where there is one, is told each time. From the number set for fines, each late entry is fined and shows Fined.
- With punches, a resident who goes out after the in-time without approved leave is reported to the wardens named on the property at once. Untick the alert on the property if you do not want it.
Everything it does
Hostel rules
- In-time (weekdays): 21:00; In-time (weekends): 22:00 for Saturday and Sunday
- Late Grace (minutes): 15
- Warn Guardians After (late entries in 30 days): 3
- Fine After (late entries in 30 days): 0, which means no fine; Late Entry Fine: the amount of each fine
- Alert: Out After In-time Without Leave: on to start with
A late entry
- Fields: the stay, Came In At, the minutes late, a note (for example Bus broke down), who recorded it
- Source: Warden, Gate or Device
- A line made from a punch keeps the punch it came from
- Each late entry is written on the resident's stay with the count in 30 days
- An entry within the in-time and grace counts nothing
Going out after the in-time
- A punch out after the in-time and grace, with no approved leave to take it, tells the wardens and is noted on the stay
- A punch out during approved leave marks the leave out instead
- Needs punches: attendance devices or the face gate (Scale), a main-gate card (Scale), or the warden's In / Out (Growth)
Reports and lists
- Stay > Reporting > Daily Life > Late Entries: by property and date, as a table or a chart
- The property dashboard counts late entries of the last 7 days
- Residents and guardians see the last 10 late entries on the Attendance page
Who uses it
Caretaker / WardenRecords late entries by hand and follows the alerts at night.
Front deskRecords late entries at the desk, on the web or in the staff app.
ManagerSets the in-times, grace, warning count and fines.
Guardian, where a resident has oneIs told once the warning count is reached, and sees late entries on the Attendance page.
ResidentSees their late entries and any fine in 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 > Late Entries; Stay > Reporting > Daily Life > Late Entries; the property's Rules tab
- The SmartMy Stay Staff app: late entry from the Desk; built and in testing, not in the app stores yet
- Resident portal and the SmartMy Stay app: the Attendance page
- Not a gate check by itself: someone or something must record the entry (desk, warden, device, face gate or card)
What you control
Settings
- In-time (weekdays) 21:00 and In-time (weekends) 22:00
- Late Grace: 15 minutes
- Warn Guardians After: 3 late entries in 30 days (0: never); only reaches residents who have a guardian
- Fine After: 0 late entries (no fine) and Late Entry Fine: no amount
- Alert: Out After In-time Without Leave: on
Notifications
- Hostel Late Entry: to the guardian, where there is one, from the warning count on; in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Hostel Out After In-time: to the wardens named on the property, at once; same channels
- Both are transactional: they go at once, even at night; a person can switch off a channel, never the message
- Messages meant for wardens go only to the people named as Wardens on the property. In a PG with no warden, name the caretaker or the manager there
Questions
Our PG has no curfew. Does this get in the way?
No. Late entries are recorded only when someone adds one or punches arrive from devices, the face gate or the caretaker's In / Out. Without those, nothing is counted. If you use punches but have no curfew, untick the out-after-hours alert.Is the first late entry fined?
Only if you set Fine After to 1. To start with, Fine After is 0, which means no fine. With 3, the third late entry in 30 days and every one after it is fined.Does coming in at 1 in the morning count for that day?
No. An entry before noon counts against the evening before, so 1 in the morning is late for the previous night's in-time.Will the warden know if a resident goes out after the gate closes?
Yes, when the going out is punched by a device, the face gate, a main-gate card or the warden's In / Out. The wardens are told at once, unless approved leave covers it.What about coming back late from leave?
That is handled on the leave: each leave type has its own grace minutes and late-return fine. See Leave and out-passes.Related features
DAILY LIFELeave and out-passes with guardian approvalUse it only if you want it. Residents tell the property when they go out or away, on the portal or in the app. From Growth, working residents' leave can simply inform; on Starter the caretaker approves it. Going out and coming back are recorded, and you hear when someone is not back.ATTENDANCE DEVICESWho Is In board and in / out by handOne list shows every resident in house as In or Out, with the time of their last punch. Without a device, the caretaker records in and out by hand on the web or the phone. Each punch can drive late entries, leave and roll calls, where you use them.DAILY LIFERoll call by property, block and sessionA roll call is there if your property wants one, as many women's PGs and student-heavy co-livings do. The caretaker takes it for the property or one block, on the web or the phone. Residents on approved leave are already marked, and absences are told to the wardens and the guardian, where there is one.ATTENDANCE DEVICESAttendance devices at the gateFingerprint, card, face or QR devices at the property gate send their punches to SmartMy Stay. They come through a small program on a PC at the site, read by the server, or pushed by the device itself. Leave out and back, late entries and roll calls can then be made from the punches.BILLINGRent reminders, late fees and waiversPayers and residents are reminded before the due date and every few days after it. A late fee follows your rule after the grace days, and long overdue dues reach the manager as a to-do. A charge can be waived with a reason, within a limit for managers.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.