Leave and out-passes with guardian approval
Use 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.
PLANSEvery plan
The problem it solves
- In a women's PG nobody can say at night who is away for the weekend and when they are due back.
- A resident is away for a week, and the caretaker only finds out when the room is checked.
- A student resident's parents want to know when their child leaves the city, and hear it afterwards.
- Working adults do not want a permission slip, but the owner still wants to know who is out.
How it works
- Leave is there from Starter, but nothing makes you use it. A property that does not want it simply does not ask residents to apply.
- Where you use it, the resident opens Leave on the portal or in the SmartMy Stay app. They pick the kind of leave, Going Out, Back By, the destination and a phone number while away.
- On Starter, the leave goes to the guardian, then the caretaker. A resident with no guardian, as most working residents, waits for the caretaker or manager alone. From Growth, the Hostel leave approval chain can approve working residents' leave at once, so it only informs.
- The caretaker approves or rejects in Stay > Daily Life > Leave / Out-pass, filter To Approve, or in the SmartMy Stay Staff app. The resident, and the guardian where there is one, are told the result.
- When the resident leaves, the caretaker presses Mark Out; on return, Mark Back. With attendance devices or the face gate (Scale), the punches do it.
- A resident still out after Back By and the grace minutes is reported once to the wardens and the guardian. The check runs every 30 minutes. A late-return fine goes on the dues when the property bills (Growth).
Everything it does
Leave types
- Four come ready: Day Outing (at most 1 day), Night Out (at most 3 days), Home Leave and Vacation (no limit)
- Each type has a Kind (Day outing, Night out, Home leave, Vacation), Maximum Days (0: no limit). It also has Late Grace (30 minutes to start with) and a Late Return Fine
- Add, rename or archive types under Stay > Configuration > Daily Life > Leave Types
The steps of a leave
- Draft, To Approve, Approved, Out, Back, Rejected, Cancelled
- Waiting For says Guardian or Warden while the leave is To Approve
- The resident can cancel a leave until it is Out
- A rejection can carry a reason; the resident sees it
Checks when a leave is sent
- Only residents in house (checked in or on notice) can go on leave
- A leave longer than the type's Maximum Days is refused
- A leave that overlaps another open leave of the same resident is refused
- A property can stop new leave while dues are long overdue (Growth)
Who decides
- On Starter, every leave goes to the guardian, then the warden; a stay without a guardian goes to the warden alone. There is no inform-only leave on Starter
- From Growth, the Hostel leave approval chain decides per leave type and resident category
- The chain starts with the warden. Student category, night out and home leave: the guardian, then the warden. Working Professional, Staff and vacation: approved at once. The resident and guardian, where there is one, are told
- A manager may decide in the guardian's place; a warden may not
- The warden level is decided by any warden or manager named on the property, or the owner
- The resident never approves their own leave
What an approved leave does
- The resident shows as On Leave at a roll call, if you take one
- A punch out or in from a device, the face gate or a main-gate card marks the leave out or back
- With SmartMy Feast, every mess meal that falls wholly inside the leave is switched off; cancelling the leave takes the meals back
Lists and counts
- Filters To Approve, Out Now and Came Back Late
- The property dashboard counts leave waiting for the warden and residents out now
- The Leave button on a stay records a leave for that resident
Who uses it
ResidentApplies for leave or tells the property they are going out, follows it, cancels it before going.
Guardian, where a resident has oneApproves or rejects on the portal or in their own app.
Caretaker / WardenApproves or rejects, records leave for a resident, marks out and back.
Front deskRecords leave for a resident and sees who is out.
ManagerDecides in the guardian's place when needed, and everything a warden does.
Owner / AdministratorSets the leave types and, from Growth, the approval chain.
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 > Leave / Out-pass; the Leave button on a stay; Stay > Configuration > Daily Life > Leave Types and Approval Chains
- Resident portal: apply, follow and cancel; guardians approve or reject
- The SmartMy Stay app: Leave in the Menu for residents and guardians; built and in testing, not in the app stores yet
- The SmartMy Stay Staff app: Leave with To approve, Waiting for guardian, Going out and Out; approve, reject, out and back; also My approvals
- Not a printed or QR gate pass: staff check the resident's leave in the staff app
- Not a switch to hide Leave from residents: a property that does not use it just does not ask for it
What you control
Settings
- Leave types: Day Outing 1 day, Night Out 3 days, Home Leave and Vacation no limit
- Late Grace on each leave type: 30 minutes
- Late Return Fine on each leave type: none to start with
- Who approves: guardian then warden on Starter (warden alone without a guardian). The Hostel leave approval chain comes from Growth, with Working Professional and Staff approved at once
- Wardens named on the property: they get the leave and not-back messages
- Long Overdue on the property: Reminders only to start with; Warn staff and block new leave stops leave once dues are 30 days overdue (Growth)
Approvals
- Hostel leave: one chain per Entity under Stay > Configuration > General > Approval Chains (Growth). It starts with the warden. Only For chains send the Student category, night out and home leave to the guardian, then the warden. Working Professional, Staff and vacation are approved at once. You can add levels such as a property manager.
Notifications
- Hostel Leave to Approve: to whoever decides next. That is the guardian, the wardens named on the property, or the people of the chain's level. It is sent at once, at any hour. In the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Hostel Leave Approved / Rejected: to the resident and the guardian, where there is one. For leave approved at once it says the resident is going out. Same channels
- Hostel Resident Not Back: to the guardian and the wardens, once when the resident is overdue and when they come back late; same channels
- All three are transactional: a person can switch off a channel such as email, never the message; in-app messages always arrive
- 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
Works with
SmartMy FeastMess meals switched off for the days of an approved leave, and taken back if the leave is cancelled.
Questions
Do working residents in a PG need approval to go out?
From Growth, no: the approval chain starts with Working Professional and Staff approved at once, so the leave only informs. On Starter every leave waits for the caretaker or manager, after the guardian if there is one.Do we have to use leave at all?
No. Leave is there to use when you want it. If you do not ask residents to apply, nothing else depends on it. Roll calls and late entries then count residents as in house.Can a parent approve leave for a student living in our PG?
Yes, when the parent is a guardian on the stay. They approve in the SmartMy Stay app or on the resident portal. The app is built and in testing, not in the app stores yet.What happens if a resident does not come back on time?
Every 30 minutes the system looks for residents still out after Back By plus the grace minutes. The wardens and the guardian are told once. When the resident is back, the leave shows Late with the minutes.Does the gate get a pass to check?
No printed or QR pass is made. Staff see approved leave and who is going out in the staff app, and Mark Out there. With devices or the face gate, the punch marks the leave out by itself.Related features
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.DAILY LIFELate entries, warnings and finesIf 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.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.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.WITH OTHER SMARTMY PRODUCTSMess plan and kitchen headcount with SmartMy FeastThe resident's mess plan starts at check-in and ends at check-out, from rules set per property, room type and resident category. Approved leave switches the meals off with credit. Residents absent at last night's roll call, or out for hours, are left out of the kitchen headcount.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.
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.