Notice to vacate and the exit date
A resident gives notice from the portal or the app, or the desk records it. The exit date is proposed from the notice period and the days short are counted. The bed is free for the next resident from that date.
PLANSEvery plan
The problem it solves
- A resident says they told the caretaker a month ago, and nobody wrote it down.
- The bed is not offered to anyone until the room is actually empty.
- Rent for the days short of notice is argued over at the gate on the last day.
- The caretaker hears about a departure when the resident is already carrying bags out.
How it works
- The resident opens Notice to vacate on the portal or in the app. They see the notice period, pick the last day and give a reason.
- Or the desk opens the stay and clicks Notice to Vacate. The Exit Date is proposed from today plus the notice period; the box shows the Notice Period and the days Short of Notice.
- On confirming, the stay is On Notice. The notice date, exit date, reason and shortfall are kept, and the check-out checklist is added.
- The bed turns On Notice and is free for new bookings from the exit date. The resident and the wardens of the property are told, with any guardian.
- Withdraw Notice puts the stay back in house if the resident changes their mind. It is refused when the bed is booked for someone after the exit date.
Everything it does
The notice
- Notice period: the resident category's own, or the property's (30 days to start with)
- Exit date: proposed from the notice period; the desk can choose an earlier or later date
- Short of Notice (days): the notice period minus the days between notice and exit, shown in red when above 0
- Leaving inside the lock-in period or before the minimum stay is noted in the stay's history
- Only a resident in house can give notice; the exit date must be after today on the portal and app
What follows
- The stay shows Leaving with the date in the Stays list; the filter On Notice lists them
- The bed's last period ends on the exit date, so Availability offers it from then
- The check-out checklist is added to the stay
- The stay's Check-out tab shows the notice date, exit date and shortfall
- The staff app's Check-in and check-out list shows exits within a week; the owner's figures count exits this week and this month
With billing (Growth)
- Rent already billed is corrected to the exit date by the day
- Charge Rent in Lieu of Notice (on to start with): at check-out the days short are charged at the daily rate of the last bed
- The final settlement takes the deposit against the last dues
Taking it back
- Withdraw Notice on the web, or Take the notice back on the portal and in the app
- The stay returns to In House, the notice fields are cleared and open check-out items are removed
- Refused when another resident has booked the bed after the exit date
- Check Out Now checks out a resident who never gave notice; the notice period is not counted
Who uses it
ResidentGives notice and can take it back from the portal or the app.
Front deskRecords a notice given in person, and sets the exit date.
Warden / caretakerIs told of each notice in their property.
Guardian, where a resident has oneIs told; guardians do not give notice.
Where you use it
- Web: Notice to Vacate and Withdraw Notice on the stay; Stay > Residents > Stays with the filter On Notice
- Web: in SmartMy Stay the app menu is named Stay and Hostels is named Properties; forms, fields and messages still say Hostel
- Resident portal: Notice to vacate, with Give notice and Take the notice back
- The SmartMy Stay app: Notice to vacate, under Room in the Menu. Built and in testing, not in the app stores yet
- Not a change of date by the resident: to move the date, the resident asks the desk
What you control
Settings
- Notice Period (days): 30 per hostel; a resident category can have its own
- Lock-in (days) and Minimum Stay (days): 0 per hostel, or per category
- Charge Rent in Lieu of Notice: on, per hostel (Growth)
Notifications
- Hostel Notice to Vacate: to the resident, any guardians and the wardens of the hostel, with the exit date and any shortfall. In the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Each of these goes out at once; a person can switch off email for themselves, never the event, and in-app notices always arrive
Works with
SmartMy HRMSFor staff residents, hostel dues and an open stay show in the employee's exit settlement.
Questions
Can we book the bed before the resident leaves?
Yes. From the exit date the bed is free in Availability. The new resident can arrive on the exit day.What if the resident leaves earlier than the notice period?
The days short are counted when notice is given. With billing, they are charged as rent in lieu of notice at check-out, if the hostel has that setting on.Can a guardian give notice for a resident?
No. Only the resident gives notice on the portal or in the app. The desk can record a notice given in person.Can a resident cancel the notice?
Yes, with Take the notice back, as long as nobody has booked the bed after the exit date. Otherwise they ask the desk.Is the caretaker told?
Yes. The wardens of the property and the resident are told, with any guardian, in the app and by email.Related features
CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.AGREEMENTS AND POLICE VERIFICATIONRental agreements from templatesWrite your agreement once as a template. The desk makes each resident's agreement as a PDF in one click, with the name, bed, rent, deposit, notice and dates filled in. The PDF is kept on the stay, and check-in waits for the signed copy.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.STAYSBed booking without double bookingSearch the free beds for any dates, room type and gender, and book one in a few clicks. The system refuses a second booking of the same bed for the same days and names who holds it.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.
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.