Dashboard for managers and owners
Managers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows rent due by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several properties it adds them up first, then shows each one. The web has its own dashboard.
PLANSEvery plan
The web dashboard is built. The app Dashboard is built and its server call is tested; the app is not yet in the Play Store or the App Store.
The problem it solves
- The owner calls each caretaker to ask how many beds are free, and gets a different answer each time.
- Unpaid rent is found at the month end, when it is already 60 days old.
- With three buildings nobody can say which one is filling and which one is emptying.
- Enquiries pile up, and nobody sees how many site visits turned into bookings this month.
How it works
- A property manager or owner signs in to the SmartMy Stay Staff app. The Dashboard is the first screen.
- With more than one property, the top card is All branches: every property added up. Below it, By property shows one card per property.
- Each card leads with the occupancy percentage, coloured by level, the 30-day trend line and a bar of beds by status.
- Under it: Coming and going, Dues and money, Enquiries, Daily life and Complaints. A part whose feature the property does not have is left out.
- Pull down to refresh. Every figure is worked out on the server when the screen opens.
- On the web, the Stay menu opens on its Dashboard: tiles and charts you can rearrange, with a date range.
Everything it does
Occupancy
- Occupancy %: occupied beds (on notice included) out of beds that are not blocked
- Green from 90 %, blue from 70 %, amber below
- Trend: one point a night for the last 30 nights, from the nightly occupancy snapshot
- Beds: Occupied, On notice, Reserved, Vacant and Blocked, as one bar with its legend
Coming and going
- Arriving today and Arriving in 7 days: booked stays starting by then (beds held for booking sites are not counted)
- Leaving in 7 days and Leaving in 30 days: residents on notice by exit date
- Room changes asked: requests waiting
- Residents in house, on the All branches card
Dues and money (with billing)
- To collect, by age: not due yet, 1-30, 31-60, 61-90 and over 90 days
- Invoiced this month (deposits left out) and Collected this month
- Deposits held by the residents in house
- Shown per currency when properties bill in different currencies; amounts are never added across currencies
Enquiries, daily life and complaints
- Enquiries: Open, Visits planned, Booked this month, and On the waitlist where the property keeps one
- Daily life: Leave to approve (waiting for the warden), Out now, Late entries in 7 days, Open incidents
- Complaints: open helpdesk tickets of the property, with SmartMy Desk
The web dashboard
- Stay > Dashboard: Beds occupied, Beds vacant, Check-ins (against the period before), On notice, Beds by status and Enquiries by source
- A second dashboard, Leave: Leave to approve, Out now, Late returns and Leave by status
- Pick a date range, refresh, drag and resize tiles; a tile or a chart slice opens the records behind it
- Every number is counted as the person looking: a warden sees their properties only
Who sees what
- The app Dashboard is for Hostel Manager and Owner / Administrator users
- Managers see the properties where they are manager, warden or desk
- Owners see every property of the entities they work in
- An owner who is not on any property's staff sees only the Dashboard in the app
Who uses it
Owner / AdministratorSees every branch added up and each property on its own, from the phone.
Property managerFollows occupancy, dues, arrivals, leave and incidents of the properties they run.
Warden and front deskSee the web dashboard for their own properties; the app Dashboard is not shown to them.
Where you use it
- The SmartMy Stay Staff app: Dashboard, first in the Menu; built and in testing, not in the app stores yet
- Web: Stay > Dashboard (the main and Leave dashboards)
- Not a separate owner app: the owner uses the staff app
- Not in the resident app or the portal
- Not renamed yet: forms, fields, reports and messages still say Hostel, such as the Hostel field and Hostel Invoice; the menus say Stay and Properties
What you control
Settings
- Who is manager, warden or desk on each property decides which properties a manager sees
- Web dashboard: date range, auto-refresh and the layout, for each user
Works with
SmartMy DeskOpen complaints of each property on the dashboard.
Questions
Can I see all my buildings together?
Yes. With more than one property, the first card adds them all up, then each property has its own card. Dues are added up per currency.Is there a separate app for owners?
No. Owners sign in to the SmartMy Stay Staff app with their own login. If they are not on a property's staff, they see the Dashboard only.Can a caretaker see the money figures?
Not on the app Dashboard, which is for managers and owners. The web dashboard shows each person only the properties and records they may open.How far back does the occupancy trend go?
The app shows the last 30 nights. The Occupancy Trend report on the web keeps every night since you started, with a filter for the last 12 months.Where do I see who exactly owes rent?
Open Stay > Reporting > Money > Dues Ageing on the web. It lists each unpaid invoice with the resident, the payer and the days overdue.Related features
REPORTSOccupancy, move-out and vacancy reportsFive reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night and residents with their length of stay. Then move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.REPORTSDues, collection and daily-life reportsReports for the money and the daily life of each property. They cover unpaid invoices by age, and what was invoiced, collected, waived and still due. Also electricity by room and by resident, roll-call attendance, late entries and incidents.REPORTSReports across every branch and entityAn owner with several buildings, or several firms that own them, reads every Stay report for all properties at once. They compare them side by side. Group or filter by Hostel (the property) or by Entity; each manager still sees only the properties they run.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.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.PRIVACY, AUDIT, PLATFORMSeveral entities in one accountRun PGs and co-living properties owned by different firms or partners in one SmartMy account. Each Entity has its own properties, invoices, numbering, approval chains and message settings, and the owner still sees all of them together.
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.