Rent plans by property, room type and category
Set the rent of a bed once per property, room type and kind of resident, for any period from a day to a year. Bill it in advance or in arrears, prorated by the day. Each new stay picks the plan that fits, and a manager can give one resident a discount.
PLANSFrom Growth
The problem it solves
- Each resident's rent lives in a notebook, and two people in the same double room pay different amounts by mistake.
- A resident who moves in on the 17th is charged a full month, or the desk works out the days by hand.
- Working residents pay by the month, a few by the week and guests by the day, and one price list cannot hold all three.
- After a move from a triple to a single room, the old rent keeps being charged.
How it works
- Under Stay > Configuration > Rent and Charges > Rent Plans, click New and name the plan, for example Double sharing AC, monthly.
- Under Applies to, choose the properties (the field says Hostels), the room type and the resident categories. Leave a box empty to mean all.
- Fill in Rent per Bed and the Period. Choose calendar periods or periods from the move-in date, and tick Bill in Advance and Prorate Part Periods as needed.
- Add the Security Deposit and the Booking Fee of the plan, if any.
- When a bed is booked, the stay takes the most specific plan for its property, room type and category. The bed keeps that rent.
- A manager can type a Rent Discount (%) for one resident. The rent is then billed from the plan by itself each period.
Everything it does
What a plan holds
- Name, sequence and an Archived state for plans no longer used
- Properties, Room Type and Resident Categories it applies to; empty means every one
- Rent per Bed, in the entity's currency
- Period: Daily, Weekly, Monthly (the default), Quarterly, Half-yearly or Yearly
- Periods: Calendar periods (1st of the month, Monday of the week) to start with, or From the move-in date
- Bill in Advance: on to start with; off bills each period when it ends
- Prorate Part Periods: on to start with; off charges the full period for a part period
- Security Deposit and Booking Fee, used at booking and in the rental agreement
- Changes to a plan are kept in its history
Which plan a stay gets
- The most specific plan wins: a room type counts most, then the property, then the category
- Among plans equally specific, the first by sequence
- The plan and the bed's rent are fixed when the bed is booked. The Billing tab shows the plan, and the Beds tab the rent of each bed
- A room change keeps the period of the plan and takes the rent of the plan that fits the new bed
- Each bed of a stay keeps its own rent, so the history shows what was charged in each room
Proration and discounts
- A part period is charged by the day: the days stayed out of the days of that period
- Rent Discount (%) on the stay, set and seen by property managers only
- A new discount on a stay already billed re-prices the billed periods with an adjustment
- Rent in lieu of notice uses a day's rent of 1/30 of a monthly plan. Other plans divide by their days (7 days a week, 91 a quarter, 182 a half year, 365 a year)
Short stays
- Stays on a daily plan can be priced night by night with price rules, floor and ceiling prices, from Scale: see Short stays
Who uses it
Owner / AdministratorMakes the rent plans for every property and entity.
ManagerGives a resident a discount on the stay.
Front Desk / AccountsChecks the plan and the rent a stay picked when the bed was booked.
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 > Configuration > Rent and Charges > Rent Plans, and the Billing tab of each stay
- Not on the resident portal or in the apps: residents see the invoices, not the price list
- Not on the public property page as a price list: the public page shows rent from (Scale, see Public property page)
What you control
Settings
- Period: Monthly to start with
- Periods: Calendar periods to start with
- Bill in Advance: on
- Prorate Part Periods: on
- Rent Discount (%): per stay, 0 to start with
Questions
Can working residents pay by the month and guests by the day in the same property?
Yes. Make a monthly plan for the Working Professional category and a daily plan for Short Stay / Guest. Each stay takes the plan of its category.What happens when a resident moves in mid-month?
With Prorate Part Periods on, the first part month is charged by the day. With it off, the full month is charged. The same applies when they leave.Can rent run from the date the resident moved in, not the 1st?
Yes. Choose From the move-in date under Periods. A resident who moved in on the 10th is then billed from the 10th to the 9th of each month.Who can give a discount?
Managers. The Rent Discount (%) is on the stay and only managers see it. It can only lower the rent. Periods already billed are corrected with an adjustment.If we raise the rent, do current residents pay more?
No. A new rent on a plan applies to beds booked after the change. A resident already in keeps the rent of their bed. When they move to another bed, the rent of the new bed's plan applies. Raising the rent of residents already in is not built yet; tell us if you need it.Related features
BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.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.HOSTELS, ROOMS, BEDSHostels, blocks, floors, rooms and room typesSet up each property once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.MORE IN THE PRODUCTShort stays with a rate calendar and booking-site calendarsSell beds by the night next to your monthly residents. Price rules set each night's rate by season, weekday, occupancy, length of stay and how early it is booked. Calendar links keep your beds in step with booking sites.ENQUIRIES, BOOKINGS, WAITLISTDeposit and booking fee at bookingBooking a bed charges the security deposit and the booking fee of the rent plan at once, with a link to pay online. A booking not paid within your hold hours is cancelled and the bed is free again, and check-in can wait until the deposit is paid.STAYSRoom change with history and prorated rentMove a resident to another bed from any date. The old bed is free from that day and every move stays in the history. With billing, rent is corrected by the day.
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.