Rental agreements from templates
Write 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.
PLANSFrom Growth
The problem it solves
- The desk copies last month's agreement in a word processor and forgets to change the rent or the bed.
- Residents move in before anyone signed anything, and a dispute about notice has nothing to go back to.
- The signed copy is in a file in the office, and nobody can find it when the resident leaves.
- Each branch uses its own wording, and some leave out the lock-in or the house rules.
How it works
- Under Stay > Configuration > Rooms and Residents > Agreement Templates, open the standard template that comes with the product, or click New. Choose the hostels and resident categories it is for, and change the wording.
- On the property, Rules tab, Stay group, tick Rental Agreement. It is on to start with for PG / co-living, working and private student hostels.
- When a resident books, the desk opens the stay's Agreement tab, checks the template and fills in the Tenant Details, such as the guardian's name.
- Click Generate Agreement. The PDF is made with the resident's details, the bed, the rent and period, the deposit, the notice and lock-in days and the dates. It is kept on the stay and downloaded.
- Print it and have it signed on paper. Scan the signed copy, attach it to the Signed Agreement line in the Documents tab and verify it.
- Check-in now goes ahead. Without a verified signed agreement, check-in stops; a manager can check in anyway with a reason, which is recorded.
Everything it does
Templates
- Any number of templates, each for some hostels and resident categories (empty means all) and an entity or all entities
- The stay takes the most specific template: one for its hostel first, then for its category, then by sequence
- The desk can pick another template on the stay
- Placeholders filled from the stay: resident and father's or guardian's name, phone, hostel and address. Also bed and room type, start and end, rent and period, deposit, notice days, lock-in days, today's date
- Rent and deposit come from the stay's rent plan; notice and lock-in days from the hostel's rules
- Changes to a template are kept in its history; archive the ones no longer used
The standard template
- Accommodation Agreement (Paying Guest / Hostel) between your entity and the resident
- Clauses: accommodation as a licence to use, not a lease. Rent payable in advance and a refundable security deposit. Notice and lock-in, house rules, identity and police verification. Ending by the operator for dues beyond 30 days, serious breach or illegal activity
- Signature lines for the operator and the resident
- Change any of it for your hostels
On the stay
- Agreement tab: template, the agreement text, when it was generated, the PDF to sign
- Tenant Details: father's or guardian's name, occupation, date of birth; Addresses: permanent and previous
- Date of birth and addresses are seen by the front desk and managers only
- Each generated PDF is also posted in the stay's history
- Signed Agreement: a document line of its own, asked only where the hostel uses agreements, needed and verified before check-in
Who uses it
Owner / AdministratorWrites the templates and switches agreements on for each hostel.
Front Desk / AccountsFills in the tenant details, generates the agreement, attaches and verifies the signed copy.
Hostel ManagerChecks a resident in without a signed agreement when needed, with a reason.
ResidentReads and signs the agreement and can send the signed scan as a document.
Where you use it
- Web: Stay > Configuration > Rooms and Residents > Agreement Templates; the stay's Agreement and Documents tabs; the hostel's Rules tab
- Web: in SmartMy Stay the app menu is named Stay and Hostels is named Properties; forms, fields and messages still say Hostel
- Not built: signing online (e-sign or Aadhaar e-sign); the agreement is printed and signed on paper
- Not built: stamp paper or e-stamping; print on stamp paper yourself where your state needs it
What you control
Settings
- Rental Agreement: per property; on to start with for PG / co-living, working and private student hostels
- Agreement templates: hostels, resident categories, entity and wording
- Signed Agreement document type: Mandatory on to start with
Approvals
- No approval chain: checking in without the signed agreement takes a manager's Check In Anyway with a reason
Questions
Can we use our own agreement wording?
Yes. Change the standard template or write your own under Agreement Templates. Keep the placeholders in double curly brackets where you want the resident's details, rent and dates filled in.Can residents sign online?
Not yet. The agreement is printed and signed on paper, and the signed scan is attached to the stay. Online signing is not built.Can we have a different agreement for working residents and students?
Yes. Make one template for each resident category. Each stay takes the template for its category, and the desk can choose another.What if a resident arrives late at night and has not signed yet?
Check-in stops at the missing signed agreement. A hostel manager can press Check In Anyway and write the reason, which is kept on the stay.Is the standard agreement a lease?
No. The standard template words the stay as a licence to use the room, not a lease. Check the wording with your own lawyer for your state, and change the template where you need to.Related features
AGREEMENTS AND POLICE VERIFICATIONPolice verification of residentsPrint each resident's tenant verification form with their details and photo filled in. Record when it went to the police and what they said, and see who is pending. Choose per hostel whether it is followed up after check-in or needed before it.RESIDENT CATEGORIES, POLICIES, DOCUMENTSResident documents and verificationEach stay lists the documents your property asks for, such as ID proof and a photo. The desk or the resident adds them, the desk verifies them, and a changed document must be verified again.STAYSCheck-in with checklist, documents and guardianA resident checks in only when the checklist is done, the documents are verified and a guardian is on record where the category needs one. A manager can let them in anyway, and the reason stays on the stay.BILLINGRent plans by property, room type and categorySet 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.STAYSNotice to vacate and the exit dateA 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.
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.