Reports across every branch and entity
An 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.
PLANSScale only
The problem it solves
- Each building sends its own spreadsheet at the month end, in its own format, a week late.
- Two buildings belong to two different firms, so the owner adds up two sets of books by hand.
- A building manager should see their own property's dues, not the other buildings'.
- Nobody can tell which building loses the most residents, or carries the oldest dues.
How it works
- Each property belongs to an entity. All properties sit in one account, and every record carries its property and entity.
- The owner chooses the entities to work in from the entity selector at the top of the web screen.
- Any report under Stay > Reporting then covers every property of those entities. It shows occupancy, the trend, residents, move-outs, vacancies and the enquiry funnel. Also dues, revenue, electricity, attendance, late entries and incidents.
- Group by Hostel, the field that names the property, to put the buildings side by side, or by Entity to see each firm's total. Add Month to compare them over time.
- A manager named on one property opens the same reports and sees only that property. The owner's phone Dashboard adds every building up first.
Everything it does
Every report, every branch
- Occupancy, Occupancy Trend, Residents, Move-outs (Churn), Upcoming Vacancies, Enquiry Funnel
- Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident (with billing)
- Attendance, Late Entries, Incidents (with daily life)
- Hostel and Entity group-bys on the occupancy trend, residents, dues, revenue and electricity reports; Hostel on the others
Who sees which branches
- Owner / Administrator: every property of the entities they are allowed and have chosen
- Property manager: only the properties where they are manager, warden or desk
- Reporting is shown to managers and owners; wardens and the desk do not get the menu
- Every number is counted with the viewer's own access, so a manager never sees another branch's totals
On the phone
- The Dashboard in the SmartMy Stay Staff app: All branches added up, then one card per property
- Dues are added up per currency, never across currencies
Who uses it
Owner / AdministratorCompares every branch and entity in one report, and on the phone Dashboard.
Property managerReads the same reports for their own properties only.
AccountsUses the entity group-by for each firm's dues and collection.
Where you use it
- Web: Stay > Reporting, with the entity selector at the top
- The SmartMy Stay Staff app: the Dashboard with All branches. Built and in testing, not in the app stores yet
- Not a consolidated set of accounts across entities: each entity keeps its own books
- 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
- Each user's allowed entities, on the user
- Who is manager, warden or desk on each property
Questions
Can I see all my buildings in one report?
Yes. Choose the entities at the top of the screen; every report under Stay > Reporting then covers all their properties. Group by Hostel to compare them.Will a building manager see the other buildings?
No. A manager sees only the properties where they are named as manager, warden or desk, in every report and on the Dashboard.Our two buildings belong to two firms. Can I see both?
Yes. Each firm is an entity in the same account. Choose both at the top and group by Entity for each firm's totals.Are the books of the two firms merged?
No. Invoices and payments stay in each entity's own books. The property reports put the figures side by side; they do not merge the accounts.Related features
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.PORTAL AND APPSDashboard for managers and ownersManagers 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.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.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.
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.