Resident documents and verification
Each 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.
PLANSEvery plan
The problem it solves
- ID copies are on paper in a file nobody can find when the police ask.
- A resident checks in and the photo is still to come months later.
- An employee ID card expires and nobody notices.
- Full Aadhaar numbers sit in a spreadsheet that every staff member can open.
How it works
- Set the document types once under Stay > Configuration > Rooms and Residents > Document Types. Choose mandatory or not, with a number, with an expiry date. Each applies to every resident or to some categories.
- Each new booking gets one line per document that applies to it, in the stay's Documents tab.
- The resident, or a guardian where there is one, sends the file from the portal or the app, or the desk attaches it. The desk gets a to-do Documents to verify.
- The desk checks it against the original and clicks Verify. Changing the file, number, expiry or type clears the verification.
- A mandatory document missing, not verified or expired stops check-in until it is put right or a manager checks in anyway with a reason.
Everything it does
Document types
- Ready to use: ID Proof (Aadhaar / Passport / Licence), mandatory, with a number. Photo, mandatory. College / Employer ID, optional, with a number and an expiry date
- With the rental agreement (Growth): Signed Agreement; with police verification (Scale): Police Verification
- Mandatory, Has a Number, Has an Expiry Date, Categories (empty: everyone)
- Requirement: Always, Hostels with rental agreements, or Hostels with police verification
- Documents listed on a resident category are mandatory for that category
On each stay
- Document, number, file, expiry date, file attached, verified, verified by and when
- Verify button for the front desk and managers; it needs a file or a number first
- Given by the resident: marked as such, with the date
From the resident or a guardian
- Portal and app: each document shows Missing, Being checked, Verified or Expired, and whether it is needed
- A PDF or a photo (JPG, PNG, WEBP, HEIC), 10 MB at most, with the number and valid-until date where asked
- The app can take the photo with the camera
- The desk's to-do goes to the first front desk person of the hostel, else a manager
- After check-out or cancellation the documents can no longer be changed
Privacy
- Number and file: front desk and managers only; wardens see the number masked, such as XXXXXXXX9012
- Remove ID Documents After (days), per hostel: number and file are removed that many days after check-out; 0, the default, never removes anything
- Today the ready-made ID Proof (Aadhaar / Passport / Licence) type treats every number as an Aadhaar number. So a passport or licence number is refused there. Give those a document type of their own
Who uses it
Resident and guardianSend documents from the portal or the app.
Front deskAttaches documents, checks them against the original and verifies them.
Warden / caretakerSees which documents are given and verified, with numbers masked.
Owner / administratorSets the document types and the retention period.
Where you use it
- Web: the Documents tab of each stay; Stay > Configuration > Rooms and Residents > Document Types
- Web: in SmartMy Stay the app menu is named Stay and Hostels is named Properties; forms, fields and messages still say Hostel
- Resident portal: Documents
- The SmartMy Stay app: Documents under Dues and documents in the Menu, with camera, gallery or file. Built and in testing, not in the app stores yet
- The SmartMy Stay Staff app: the check-in page lists the documents with Verify for the front desk
- Not an online check of the ID with the government: the desk compares the document with the original
What you control
Settings
- Per document type: Mandatory (on to start with), Has a Number (on), Has an Expiry Date (off), Categories, Requirement
- Remove ID Documents After (days): 0, never, per hostel
Notifications
- The front desk gets a to-do Documents to verify when a resident or guardian sends a document
Questions
Can residents upload their ID before they arrive?
Yes. They get a login at booking and can send each document from the portal or the app. The desk verifies it, and check-in is ready when they arrive.What if a resident replaces a verified document?
A verified document cannot be changed from the portal. When the desk changes the file, number, expiry or type, the verification is cleared and it must be verified again.Do you store the full Aadhaar number?
No. The number is checked when it is typed. The file the resident sends is kept until removed, by hand or by the retention period. For a passport or a licence, use a document type without Aadhaar in its name. The ready-made ID Proof type checks every number as an Aadhaar number.Can we delete ID copies after residents leave?
Yes. Set Remove ID Documents After (days) on the hostel. The number and file are removed that many days after check-out. At 0, the default, nothing is removed.Can the warden open the ID file?
No. Only the front desk and managers see the number and the file. Wardens see the masked number and whether a file is attached.Related features
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.PRIVACY, AUDIT, PLATFORMChange log, masked ID numbers and document removalEvery stay, property, card and bill keeps its own history of who changed what and when. ID numbers and scans are seen in full only by the front desk and managers; wardens and caretakers see the last four characters. Set a number of days and ID documents are removed by themselves after check-out.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.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.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.