Resident and guardian portal
Residents 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.
PLANSEvery plan
The problem it solves
- Residents ask on WhatsApp how much rent is due, and the caretaker scrolls through payment screenshots to answer.
- Aadhaar and office ID copies arrive on WhatsApp, get lost in a phone, and nobody knows which one has expired.
- A resident moves out at the month end and says they told the caretaker weeks ago; there is nothing in writing.
- Every March residents ask for rent receipts for their HRA claim, and the office writes them by hand.
How it works
- When the desk books a bed, the resident gets a login made from their email or mobile number. With Invite New Residents on, the set-password link goes out at once by email. It goes by WhatsApp or SMS when there is only a mobile number.
- The resident signs in and lands on Home. It shows the property, room and bed, the dates, the roommates, the property phone and a Needs you now card with what is waiting.
- From the menu on the left they open Leave, Notices, Attendance, Dues, Documents, Room change or Notice to vacate. Each page shows only what applies to this stay and this person.
- A resident applies for leave or an out-pass. The property may ask for the guardian's answer where the resident has a guardian. Then the guardian approves or rejects it on the Leave page with a reason.
- Dues lists the invoices with Pay next to each one. Pay opens the invoice's own payment page; the statement and the yearly rent receipts download as PDF.
- A resident with an earlier stay, or a guardian of two residents, picks the stay from the list at the top.
Everything it does
Home
- The stay card: property, room and bed, status (Booked, Checked In, On Notice, Checked Out), moved in, staying until or leaving on
- Roommates by name, when the property has Residents See Roommates on (on to start with)
- The property's phone with a Call button
- Needs you now: invoices to pay, leave waiting for the guardian, documents still to give; All clear when nothing waits
- The latest notices of the notice board
Menu groups
- Hostel: Home, Notices, Leave, Attendance (and All stays for people with several)
- Dues and documents: Dues, Documents
- Room: Room change, Notice to vacate
- Numbers on the menu: invoices to pay (red when one is overdue), leave waiting for the guardian, polls to answer, documents missing or expired
- Properties with laundry, cards and keys or the community also show those pages (see their own feature pages)
Leave and room change
- Residents apply for leave and cancel it. A guardian, where the stay has one and the property asks for it, approves or rejects with a reason in a pop-up
- Search the list of leaves; each shows its status and who it waits for
- Room change request: kind of room wanted, from when, with whom, and why; one open request at a time; the resident can cancel it
- Only residents ask for a room change or give notice; guardians see the result
Documents
- Each document the property asks for, with its status: missing, being checked, verified or expired
- Upload a PDF or a photo, 10 MB at most, with the number and the expiry date; Take a photo on a phone
- A new upload clears the old verification and gives the desk a Documents to verify to-do
- Photos are made 1600 pixels at most in the browser before they are sent
Notice to vacate
- The resident picks the last day. The page shows the notice period and, if the date is short of it, how many days are billed as rent in lieu
- Take the notice back while the bed is not promised to someone else
- To change the date, the resident asks the property office
Dues, notices and attendance (with billing and daily life)
- Dues: amount to pay, deposit held, invoices and credit notes, 20 to a page, each with Pay; overdue ones marked
- Known fault, being fixed: a company's combined invoice for several residents shows in full to every resident on it. It shows the other residents' names and Pay, and counts in their Due
- Statement of every charge and payment, and the rent receipt for each financial year (last three), for HRA claims
- Notices to the property, block or floor, pinned first, with polls answered and changed on the page
- Attendance: in and out record, roll-call results of the last 30 days with the percentage, late entries, where the property records them
- Emergency button in the top bar for residents in house: it alerts the wardens, not the police or an ambulance
Look and safety
- Light and dark look and colour themes; works on a phone browser
- Residents and guardians see only their own stays; every page checks this
- Staff have no web portal: they use the back office and the staff app
- The portal's menu and page titles still say Hostel; the Stay app and the back office say Stay and property
Who uses it
ResidentSees the stay, uploads documents, applies for leave, asks for a room change, gives notice, pays dues and answers polls.
Guardian, where a resident has oneSees the stay, approves or rejects leave where the property asks for it, pays dues and reads notices and attendance.
Front deskBooks the bed that makes the login, sends Invite to the App again when needed, and checks uploaded documents.
Property managerSets Invite New Residents and Residents See Roommates on the property.
Where you use it
- Resident portal: /my/hostel on your SmartMy web address, on any browser; it shows as the Stay card among the resident's apps
- The SmartMy Stay app has the same pages for phones. Built and in testing, not in the app stores yet
- Not on the portal: repair complaints (the helpdesk, with SmartMy Desk) and confidential grievances (SmartMy Grievance)
- Not in Stay words yet: the portal's menu and page titles still say Hostel
What you control
Settings
- Invite New Residents: on, per property
- Residents See Roommates: on, per property
- Which documents are asked, per resident category and document type
- Whether leave needs the guardian, per resident category or leave type
Approvals
- Hostel leave: the guardian first where the stay has one and the property asks for it. Then the wardens and managers of the property decide. The guardian answers on the portal
- Room change request: the front desk and managers of the property decide; the resident sees the result on the Room change page
Notifications
- Hostel Login Invitation: to a new resident with only a mobile number; WhatsApp and SMS from your message credits
- Hostel Leave to Approve: to any guardians and wardens; in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Hostel Leave Approved / Rejected and Hostel Room Change Request Result: to the resident and any guardians; in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- Hostel Invoice and Hostel Payment Received: to the resident and any guardians, with the link to the invoice; in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- These are work messages: they go at once, and a person can switch off a channel but not the message
Works with
SmartMy DeskResidents raise room complaints in the helpdesk with the room and bed filled in.
SmartMy GrievanceResidents file confidential complaints on the grievance pages, outside the property desk.
Questions
Does every resident need a guardian on the portal?
No. A guardian is added only where a resident has one. Working residents without a guardian use the portal alone, and their leave goes straight to the warden.Can residents pay rent online on the portal?
Yes, with billing. Pay opens the invoice's payment page. Online payment is built but no live payment has been made yet, so we try it with your payment provider before you go live. Until then you record payments at the desk.Can a resident download a rent receipt for HRA?
Yes, with billing. Dues has the statement and the rent receipt for each of the last three financial years as PDF.Can a resident change the date after giving notice?
Not on the portal. They can take the notice back while the bed is not promised to anyone, or ask the office to change the date.Can a resident raise a maintenance complaint here?
Not on the stay pages. With SmartMy Desk they open the Helpdesk from their apps, and the room and bed are filled in on the ticket. Otherwise they tell the caretaker.Do the caretakers use this portal too?
No. Staff work in the back office and the SmartMy Stay Staff app. The portal is for residents and guardians only.Related features
PORTAL AND APPSThe resident appSmartMy Stay is the phone app for residents of your PG or co-living property, and for a guardian where a resident has one. It covers the stay, leave, documents, room change and notice to vacate, an inbox of what the property tells them, and an SOS button. With billing and daily life it adds dues with Pay, notices with polls and attendance.DAILY LIFELeave and out-passes with guardian approvalUse it only if you want it. Residents tell the property when they go out or away, on the portal or in the app. From Growth, working residents' leave can simply inform; on Starter the caretaker approves it. Going out and coming back are recorded, and you hear when someone is not back.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.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.BILLINGRent collection online and at the deskEvery rent invoice goes out with a link to pay, and residents find Pay on the portal and in the app. Rent paid at the desk, in cash, UPI or by card, gets a numbered receipt and goes against the oldest dues first.BILLINGResident statement and yearly rent receiptPrint a resident's statement of every charge, invoice and payment, with what is due and the deposit held, in one click. Residents who claim HRA get a yearly rent receipt as a PDF. Both download from the portal and the app.
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.