Roll call by property, block and session
A roll call is there if your property wants one, as many women's PGs and student-heavy co-livings do. The caretaker takes it for the property or one block, on the web or the phone. Residents on approved leave are already marked, and absences are told to the wardens and the guardian, where there is one.
PLANSFrom Growth
The problem it solves
- A women's PG takes a night head count on paper, and nobody can find last month's sheets.
- Residents who told the property they were away are marked absent because the caretaker did not know.
- One caretaker cannot walk four floors at once, and nobody adds up the sheets.
- When a parent asks how often their daughter was out at night, nobody can answer.
How it works
- Roll call is optional: no roll call is made until a caretaker presses New or you add a roll-call session. Open Stay > Daily Life > Roll Call and press New, or open Roll call in the SmartMy Stay Staff app. Choose the property, a block if you take one block, and the session if there are several.
- The list shows every resident in house that night, by room. Those on approved leave at roll-call time are already On Leave; everyone else starts as Present.
- Mark the residents who are Absent or Came Late, with a note if needed. Refresh List adds someone who checked in after you opened it.
- Press Done. The wardens named on the property are told that the resident was absent without leave. So is the guardian of each absent resident, where there is one.
- The results go to the Attendance Report and to each resident's Attendance page, as a percentage of the last 30 days.
Everything it does
Taking the roll call
- Statuses: Present, Absent, On Leave, Came Late; a note per line
- One roll call per property or block, day and session
- All Present sets every resident not on leave back to Present
- The top of the form counts present, absent and on leave; Done writes the counts on the roll call
- In the staff app the roll call works without signal: marks are kept on the phone and sent when the signal is back
Roll-call time and sessions
- Roll Call Time on the property's Rules tab: 21:30 to start with; it decides who counts as on leave
- Roll-call Sessions on the property: a name, a time (21:30 to start with) and Weekdays Only, for example a morning and a night roll call
- Mode of a session: Warden takes it; Prepared from the punches, warden confirms (the default); Done from the punches
- A prepared session is made at its time for the whole property. It is filled from each resident's last punch (in: Present, out: Absent). Each warden gets a to-do to confirm it
- A session Done from the punches is completed by itself and the absences are told without a warden
Reports
- Stay > Gate and Access > Attendance > Attendance Report and Stay > Reporting > Daily Life > Attendance: results by resident, session, property and month
- Filters Absent and This Month; as a table or a chart, exported
- Each resident's portal and app page: present, absent and on leave in the last 30 days, with the percentage
Who uses it
Caretaker / WardenTakes the roll call on the web or in the staff app, and confirms prepared ones.
Front deskSees the roll calls; does not take them.
ManagerSets the roll-call time and sessions, and reads the Attendance Report.
Guardian, where a resident has oneIs told when the resident is absent, and sees the attendance figures.
ResidentSees their own attendance on the portal and in the app.
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 > Daily Life > Roll Call. Stay > Gate and Access > Attendance > Roll Call by Punches and Attendance Report. Stay > Reporting > Daily Life > Attendance
- The SmartMy Stay Staff app: Roll call for a property or block, also without signal; built and in testing, not in the app stores yet
- Resident portal and the SmartMy Stay app: the Attendance page
- Not in the staff app: choosing a session; the phone takes the property or block roll call of the day
What you control
Settings
- Roll call: none is taken until you start one or add a session
- Roll Call Time: 21:30, on the property's Rules tab
- Roll-call Sessions: none to start with; each with a time (21:30), a mode (Prepared from the punches, warden confirms) and Weekdays Only (off)
Notifications
- Hostel Absent at Roll Call: to the guardian of each absent resident, where there is one, and to the wardens named on the property. It goes when the roll call is done. In the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
- It is transactional: it goes at once, even at night; a person can switch off a channel, never the message
- Wardens get a to-do for each roll call prepared from the punches
- Messages meant for wardens go only to the people named as Wardens on the property. In a PG with no warden, name the caretaker or the manager there
Works with
SmartMy FeastResidents absent at last night's roll call are left out of the kitchen headcount for meals served before noon.
Questions
We are a co-living for working adults. Do we have to take a roll call?
No. Nothing is taken until a caretaker presses New or you add a roll-call session. Many PGs never use it; women's PGs and properties with students often do.Do residents on leave show as absent?
No. A resident whose approved leave covers the roll-call time is marked On Leave when the list is made, and is not reported.Can two wardens take two blocks at once?
Yes. Each takes the roll call of their block. There is one roll call per block, day and session.Does the roll call work without signal?
In the staff app, yes. The marks are kept on the phone and sent when the signal is back. The app is built and in testing, not in the app stores yet.Can the roll call be done without a warden?
Yes, with punches. A session set to Done from the punches completes itself from each resident's last punch and reports the absences. The punches come from attendance devices, the face gate or wardens' in and out entries.Related features
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.DAILY LIFELate entries, warnings and finesIf your property has an in-time, each late return can be recorded with the minutes late. From the numbers you set, the guardian is warned and late entries are fined. With punches, the wardens hear when someone goes out after the in-time without leave. Properties without an in-time simply do not record late entries.ATTENDANCE DEVICESWho Is In board and in / out by handOne list shows every resident in house as In or Out, with the time of their last punch. Without a device, the caretaker records in and out by hand on the web or the phone. Each punch can drive late entries, leave and roll calls, where you use them.ATTENDANCE DEVICESAttendance devices at the gateFingerprint, card, face or QR devices at the property gate send their punches to SmartMy Stay. They come through a small program on a PC at the site, read by the server, or pushed by the device itself. Leave out and back, late entries and roll calls can then be made from the punches.PORTAL AND APPSThe staff app for wardens and the deskSmartMy Stay Staff puts the front desk's and the caretaker's day on a phone. The desk searches residents, books beds, checks residents in and out, and takes rent with a receipt number. Wardens and caretakers approve leave, mark residents out and back, and take a roll call even without signal, where the property keeps one. Any of them can press SOS to call the other staff for help.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.
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.