Who Is In board and in / out by hand
One 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.
PLANSFrom Growth
The problem it solves
- At 11 at night the caretaker cannot say who is inside without knocking on every door.
- The gate register says who went out, but not who came back.
- When a resident's family calls, the caretaker has to ask around to find out whether she is in.
- A small PG is told it cannot track in and out without biometric machines.
How it works
- Open Stay > Gate and Access > Attendance > Who Is In. Residents in house are grouped under In and Out, with their room and the time of their last punch.
- When a resident goes out or comes in, the caretaker adds a punch in Stay > Gate and Access > Attendance > In / Out. Press New and give the stay, the time and the direction. In the SmartMy Stay Staff app, In / out does the same for a property or a block.
- Each punch updates the board at once. A punch in after the in-time makes a late entry. A punch out after the in-time without leave alerts the wardens, if that alert is on. A punch during approved leave marks the leave out or back.
- Roll-call sessions can be prepared from the last punches, so the warden only checks the list.
- When devices come later (Scale), their punches arrive in the same lists, and hand punches stay possible for a broken device or a forgotten card.
Everything it does
Who Is In
- Residents checked in or on notice, grouped by In and Out
- Columns: resident, property, room, device code, In or Out, last punch
- A resident who has no punch yet shows no status
- Wardens and the front desk see the properties they are named on
In / Out
- Every punch: time, resident, direction, device and source (Warden, App, Device, File or Face)
- Filters Today, Unknown Codes, In and Out; group by resident or day
- A punch with no direction takes the opposite of the resident's last one
- A punch older than the resident's last one only fills the history; it does not change In or Out
- Wardens and managers add punches; the front desk sees them
What a punch does
- In after the in-time and grace: a late entry, with warnings and fines from the property's counts
- Out after the in-time with no approved leave: the wardens are told, when the property's alert is on
- Out or in during approved leave: the leave is marked out or back
- The last punch before a session's time sets Present or Absent on a roll call prepared from the punches
Importing a device's file
- Stay > Gate and Access > Attendance > Import Punches takes a CSV export: device code, time and, if known, in or out
- Punches already there are skipped; unknown codes are listed
- It comes with attendance devices (Scale), not with the hand punches of Growth
Who uses it
Caretaker / WardenRecords in and out by hand, on the web or in the staff app, and checks Who Is In at night.
Front deskLooks up who is in when a family member or visitor asks.
ManagerEverything a caretaker does, and corrects or deletes punches.
Resident and guardian, where there is oneSee In or Out now and the last 20 punches on the Attendance page.
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 > Gate and Access > Attendance > Who Is In and In / Out
- The SmartMy Stay Staff app: In / out, with who is in by property or block and an in or out punch for a resident. Built and in testing, not in the app stores yet
- Resident portal and the SmartMy Stay app: In or Out now and the last punches on the Attendance page
- Not a TV or wall display: Who Is In is a list for staff
What you control
Settings
- In-times, grace and the late-entry counts on the property's Rules tab (see Late entries)
- Alert: Out After In-time Without Leave: on
- Device Code on each stay: only needed for devices and imported files
Notifications
- No message for a punch itself
- Hostel Out After In-time, Hostel Late Entry and Hostel Leave messages follow from the punches, as described on those pages
Works with
SmartMy FeastResidents out for some hours can be left out of the meal headcount: Not Counted for Meals After, 0 to start with (not used).
Questions
Do we need biometric devices to use Who Is In?
No. Wardens record in and out by hand on the web or in the staff app, and the board works from those punches. Devices and the face gate add punches by themselves.What if a resident forgets to punch?
The warden adds the missing punch by hand with the right time. A punch older than the resident's last one only fills the history.Can I see who is out right now from my phone?
Yes. The staff app shows who is in and out for a property or a block, and records a punch. It is built and in testing, not in the app stores yet.Can a resident's family see whether she is in?
A guardian on the stay sees In or Out and the last punches on the resident's Attendance page, on the portal and in the app. Residents without a guardian see only their own.Can we import the file from our old fingerprint machine?
Yes, from Scale: Import Punches takes a CSV export with the device code and time. On Growth, punches are added by hand.Related features
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.ATTENDANCE DEVICESFace recognition at the gateA phone or tablet at the property gate, in the SmartMy Stay Staff app. It recognises a resident after a blink and records the in or out punch. Only residents who consented are enrolled, a guardian consents for those who need one, and no photo is kept.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.DAILY LIFERoll call by property, block and sessionA 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.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.MORE IN THE PRODUCTAccess cards, keys and doorsEvery card, fob, PIN, mobile key and room key is tied to the resident's stay. The doors it opens follow the stay: from check-in, after a room change, until the exit day. A lost card stops at once and its replacement can be charged.
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.