Who sees which hostel and which stay
Each 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.
PLANSEvery plan
The problem it solves
- A caretaker of one building can open the register of the other building and every resident's phone number.
- Copies of ID cards sit in a shared folder that anyone in the office can open.
- A resident calls the desk to ask what they owe, because nobody gave them a login.
- When a caretaker leaves, nobody remembers to take away their access.
How it works
- Give each person one role on their user: Warden / Caretaker, Front Desk / Accounts, Hostel Manager or Owner / Administrator.
- Open each property and, in the Staff tab, name its Managers, Wardens and Front Desk. With SmartMy HRMS you pick them from employees instead, and the role is given by itself.
- From then on a person sees only the properties they are named on: their rooms, beds, stays, checklists and documents. A property they are not named on does not appear at all.
- Residents get a login at booking and see their own stay on the portal and in the app. A guardian named on the stay, where a resident has one, sees that stay too.
- The owner or administrator sees every property of their Entities, the configuration and the reports.
Everything it does
Staff roles
- Warden / Caretaker: residents, roll call, leave, inspections, the check-in and check-out checklists of their hostels
- Front Desk / Accounts: enquiries, bookings, documents, check-in and check-out, payments of their hostels
- Hostel Manager: everything of the warden and the desk in their hostels, plus rooms and beds, room changes and overrides with a reason
- Owner / Administrator: every property of their Entities, the configuration (room types, categories, document types, checklists, amenities, approval chains)
- A person can be named on several hostels and has a different job in each: manager of one, desk of another
What each role can open
- Hostels, rooms, beds, stays, bed history, checklists and documents follow the hostels a person is named on
- Blocks, Floors, Sites and Reporting: hostel managers and up
- Configuration: owner / administrator only
- Change Room, Invite to the App and the Move and Reject buttons of room change requests: front desk and managers
- Check In Anyway and Check Out Anyway: hostel managers only, always with a reason
Private data within a hostel
- ID document numbers and files: front desk and managers only; wardens see the number masked, such as XXXXXXXX9012, and whether a file is attached
- Medical notes on a stay: hostel managers only
Residents and guardians
- A resident sees their own stays, past and current, on the portal and in the app
- A guardian sees the stays of their wards while they are booked, in house or on notice
- Roommates' names are shown while the resident is in house, if the hostel has Residents See Roommates on (it is to start with)
- Only the resident gives notice and asks for a room change; guardians can give documents for the resident
- Residents and guardians have no back-office access and never count as users
Staff from employees (with SmartMy HRMS)
- The hostel's Staff tab gets Manager Employees, Warden Employees and Front Desk Employees
- An employee added there joins the hostel's staff with the matching hostel role
- An employee removed there leaves the hostel's staff
- An employee needs a user first; the system says so by name
- Needs SmartMy HRMS in the same account; no Stay plan includes it
Who uses it
Owner / administratorSets the roles, names the staff of each hostel and sees every hostel.
Hostel managerRuns their hostels, including rooms, beds and overrides.
Warden / caretakerSees the residents and daily life of their properties, with ID numbers masked.
Front deskBooks, checks in and out and verifies documents in their hostels.
Resident and guardianSee their own stay on the portal and in the app; a guardian only where the resident has one.
Where you use it
- Web: the hostel's Staff tab under Stay > Properties > Properties; roles on the user
- Web: in SmartMy Stay the app menu is named Stay and Hostels is named Properties; forms, fields and messages still say Hostel
- Resident portal: My stay, with the pages of the resident's own stay
- The SmartMy Stay app and the SmartMy Stay Staff app: the same rules. A member of staff on several properties chooses the property to work on. Built and in testing, not in the app stores yet
- The staff app: an owner who is not on the staff of a hostel sees the Dashboard only
- Not a role per block: a warden named on a property sees all its blocks
What you control
Settings
- Managers, Wardens and Front Desk: per hostel
- Residents See Roommates: per hostel, on to start with
- Invite New Residents: per hostel, on to start with
Works with
SmartMy HRMSManagers, wardens and desk staff picked from employees, and staff residents linked to their employee record.
Questions
Can a caretaker see another property?
No. Staff see only the properties where they are named. Name them on a second property if they cover it.Can a warden see a resident's Aadhaar or passport?
No. Wardens see the number masked and whether a file is attached. Only the front desk and managers see the number and open the file.Does a resident's guardian need a separate login?
No. Where a resident has a guardian, such as a parent or sponsor, name them on the stay. They sign in to the portal or the app and see that stay.What happens when a caretaker leaves?
Remove them from the property's Staff tab, or from Warden Employees with SmartMy HRMS. They stop seeing the property at once. Archive their user if they leave your business.Can the owner see every property without being on the staff?
Yes. The Owner / Administrator role sees every property of their Entities on the web. In the staff app an owner who is not on any property's staff sees the Dashboard.Related features
HOSTELS, ROOMS, BEDSHostels, blocks, floors, rooms and room typesSet up each property once with its address, amenities, staff, gate in-times and stay rules, then its blocks, floors, rooms and beds. Room types say how many share, AC and attached bath.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.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.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.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.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.
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.