Skip to Content

Hostel Management

Complete hostel management — student registrations, building & room records,

housekeeping tasks, student complaints and parents meeting — all in one place.


How Hostel Management Works

The Hostel module under the Hostel tab in the top navigation covers every aspect of residential management. It has six sub-sections: Registration, Housekeeping, Building, Room, Room Allocation, Student Complaints and Parents Meeting.

When a student registers for a hostel, admin creates a registration record, assigns a building and room, and activates it. Housekeeping tasks keep the facility clean. Building and Room records define the physical structure. Room Allocation shows which beds are occupied. Student Complaints are tracked from New to Resolved. Parents Meetings about hostel matters are scheduled and recorded.

Registration Kanban View — Active & New | Registration Form — HFS001 with Fees Tab

Registration — Student Hostel Booking

The Registration sub-menu shows all hostel bookings in a Kanban view grouped by status (Active and New). Each card shows the student name, standard, division and room.

The Registration Form (auto-ID e.g. HFS001) captures:

  • Student name, Standard, Division, Academic Year
  • Building (e.g. Building A), Room (e.g. [Building A]A 102), Room Type (e.g. Ac)
  • Invoice State: To Invoice | Payment State
  • Fees tab: itemised fee lines — Laundry ₹200, Cleaning ₹50, Food ₹500 = Total ₹750
  • Status workflow:New → Active → Released
  • Action buttons:ReleaseandCreate Invoice

This screen allows users to view and manage detailed information about a specific hostel registration, including student details, room allocation, and associated fees.

Housekeeping Menu — List View, Pivot View & Form View

Housekeeping — Task Management

The Housekeeping sub-menu lists all housekeeping task types (Food, Cleaning, Laundry, Other). The Pivot View shows a count breakdown per task type.

The Housekeeping Form captures the task Name (e.g. Food). Each record supports:

  • Name of the task (Food, Cleaning, Laundry, Other)
  • Pivot view shows total count per task type
  • Send messages and add notes per task
  • View related activities log

This screen allows users to manage and track housekeeping tasks in the hostel, including adding notes, sending messages, and viewing related activities.

Building List, Pivot & Kanban Views | Building Form — Rooms with Type, Capacity & Beds

Building — Define Physical Structure

The Building sub-menu lists all hostel buildings (Building A, B, C, D) with their floor count. The Pivot View and Kanban View give a visual summary across buildings.

The Building Form captures:

  • Building Name (e.g. Building A)
  • Floor count (e.g. 3 floors)
  • Rooms tab: Room No., Room Type (Ac / Non Ac), Room Capacity, Beds per room
  • Example: A 101 — Ac — Capacity 2 — 3 Beds; A 102 — Ac — Capacity 1 — 2 Beds
  • Add any number of rooms per building

This screen allows users to manage and create building records in the hostel, including sending messages and viewing related activities.

Room List & Pivot View | Room Allocation — Bed Status per Room per Division

Room & Room Allocation

The Room sub-menu lists all individual rooms across all buildings — showing Room No., Building Name, Room Type and Room Capacity. The Pivot and Kanban views show capacity at a glance.

The Room Allocation screen shows which beds in each room are allocated to students for a selected Academic Year. Rooms are grouped by Division (A, B) with a visual bed-status indicator for each bed slot — making it easy to see availability at a glance.

  • Room Pivot View: all rooms across all buildings in one grid
  • Room Kanban View: cards showing Room No., Building, Type, Capacity
  • Room Allocation: academic year selector, rooms grouped by division
  • Bed status shown as coloured indicators
  • Manage and update allocation when students check in or out

This screen allows users to manage rooms which are allocated to students in the hostel's building, including sending messages and viewing related activities.

Student Complaints — Pivot, Kanban & Form View with New→Assigned→In Progress→Resolved Workflow

Student Complaints — Track & Resolve

The Student Complaints sub-menu lists all complaints raised by hostel students with Complaint text, Student name and Date. Pivot and Kanban views give a quick status overview.

The Student Complaints Form captures:

  • Complaint description (e.g. 'Clothes are not washed properly.')
  • Student name (e.g. Anushka)
  • Date raised and Closing Date
  • Description field for more details
  • Assigned to — staff member responsible
  • Reason for Cancellation if cancelled
  • Status:New → Assigned → In Progress → Resolved
  • Action buttons:In ProgressandCancel

This screen allows users to manage complaints of hostels by students, including sending messages and viewing related activities.

Parents Meeting — List, Pivot & Kanban Views | Parents Meeting Form View

Parents Meeting — Hostel-related Meetings

The Parents Meeting sub-menu manages meetings scheduled specifically about hostel matters. List view shows meeting Name, Standard and Division. Pivot and Kanban views provide summary analytics.

The Parents Meeting Form captures:

  • Meeting Name (e.g. 'Regarding Hostel Rules.')
  • Standard (e.g. FY-BCA) and Division (e.g. A)
  • Start Date and End Date
  • Agenda (e.g. 'Regarding Hostel Rules')
  • Send messages and log notes from within the record
  • View all related meeting activities

This screen allows users to manage and create parents meetings regarding hostel, complaints of hostels by students, including sending messages and viewing related activities.

Key Features

Student Registration

Register students with building, room, room type and fee structure — New → Active → Released.

Building & Room Records

Define buildings with floors, rooms, room types (Ac/Non Ac), capacity and beds.

Housekeeping Tasks

Track Food, Cleaning, Laundry and Other tasks with notes and activity logs.

Room Allocation

Visual bed-status grid shows which rooms and beds are occupied or available.

Health Wizard

Structured Open Health Detail wizard ensures consistent, complete data entry every time.

Student Complaints

Full complaint lifecycle — New → Assigned → In Progress → Resolved — with closing dates.