Image 1: Info About Hostel Resident

Residents are people who books or checks in a hostel. Residents can be student, staff or the public. There are two types of resident profile which are Resident Profile (Student) and Resident Profile (Staff and Public).

This article will explain what user can do from both profiles.

Staff and Public Resident Profile


The resident profile for staff and public shares the same disguise. User can update resident’s personal information, view hostel information, update expected check our date, check out residents, record bookings, cancel bookings, check in residents and view resident history.

Update Personal Information


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. Click View
  4. Click Update
  5. Update required fields
  6. Click Save

Image 2: Update Resident Page

View Hostel Information


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Info

Image 3: Hostel Info in Resident Profile

Update Expected Check Out Date


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Info
  4. Click Change Date
  5. In field Expected Check Out Date, update the expected check out date. Note that the system will auto send additional charges or deduct existing charges if the calculation of hostel rental fees is set to Prorated or Monthly
  6. Click Save

Image 4: To Change The Date for Check Out

Check Out Resident


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Info
  4. Click Check Out
  5. In field Check Out Date, update the expected check out date. Note that system will auto knock-off the balance of a resident’s hostel fee should they decide to check out before the expected date. This will only take effect if calculation of hostel fees is either Prorated or Monthly.
  6. In field Remarks, enter remarks
  7. Click Save

Image 5: Check Out Page

Record Booking


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Booking
  4. Click Add New
  5. Select location in field Location
  6. Select block in field Block
  7. Select unit in field Unit
  8. Select room type in field Room Type
  9. Select room in field Room
  10. Select bed number in field Bed
  11. Set Whole Room slider to Yes if resident wants to book the entire room
  12. Enter booking date in field Booking Date
  13. Enter expected check in date in field Expected Check In Date
  14. Enter expected check out date in field Expected Check Out Date
  15. Enter remarks in field Remarks
  16. Click Save
  17. System will generate hostel fees if Hostel Charge Upon is set to Booking

Image 6: Add New Booking Page

Cancel Booking


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Booking
  4. Click Cancel
  5. Enter remarks in field Remarks
  6. Click Save
  7. On cancel confirmation prompt, click Cancel
  8. If Hostel Rental Charge is enabled, the Remarks field will appear along with the field Credit Note
  9. Tick Credit Note if you want system to automatically deduct existing hostel rental fees

Image 7: Resident Profile for Booking Page

Image 8: To Cancel Booking

Check In Resident


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click Booking
  4. Click Check In
  5. In field Check In Date, enter check in date
  6. In field Expected Check Out Date, enter expected check out date if necessary
  7. Tick Deposit if you want system to generate hostel deposit fee. System will also generate hostel fee if Hostel Charge Upon is set to Check In
  8. Enter remarks in field Remarks
  9. Click Check In

Image 9: Check In Page in Resident Profile

View Resident History


  1. On navigation bar, click Hostel
  2. Click Residents (Staff or Public)
  3. On secondary navigation bar, click History

Image 10: Resident History List Page

Student Resident Profile


Image 11: Student Profile for Hostel Info

The resident profile for students can be accessed from Profile and also Hostel > Residents > View (Student).

In Student Resident Profile, which is the same profile shared by applicants and prospects, staff can view hostel information, update expected check out date, check out residents, record bookings, cancel booking, check in resident, view resident history manually bill hostel fee and generate hostel fines.

View Hostel Information


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Info

Image 12: View Hostel Info In Student Profile

Update Expected Check Out Date


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Info > Change Date
  3. In field Expected Check Out Date, update the expected check out date. Note that the system will auto send additional charges or deduct existing charges if the calculation of hostel rental fees is set to Prorated or Monthly
  4. Tick Issue CN to deduct existing hostel fee if expected check out date is earlier than the original date
  5. Click Save

Image 13: Update Check Out from Student Profile

Check Out Students


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Info > Check Out
  3. In field Check Out Date, update the expected check out date. Note that system will auto knock-off the balance of a resident’s hostel fee should they decide to check out before the expected date. This will only take effect if calculation of hostel fees is either Prorated or Monthly.
  4. In field Remarks, enter remarks
  5. Click Save

Image 14: Check Out The Student Page

Record Booking


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Booking
  3. Click Add New
  4. Select location in field Location
  5. Select block in field Block
  6. Select unit in field Unit
  7. Select room type in field Room Type
  8. Select room in field Room
  9. Select bed number in field Bed
  10. Set Whole Room slider to Yes if resident wants to book the entire room
  11. Enter booking date in field Booking Date
  12. Enter expected check in date in field Expected Check In Date
  13. Enter expected check out date in field Expected Check Out Date
  14. Enter remarks in field Remarks
  15. Click Save
  16. System will generate hostel fees if Hostel Charge Upon is set to Booking

Image 15: Add New Booking

Cancel Booking


  1. Go to Profile and click Hostels on secondary navigation bar
  2. On secondary navigation bar, click Booking
  3. Click Cancel
  4. Enter remarks in field Remarks
  5. Click Save
  6. On cancel confirmation prompt, click Cancel
  7. If Hostel Rental Charge is enabled, the Remarks field will appear along with field Credit Note
  8. Tick Credit Note if you want system to automatically deduct existing hostel rental fees

Image 16: Cancel Booking Page For Student Profile

Check In Resident


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Booking
  3. Click Check In
  4. In field Check In Date, enter check in date
  5. In field Expected Check Out Date, enter expected check out date if necessary
  6. Tick Deposit if you want system to generate hostel deposit fee. System will also generate hostel fee if Hostel Charge Upon is set to Check In
  7. Enter remarks in field Remarks
  8. Click Check In

Image 17: Cancel Check In Page In Student Profile

View Resident History


  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click History

Image 18: Hostel History In Student Profile

Generate Hostel Bill


Bills feature under Profile > Hostels allows staff to manually generate hostel bill. This feature is also known as Hostel Bill. The fees generated using hostel bill are based on hostel fee structure and room type rates.

  1. Go to Profile and click Hostels on secondary navigation bar
  2. Click Bills
  3. Update field Deposit if necessary
  4. Update field Rate if necessary. The empty field next to the multiply symbol refers to number of months
  5. Update field Semester Rate if necessary. The empty field next to the multiply symbol refers to number of months
  6. Update field Registration if necessary
  7. Update field Breakage Deposit if necessary
  8. Click Generate

Image 19: Generate Bill for Hostel


Comments are closed