Boarding & Hostel: Room allocation, roll call, leave passes and boarding charges

+$1.48/mo at 500 students. Free instant access, no credit card required.

Works with

EduPrime Core

Boarding & Hostel in the EduPrime: Room allocation, roll call, leave passes and boarding charges

Every block, room and bed on one board

Model the estate as it really is: buildings as boys’, girls’ or co-ed blocks, each with a warden and assistant, an optional infirmary room, the house roll-call hour on record and an inspection cadence the reminders actually follow. Rooms come in seven shapes from single to apartment suite, with ensuite, AC, kitchenette and study-desk flags, and one button on the room generates its beds up to capacity. The dashboard shows rooms, beds and a live occupancy rate bar per block.

Allocate an intake without double-booking a bed

An allocation ties a student to a building, room and bed for an academic year, with six contract types from academic year to daily short-stay and a refundable security deposit. The app itself refuses a second active allocation on the same bed and a second allocation for the same student and year, and a boy cannot be written into a girls’ room. Bulk allocate walks the free beds of a block in order and checks in a whole list in one pass.

Nine o’clock, and you know exactly who is missing

One button fills roll call from the block’s active allocations, then each boarder is marked present, absent, late, sick or on leave — and the tallies compute as you go. Leave passes carry the destination, the accompanying adult and how parent consent was taken, print with a unique gate code per pass, and stamp the real sign-out and return times. A daily check moves any pass still signed out past its return date to overdue and posts the warning straight onto the record’s history.

The gate, the sick bay and the laundry room

The visitor log records who came, their relationship, ID and vehicle, whether they are a pre-authorised pickup adult and until when, with the proof document attached — anyone still inside is flagged in amber, and a shipped Currently Inside view filters the log to exactly those who have not signed out. Infirmary stays log admission, symptoms, medication, the doctor seen and the time the parent was told. The laundry log tracks bundles from pickup to return, including disputed ones.

Inspections that chase themselves

Score a room 1 to 5 for cleanliness, attach photos, write up the plumbing and note whether action is needed — completing the inspection stamps the score back onto the room, and any inspection flagged action-required lands in maintenance follow-ups until it is closed. Bulk inspect raises one inspection per room in a block for a chosen date and inspector, and a daily check posts a reminder on any room past its block’s weekly, monthly or termly window.

An incident log that escalates on the record

Log discipline, bullying, theft, damage, unauthorised absence or medical events against the student with a severity and the action taken. The escalation level is a clickable status bar running warden, dean, principal, parent, police — so the handover is visible, not verbal. Ready-made views and one-click search filters show what is open, what has been escalated to head, parent or police, and every incident grouped by severity.

Bedding and furniture as real stock, not a list

Each block keeps an amenity inventory across thirteen types — mattress, blanket, bucket, desk, fan and the rest — and every row is backed by a real product, serial-tracked for the durables. Issuing to a boarder posts a genuine stock move out of the warehouse; a good return moves it back, a damaged one is scrapped, and the audit log shows issued, returned, damaged and lost side by side with the charge.

Roommates, and only the features you actually run

A short preference survey captures quiet, early-sleeper, study-focused, sporty, introvert and cultural notes, and the matching wizard scores every free bed against the current occupant of that room, gender-filtered, above a threshold you set. Five feature switches in Settings hide visitors, amenities, laundry, infirmary and roommate matching for schools that do not run them — the data stays, the menus go.

Draft

Allocations prepared but not yet confirmed.

Roll Call History

Past roll calls with present, absent, late, sick and on-leave counts.

Leave Passes

Requested, approved, signed out, returned, overdue.

What's inside

Everything in Boarding & Hostel

52 items in 12 areas, every one shipping with the app today.

Everything a warden needs to run a safe boarding house.
- Block, room & bed allocationGender-segregated blocks down to the individual bed. Bulk-allocate a whole intake, then auto-pair roommates from a compatibility survey.
- Leave passes with QR & consentParents approve exeats from the portal; the gate scans a QR to check students out and back, and an overdue scheduled check flags anyone who isn't back.
- Roll call & room inspectionsTally present, absent, late, sick and on-leave in one screen, and score cleanliness on scheduled or bulk inspections with maintenance follow-ups.
- Incidents, amenities & infirmaryEscalate incidents warden to dean to principal to parent, issue and return amenities from stock with damage charges, and log laundry and medical stays.
Allocations
- Active
- Draft
- All Allocations
- Bulk Allocate
- Roommate Matching
- Roommate Preferences
Daily Ops
- Roll Call (Today)
- Roll Call History
- Leave Passes
- Visitor Log
- Medical Stays
- Laundry
Configuration
- Settings
- Buildings
- Rooms
- Beds
Inspections
- Schedule
- Bulk Inspect
- Maintenance Follow-ups
Amenities
- Inventory
- Issued
- Audit Log
Hostel
- Dashboard
- Incidents
Documents it prints
- Room Pass
- Allocation Letter
- Leave Pass
- Roll Call Summary
- Inspection Report
- Amenity Issue Slip
- Deposit Deduction Statement
It runs by itself
- EduPrime Hostel — Flag Overdue Leave PassesRuns daily
- EduPrime Hostel — Inspection Schedule ReminderRuns daily
Roles it ships
- Hostel Officer
- Hostel Manager
- Hostel Student Rep
- Hostel Warden (own building)
- Feature: Laundry Service
- Feature: Infirmary / Medical Stays
- Feature: Roommate Matching
- Feature: Amenity Stock Tracking
Guided assistants
- Bulk Hostel Allocation
- Bulk Schedule Inspections
- Roommate Compatibility Match
- EduPrime Adaptive Institution Settings
What it sends
- EduPrime: Hostel Leave Pass Approved
- EduPrime: Hostel Leave Pass Overdue
- EduPrime: Hostel Incident Parent Notification

Works with

What Boarding & Hostel works with

Boarding & Hostel shares one database with the rest of the EduPrime and BridgeERP: these are the apps it already talks to, with nothing to buy in between.