Hostel

The Hostel module runs a school boarding house: the buildings, rooms and beds, which student sleeps where, the hostel fee each resident pays, the daily roll call, leave and visitors. Open it from New → Hostel; every part below is a tile on that page.

1. Hostel Setup — buildings, rooms and beds

1. New → Hostel → Hostel Setup → Add hostel. Give the campus, a name (for example "Boys Hostel A"), who it is for (boys, girls or mixed), the warden (pick a staff member, or type a name), and the hostel fee: pick your school's own fee particular (such as "Hostel Fee") and the monthly amount.
2. Add room on that hostel: room number, floor, type (single, double, shared, dormitory) and capacity. The beds are created for you (Bed 1, Bed 2…). A room can have its own monthly rate; leave it blank to use the hostel's.
3. A broken or reserved bed can be taken out of service instead of deleted. Raising a room's capacity adds beds; lowering it removes only beds that were never used.

2. Residents — allocating a bed

1. New → Hostel → Residents → Allocate bed. Search the student by name or roll number, then pick a free bed. Only beds that are in service and empty are offered.
2. The guardian's name, phone, CNIC and address are copied from the student's record. Check them, add an emergency contact and any medical notes, and save. These details stay with the hostel record even if the admission form is edited later; correct them here with Edit details.
3. Transfer moves a resident to another bed from a date and keeps the history. Check out frees the bed. Print slip prints the room allocation slip.

The system refuses to put two students on one bed, to give a student a second bed, to allocate a student who is not currently enrolled, and to place a boy in a girls' hostel (or the reverse).

3. Fee Approval — the hostel fee

Every allocation carries the monthly hostel fee it will be billed, starting from the room or hostel rate. It starts as Pending. Someone allowed to approve fees opens New → Hostel → Fee Approval, ticks the rows and approves or rejects them; a fee that differs from the standard rate is highlighted. Editing a resident's fee, or moving them to a room with another rate, puts it back to Pending. This version records and approves the fee; it does not yet add it to fee challans.

4. Attendance — the hostel roll call

New → Hostel → Attendance. Pick the hostel, the date and the roll call (morning, evening or night). Everyone staying that day is listed, marked Present; residents on an approved leave are already marked Leave. Change who is Absent or Late and Save. The hostel roll call is separate from class attendance: it never marks anything in the class register.

5. Leave Register

New → Hostel → Leave Register → New leave. Pick the resident, the type (home, medical, outing, other), the dates, the reason and who is collecting them. A leave then moves through Approve (or Reject) → Left when the student actually goes → Returned when they are back. A student who has left and is past the return date is shown as Overdue.

6. Visitor Log

New → Hostel → Visitor Log → Sign in visitor. Pick the resident; the family's own authorised visitor list (kept on the student's record) is shown, so you can pick the person from it or type a new visitor. Record relation, CNIC, phone and purpose. Press Sign out when they leave.

7. Reports

New → Hostel → Reports: occupancy (beds, occupied and free per room and hostel), the current residents with guardian phones, roll-call absentees for a date range, the leave register, and the hostel fee (approved monthly charges and what is still pending). Each report prints and exports.

Good to know

• Each screen has its own permission, so the warden, the gatekeeper and the accounts office can each be given only their part. Ask your school administrator to grant the Hostel permissions to the right users.
• A hostel, room or bed that has ever had a resident cannot be deleted — untick Active or take the bed out of service instead, so the history and printed slips stay correct.
• Campus-restricted users only see the hostels of their own campuses.

Finding enabled modules

The New menu is between General and Core. It appears only when at least one new module is enabled for your institute, and shows only enabled modules. Your user privileges still control which screens you can open. Ask EDUBase support about enabling a module.