The hierarchy, the admissions journey, the difference between presence and occupancy, and how agreed prices are locked in.
Country → City → Cluster → Property → Branch → Floor → Room → Bed
Property is the building. Branch is the operating hostel inside it. Keeping them separate means a branch can be renamed, relocated or closed while property, lease and operating history remain intact — through effective-dated branch ↔ property assignments.
- CountryRegulatory and currency context
- CityRegional management scope
- ClusterNearby hostels sharing a store or kitchen
- PropertyThe physical building and its lease
- BranchThe operating hostel unit
- FloorWings, levels, gender config
- RoomCategory, AC, electricity rule
- Bed / PodThe unit you actually sell
Share a store or kitchen. Keep the books per branch.
A cluster groups nearby hostels — typically 3–5 — so they can share a Cluster Store or Cluster Kitchen. Stock issues and meals are received by each branch, so costs and resident ownership remain branch-specific in every report.
Access follows the hierarchy.
- Super Admin / PortfolioAll cities, all branches
- City / Area managerBranches within assigned cities
- Cluster managerHostels in the cluster + shared store & kitchen
- Branch managerOne or more assigned branches
- Warden · Front Desk · FinanceTheir branch, their permissions, their dates
Beds, prices and assets each have their own chain of truth.
Bed inventory
- City
- Branch
- Floor
- Room
- Bed
Sellable state is computed from occupancy, blocks, offers and entitlements — not a manually edited ‘bed status’ column.
Pricing
- Branch
- Room category
- Room
- Bed type
- Individual bed
The most specific active price wins. On acceptance, the agreed price is snapshotted into a pricing agreement and never live-edited.
Inventory & assets
- Central / Cluster store
- Branch
- Floor
- Room
- Bed
- Asset
Stock quantity is the sum of ledger movements; every asset keeps its assignment history.
From application to checkout clearance.
One permanent resident identity carries through every stage — and through future re-admissions at any branch.
Apply
Applicant portal or front desk captures preferences, move-in date, category, academic or professional info and guardian contacts.
Verify & decide
KYC documents run through verification with nationality-aware requirements. Cross-branch person alerts are checked. Management decides.
Waitlist and/or offer
Qualified applicants join the waitlist with preferences. When a bed fits, a manager issues an official offer — a soft-hold with an expiry.
Reserve
The applicant accepts; the payment gate is met; the bed is revalidated in real time before the reservation confirms.
Check in
Checklist: KYC verified, payment verified, rules acknowledged, assets and keys handed over with notes, photos and signature.
Stay
Invoices, electricity allocation, leave, guests, maintenance tickets, notices, transfers and release windows during the stay.
Notice & clearance
Notice to vacate, then checkout clearance: keys returned, dues settled, deposit settled, assets inspected — only then ‘cleared’.
Being out of the building is not the same as leaving the bed.
Two separate records. Gate movement never touches sellable inventory.
Occupancy
- Periods on a specific bed, with overlap protection
- Created at check-in, ended at checkout or transfer
- Drives availability, billing and electricity allocation
- Temporary release windows are explicit, approved records
Physical presence
- Gate IN / OUT events, leave, late entry, guests
- Governed by branch curfew and policy
- Feeds security reports and incident workflows
- Never changes whether a bed is sellable
Bed sellable state is computed from facts:
- Occupancy periods
- Bed blocks
- Active offer holds
- Release entitlements
- Sellable?
The price agreed is the price billed.
Price rules can change tomorrow. Residents who already accepted keep their snapshotted agreement.
Resolve price
Branch → Room category → Room → Bed type → Individual bed. The most specific active rule wins.
Snapshot agreement
On acceptance, the resolved price is copied into a pricing agreement — not a live reference to the rule.
Post invoices
Invoices draw from the agreement plus electricity, mess and other charges. Once posted, they are immutable.
Allocate payments
Payments allocate across one or many invoices. Balances are derived from allocations and adjustments — never typed in.
See your own branches, floors and beds in the system.
Book a 45-minute demo. Bring your hierarchy — cities, clusters, branch count — and we’ll walk through admissions, the bed map, billing and scoped access against it.