Safety and communication with parents are the priorities in student housing: whether a student came back, has permission to stay out or arrived late at night must be known instantly. Our system records card or QR entries, produces the evening roll call automatically and sends leave requests to parents for approval. Room allocation, fees, meals and maintenance requests live in one place.
Common problems
- Manual evening roll calls
- Leave processed without parent approval
- Room changes and occupancy getting mixed up
- Late fee and deposit tracking
Modules
Check-in/out
Card or QR entries; alerts for students not back on time.
Leave management
Student requests, parent approval, staff notification.
Room and bed plan
Allocation per term, occupancy and history.
Parent app
Entry notifications, announcements, fees and payments.
Maintenance requests
Room issues assigned to the technical team.
Meals and study hall
Menus, attendance and study-hall roll calls.
How it works day to day
- 1
Students are registered and allocated rooms.
- 2
Entries and exits are recorded automatically.
- 3
Leave requests go to parents for approval.
- 4
Students not back on time are flagged to staff and parents.
- 5
Monthly fee and occupancy reports go to management.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
Small hostels can manage with simple registration software.
When custom software pays off
Multi-building residences needing access control integration and a parent app benefit from custom software that brings safety and communication together.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 16 screens and 8 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it work with our existing access cards?
Yes, with systems that export data; otherwise a QR solution can be set up.
Which notifications do parents get?
Entries, leave approvals, announcements and payments, configurable by the parent.
Are room changes logged?
Yes, with date and user.
Can separate buildings be managed?
Yes, with building-level permissions and reports.
