Hostel Management

v0.2.0 Edulab

Module name	hostel
Version	0.2.0
Needs	fees >=0.1.0 <1.0.0
Entities	23 (list)
Roles	hostel:admin, hostel:warden, hostel:accounts, hostel:student

Hostels, rooms and beds, student applications, seat quotas, fee-linked allotment, cancellations with refunds, and day-to-day resident life (attendance, leave/gate pass, guests, complaints, mess menu) for university and college hostels.

Who uses it

Role	Can do
hostel:admin	Set up hostels, room types, rooms, amenities, fee heads and per-semester fee templates, mess plans, seat-quota plans; assign staff to hostels; see and change everything
hostel:warden	For their assigned hostels: review and approve applications, allot and shift rooms, book students at the office counter, mark attendance, decide leave and guest requests, answer complaints, publish the mess menu
hostel:accounts	See applications, fees and allotments; record cancellation refunds
hostel:student	Browse hostels and fees, complete a resident profile, apply, pick a bed when allowed, pay, see own allotment, request leave, register guests, raise complaints, cancel and request a refund

What it does

• Hostel catalogue: hostels (boys/girls), floors, room types with amenities, rooms with bed capacity, UG/PG category, reserved rooms, photos/video and the hostel rules document.
• Fee templates: per hostel, academic year and semester, built from fee heads of three kinds: recurring every semester, one-time deposit (first semester only), and mess (only when the student opts in).
• Applications: student applies for a hostel and room type for the academic year, optionally with mess plan and meal option, and accepts the hostel rules. Statuses: New → Approved → Accepted, or On hold / Rejected / Cancelled.
• Seat quotas: optional plan per academic year that splits seats by any mix of gender, college, course, reservation category and home/other university; enforced on student bookings when switched on, with per-student exemption.
• Allotment: a bed is allotted when the hostel fee is paid (online or at the office counter), honouring the student's own room/bed choice where self-selection is open. Room shifts and vacating are tracked with history.
• Payment controls: close a hostel to online payment with a message, keep the office counter open, open only chosen semesters for payment, and send a time-limited payment link from the office.
• Cancellations and refunds: student or office cancels; bank details for the refund are captured; the bed is freed; refund status is tracked.
• Resident life: daily attendance with check-in/check-out, leave and gate-pass requests with return confirmation, guest stays with charges, complaints with a staff/student comment thread, weekly mess menu.

Needs

• Core: 1.x (students, colleges, courses, programmes, academic years, users)
• Modules: Fees 1.x — collects the hostel fee, mess fee, deposits and guest charges; this module allots the bed when Fees reports the payment

Setup after install

1. Give staff their roles: hostel:admin to the hostel office, hostel:warden to wardens, hostel:accounts to the accounts team. Students get hostel:student.
2. Add amenities, fee heads and mess plans.
3. Create each hostel, its room types and rooms (capacity = beds). Assign wardens under Hostel Staff Assignment.
4. Build the fee template for each hostel and academic year (one row per semester and fee head).
5. Under each hostel's Semester rules, mark which semesters may self-select beds and which are open for payment; then switch on Students may pick their own room and bed and Restrict payable semesters if wanted.
6. Optional: create a seat quota plan, mark it active, and switch on Enforce the active seat quota plan.
7. Review Allot a bed only after the hostel fee is paid and Hours an office-issued payment link stays valid.

Settings

Setting	Default	Meaning
Allot a bed only after the hostel fee is paid	Yes	Allotment waits for the Fees payment event
Students may pick their own room and bed	No	Master switch; per-hostel semesters are set in Hostel > Semester rules
Enforce the active seat quota plan on student bookings	No	Applies to student self-booking; students whose quota is full cannot book unless marked quota-exempt
Restrict payable semesters to those opened per hostel	No	Students only see semesters opened in Hostel > Semester rules
Put a student's other applications on hold once one is accepted	Yes	Keeps one live booking per student per year
Semesters per year of study	2	Maps year of study to semesters for fee and bed-selection rules
Hours an office-issued payment link stays valid	48	Expiry for counter payment links

Events

Emits	When
hostel.application.submitted	A student or the office submits an application
hostel.application.approved	The office approves an application and the fee becomes payable
hostel.application.rejected	An application is rejected
hostel.allotment.created	A bed is allotted (after payment, at the counter, or on a room shift)
hostel.allotment.vacated	A student leaves or is moved out of a bed
hostel.cancellation.created	A booking is cancelled; carries the refund amount for Fees

Listens to	Does
fees.payment.received	For hostel purposes: marks the application paid, accepts it, allots the chosen or first free bed, puts the student's other applications on hold; a mess-only payment just adds the mess

Personal data

Fields marked pii: resident profile (guardian name, email and phone, emergency phone, disability, photos, signatures, identity document, admission receipt), cancellation (account holder name, account number), guest stay (guest name, email, mobile), hostel contact email. Student identity, contact and category come from the core student record.

Support

Published by Edulab. Report problems and feature requests through your Edulab support contact or the marketplace listing's issue link.