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Room & bed allocation
A live, visual bed map for every block and branch. Drag a resident into a bed, swap rooms, put a bed on notice, and always know your real occupancy. No more double-booking a bed or discovering a vacancy a month too late.
Features
Eight modules that replace your entire paper stack.
Eight modules — and dozens of features inside them: beds, admissions, rent, security deposits, mess, complaints, gate & curfew, staff salaries, advances & loans, reports, roles & 2FA and your own branding. One dashboard, in Urdu and English.
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Admissions & onboarding
Online admission forms capture CNIC/B-Form, guardian and emergency contacts, education and course details once, then reuse them everywhere — with resident photo, ID scans and optional fingerprint enrolment. Take a one-time admission fee (booked as income), track resident conduct, and keep a complete, searchable file from day one.
Rs
Rent & fee collection
Monthly or daily stays with role-based rate cards and a pro-rated first month. Recurring invoices and late fees run automatically, one-tap collect applies money oldest-invoice-first (over-collection blocked), part-payments are tracked, and refundable security deposits are held and refunded separately. Every receipt is printable or shared on WhatsApp — so on-time rent goes from “most” to “almost all”.
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Mess & meal management
Plan menus, record daily headcount and guest meals, and log grocery spend against the menu. Watch mess cost-per-head week over week so the kitchen budget stops being a guess — usually the fastest saving a hostel finds.
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Complaints & maintenance
Residents log complaints (a broken geyser, weak Wi-Fi) from a public link or QR poster — no login needed — and they land on your board tagged “from resident”. Wardens assign, track and close them, and can record a task’s cost on completion so it’s auto-added to your maintenance expenses.
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Visitor & gate pass
A digital in/out register, curfew times for weekdays and weekends with a live “currently out” list, overnight/night-out pass approvals, and a visitor log (check visitors in and out). A clean, searchable audit trail — important for girls hostels and parents’ peace of mind.
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Staff, salary & payroll
Manage staff with roles and the exact access they need, pay full or partial monthly salaries (auto-booked as expenses), give salary advances that adjust against future months, and track staff loans you recover as a “loan to receive”. Every employee has a full salary history with dates and times.
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Reports & analytics
A dashboard of income, expense, profit, collections and occupancy for any date range, dues and aging/defaulter reports, and downloadable period reports and CSV exports. Month-end closing takes minutes, and multi-branch owners can compare properties side by side.
Every feature, in detail
The complete list — nothing hidden behind “contact sales”.
Every capability is included on every plan. Here is everything HostelsBook does, grouped by area.
Beds, rooms & occupancy
- Live bed map across every block, floor and branch
- Room details: floor, capacity, room head, AC and attached-washroom flags
- Bed statuses — available, occupied, reserved, out of service
- Add, rename and bulk-update beds; move residents between beds
- Occupancy tiles: total, filled, available and reserved
Admissions & resident files
- Complete resident file: CNIC / B-Form, father & guardian, emergency contact
- Education / work details, native place and previous hostel
- Resident photo and CNIC/B-Form scan uploads
- Optional biometric (fingerprint) enrolment
- Resident roles — student, labour, teacher, visitor
- Conduct tracking (excellent / good / warning / probation) and blacklist
Check-in, stays & flexible pricing
- Monthly (long-stay) and daily (short-stay) bookings
- Role-based rate cards — different rates by resident type and stay
- Per-resident rate override at check-in
- Pro-rated first month, or full month from the join date
- Automatic first invoice on check-in
- Clean check-out that frees the bed and settles dues
- No-dues / clearance certificate printed at checkout
Rent, invoicing & collection
- Automatic recurring monthly invoices
- One-tap collect — applied oldest-invoice-first, over-collection blocked
- Partial payments tracked; corrections and reversals
- Automatic late fees on overdue invoices
- Printable receipts, sent on WhatsApp or downloaded as an image
- Cash, bank transfer and local wallet (EasyPaisa / JazzCash) methods
Security deposits
- Take a refundable deposit at check-in (or any time)
- Track held, partially-refunded, refunded and forfeited deposits
- Refund in full or in part at checkout; forfeit with a note
- Total security fees collected shown on the finance dashboard
Expenses & income
- Record expenses by category — utilities, salaries, food, maintenance, rent, supplies
- Attach receipt images and a vendor/note to any expense
- Salary payments & advances auto-booked as expenses
- Completed task costs auto-booked as maintenance expenses
- Admission fees and every payment counted as income
- Income and expense broken down by category
Staff, salary, advances & loans
- Staff records: role, phone, CNIC, joining date and monthly salary
- Full or partial monthly salary payments (capped at the salary)
- Salary advances that adjust against future months
- Staff loans you recover — tracked as "loan to receive", not an expense
- Loan repayments with a live outstanding balance
- Full salary history per employee — every entry with date & time
Mess & meal management
- Weekly menu (7 days × 3 meals) and meal timings
- Monthly mess charges and notes
- Mess-off requests to adjust bills for travelling residents
- Printable, branded weekly menu
Complaints, tasks & maintenance
- Kanban board — to do, in progress, done
- Categories and priorities, with location and reporter
- Public complaint link + printable QR poster (no login for residents)
- Resident submissions land on your board, tagged "from resident"
- Record a task’s cost on completion — auto-added to expenses
Visitor & gate security
- Digital in/out register with timestamps
- Curfew times for weekdays and weekends, with a live "currently out" list
- Overnight / night-out pass requests with approve / deny
- Visitor log — check visitors in and out, with who they’re visiting
Reports & analytics
- Dashboard with income, expense, profit, collections and outstanding
- Any date range — today, week, month, year or custom
- Occupancy and resident charts
- Dues and aging / defaulter reports (bucketed by how overdue)
- Downloadable period report and CSV exports
Team, roles & account security
- Owner, manager and warden/staff roles
- Fine-grained, per-module permissions for every teammate
- Suspend or reactivate a teammate any time
- Two-factor authentication (2FA) and verified email
- Encrypted connection and secure sign-in
Branding & customization
- Your hostel’s name and logo on the dashboard
- Custom receipt header, footer and contact number
- Light / dark theme and accent colours
- Consistent branding on every printed document
Multi-property, sharing & more
- Run one hostel or a whole chain from one login
- All-hostels view or focus on a single property
- WhatsApp receipts, payment proof and click-to-chat
- Email and in-app alerts (verification, reminders, activity)
- Urdu + English throughout, priced in PKR per hostel
- Instant demo account and a 14-day free trial (no card)
Built for Pakistan
Priced and built for how Pakistani hostels actually run.
PKR pricing, per hostel — not per bed in dollars
WhatsApp receipts & EasyPaisa / JazzCash friendly
Urdu + English throughout
CNIC & guardian records ready for verification
Feature FAQs
What modules are included in HostelsBook?
Eight modules: room and bed allocation, admissions and onboarding, rent and fee collection, mess and meal management, complaints and maintenance, visitor and gate pass, staff management, and reports and analytics. Every plan includes all eight.
Can residents pay rent and raise complaints themselves?
Yes. Residents submit admissions online, receive rent reminders and digital receipts, and raise maintenance complaints from a link on their phone — so work arrives organised instead of over WhatsApp.
Does HostelsBook support multiple hostels or branches?
Yes. Run one hostel or a whole chain from a single login, with per-branch reporting and a simple per-hostel rate in PKR. Owners can compare occupancy, collections and expenses across properties side by side.
Is there a limit on beds, residents or staff?
No. Beds, residents and staff accounts are unlimited on every plan. A 30-bed hostel and a 400-bed hostel pay the same Rs 3,500 per month per hostel.
Does it handle security deposits?
Yes. Take a refundable security deposit at check-in, track whether it is held, partially refunded, refunded or forfeited, and refund or forfeit it at checkout. The total security fees collected show on the finance dashboard.
Can I give staff salary advances and loans?
Yes — and they are handled differently. A salary advance is money paid ahead that adjusts against future salary (an expense). A loan is money the employee returns — tracked as a "loan to receive", not counted as an expense — with repayments and a live outstanding balance. Every employee also has a full salary history with dates and times.
Does it support daily (short-stay) bookings and different rates?
Yes. Book residents monthly or daily, set role-based rate cards (different rates by resident type), override the rate per resident, and pro-rate the first month. Monthly check-ins auto-generate the first invoice, and recurring invoices and late fees run automatically.
How secure is it, and can I control what my team sees?
Owners, managers and wardens have fine-grained, per-module permissions, so each teammate sees only what you allow. Accounts support two-factor authentication (2FA) and verified email over an encrypted connection.
Can I put my own hostel’s branding on it?
Yes. Add your hostel’s name and logo, customise the receipt header, footer and contact number, and choose a light/dark theme and accent — and your branding appears on every printed document.
Does it work in Urdu?
Yes. HostelsBook works in both Urdu and English, and receipts can be shared on WhatsApp — the tools Pakistani hostels already use.