Find a student's room without searching paper registers
When a parent asks about a boarding student's accommodation, the school office needs a clear answer. The same room information helps wardens prepare attendance lists and check hostel records during the school day.
InstiKit connects hostel room allocations to existing student records. The school can maintain where a student stays, when the stay begins, and when it ends.
Set up blocks and floors to match your hostel
Create hostel blocks and add the floors within each block. Record each room with a name, number, capacity, and description. Floors and rooms can be arranged in the order that suits the school.
For example, a hostel with two floors can keep its rooms grouped by floor, using the same room numbers displayed in the building. This makes the register easier for wardens and office staff to follow.
Allocate rooms with clear stay dates
Select a student and room, then enter the start date and any remarks. An end date can be recorded when it is known. The system checks for overlapping room allocations for the same student.
When a student leaves a room, close the allocation with an end date and closing remarks. For a room change, end the earlier stay and create the new allocation with dates that do not overlap. This keeps the student's accommodation records clear.
Review residents and vacancies by room
The hostel occupancy report groups rooms by floor and lists their current residents. Student details include names, school codes, class and section information, and allocation dates.
Room capacity is shown alongside occupied and vacant places. Status labels distinguish vacant, partly occupied, full, and overbooked rooms. Floor and hostel totals give the office a broader view of accommodation use.
Wardens can use this report before allocating a room, while school management can use the totals when discussing accommodation needs for the next intake.
Assign staff responsibility for hostel blocks
Schools can appoint employees as block in-charges with start and end dates and remarks. Staff with active assignments and the required permissions can work with their assigned hostel blocks.
Room allocation lists can also be exported by authorised staff. These records help the office prepare a resident list or share accommodation information with the staff responsible for a block.