Keep staff accommodation records in one place
Schools that provide accommodation to teachers and other employees need to know who occupies each quarter and when it becomes available. A dated allocation register helps the office answer these questions when a new employee joins or a resident moves out.
InstiKit's staff residence features link quarter allocations to employee records. The school can maintain the accommodation details, dates of stay, and remarks without keeping a separate employee list for housing.
Build a register of staff quarters
Set up residence blocks and their floors, then add the quarters within each floor. Each quarter has a name, number, type, capacity, and description.
The quarter type lets the school use its own accommodation labels. Floors and quarters can also be reordered so the register follows a layout familiar to the office team.
These details help staff identify the correct accommodation before recording an allocation.
Allocate accommodation to an employee
Select the employee and quarter, enter the start date, and add remarks. An end date can be included when the length of stay is already known.
When creating or editing an allocation, the system checks for another allocation covering the same dates for that employee. It also checks overlapping allocations against the selected quarter's capacity. This helps the office avoid conflicting bookings when arranging staff accommodation.
Close a stay when an employee moves out
Record an end date and closing remarks when the employee leaves the quarter. This keeps the completed stay in the allocation records and allows current occupancy to reflect the dates recorded.
For example, if a teacher moves to a different quarter, the office can end the earlier allocation and record the new stay with dates that do not overlap. Both records remain available for reference.
Review current occupants and available capacity
The residence occupancy report groups quarters by floor within the selected block. It shows the quarter type, capacity, current occupants, available places, and occupancy status.
Occupant details include the employee's name, code, department, designation, and allocation date. Floor and block summaries help the school review accommodation use before planning further allocations.
Authorised staff can export the quarter allocation list for administrative work. Together, the register and occupancy report give the school office a practical record of staff housing and the people currently using it.