ModulesHostel
Hostel Management
Complete guide to dormitory allocation, roll calls, visitor management, and hostel fee integration in Ardent SMS.
StablePhase 4
Hostel Management
Manage dormitory allocations, conduct digital roll calls, track visitors, and integrate hostel fees seamlessly with the Finance module.
Sub-features6
Roll CallDigital
Overview
For boarding schools, the Hostel module provides complete dormitory lifecycle management — from room allocation to nightly roll calls and visitor logging.
Room & Bed Management
| Entity | Description |
|---|---|
| Hostel Block | A named building or wing (e.g., "Boys Block A", "Girls Block C") |
| Room | A numbered room within a block with defined capacity |
| Bed | An individual bed space within a room, assigned to a student |
Allocation Rules
- Students are assigned by gender and class level to ensure age-appropriate grouping
- The system prevents over-allocation by enforcing room capacity limits
- Bulk allocation is supported for start-of-term mass assignments
- Transfer between rooms is logged with a reason and timestamp
Roll Call & Curfew
Digital Roll Call
Housemasters conduct roll calls via the Staff App:
- Open Hostel → Roll Call at the designated time
- Select the dormitory block
- Mark each student as Present, Absent, or Excused
- Submit — absent students trigger an immediate notification to the housemaster and school admin
Curfew Tracking
- Define curfew times per hostel block (e.g., lights-out at 21:30)
- Late arrivals are logged automatically when marked after curfew
- Repeat curfew violations feed into the Discipline module
Visitor Management
All hostel visitors are logged digitally:
| Field | Description |
|---|---|
| Visitor Name | Full name of the visiting person |
| Relationship | Parent, Guardian, Sibling, Other |
| Student Visited | The boarding student being visited |
| Check-In Time | Timestamp of arrival |
| Check-Out Time | Timestamp of departure |
| Purpose | Reason for visit |
| ID Verified | Whether a valid ID was presented |
Fee Integration
Hostel fees are automatically linked to the Finance module:
- Boarding Fee component in fee structures applies only to students with
boarding_status = true - When a student is assigned to a hostel, their boarding status updates automatically
- Mid-term withdrawal from the hostel triggers a prorated fee adjustment
Permissions
Hostel Module Access
| Feature | Super Admin | Admin | Teacher | Accountant | Parent | Student |
|---|---|---|---|---|---|---|
| Allocate rooms | ||||||
| Conduct roll call | ||||||
| Log visitors | ||||||
| View hostel reports | ||||||
| View own allocation |
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