Manage boarding and student welfare
Set up hostels and rooms, allocate students to beds, and run out passes, attendance and inspections.
Manage boarding and student welfare
Boarding & Welfare is split into Accommodation (the physical side) and Welfare & Care (the daily duty of care).
Accommodation
Hostels
Open Boarding & Welfare → Accommodation → Hostels. A hostel record holds its name, type, capacity, status and description, plus optional floors (number and name) and wings. Floors and wings let you describe large boarding houses accurately.
Rooms
Open Boarding & Welfare → Accommodation → Rooms. Each room belongs to a hostel, sits on a floor and wing, and carries:
- Room number and name
- Room type and capacity
- Status
Keep capacities realistic — allocations respect the bed count.
Allocations
Open Boarding & Welfare → Accommodation → Allocations to place a student:
- Choose the student and academic year.
- Pick the room and bed.
- Record the bed number, condition and allocation date.
- Add an expected checkout date and notes if the stay is temporary.
When a boarder leaves or moves, close the allocation rather than deleting it so the history stays intact.
Welfare & care
Out passes
Open Boarding & Welfare → Welfare & Care → Out Passes when a boarder needs to leave campus. An out pass records:
- the student and hostel
- the type — Emergency Out-Pass, Weekend Leave, Medical Check or Home Visit
- expected departure and return times
- the reason
Approval is two-step: Dispatch OTP sends a one-time code to the parent, then Verify OTP with the six-digit code they read back. Only then does the pass show as approved for the scanner checkpoint. This keeps a verifiable record of who authorised the absence.
Attendance
Open Boarding & Welfare → Welfare & Care → Attendance for roll call. Choose the hostel and date, then mark each learner present or absent and add remarks. Boarding attendance is separate from day-school attendance, so both records stay accurate.
Inspections
Open Boarding & Welfare → Welfare & Care → Inspections to record room checks. Inspections score cleanliness, inventory status and orderliness, then mark whether the room passes inspection. Notes and the inspector are stored with the date.
Check the out-pass list and attendance together at lights-out: a learner who is neither in the dorm nor on an approved pass needs immediate follow-up.