Hostel Management System
Complete cloud-based platform for managing student residences, inventory tracking, maintenance requests, and administrative workflows.
Four Integrated Portals
Seamlessly connect students, residence managers, administrators, and maintenance personnel on one unified platform.
Student Portal
- Register for academic year accommodation
- Submit maintenance requests
- Sign for issued inventory items
- View room allocation details
- Track maintenance request status
Manager Portal
- Operational oversight & approvals
- Sign off completed maintenance
- Access analytics dashboards
- Generate reports & cost summaries
- Monitor staff performance
Admin Portal
- Allocate rooms to students
- Assign tasks to maintenance personnel
- Manage inventory distribution
- User account management
- Full system configuration
Maintenance Portal
- View assigned maintenance tasks
- Update task completion status
- Log work done & materials used
- Mobile-friendly interface
- Track work history
Complete Feature Set
Everything you need to manage student residences efficiently
User Management & Security
- Multi-role access system
- Encrypted password storage
- Role-based permissions
- 30-day "Remember Me" option
- Account lockout protection
- HTTPS encryption
Student Management
- Complete student database
- Room number assignments
- Personal dashboard access
- Digital check-in/check-out
- Activity history tracking
- Mobile phone access
Inventory Management
- Unlimited item types
- Real-time stock monitoring
- Distribution tracking
- Digital signature capture
- Low stock alerts
- Item condition notes
Maintenance Request System
- 4-step workflow process
- Real-time status tracking
- Priority management
- Three digital signatures
- Complete audit trail
- Manager approval workflow
Analytics & Reporting
- Interactive dashboards
- Maintenance statistics
- Cost summaries
- Staff performance metrics
- PDF export reports
- Date range filtering
Notification System
- Real-time in-app alerts
- Email notifications
- Unread count badge
- Notification history
- Customizable preferences
- Click to view item
Maintenance Request Workflow
Complete 4-step process with digital signatures at each stage
Student Submission
- • Easy submission form
- • Issue description
- • Digital signature
- • Auto timestamp
Admin Assignment
- • Assign to staff
- • Staff notification
- • Status: In Progress
- • Priority setting
Staff Resolution
- • Add resolution notes
- • Staff signature
- • Work documentation
- • Awaiting approval
Manager Approval
- • Review work
- • Manager signature
- • Status: Resolved
- • All parties notified
Additional Features
PDF Reports
Digital Signatures
Real-time Clock
Visual Charts
Mobile Friendly
Auto Updates
Search & Filter
Audit Trail
SA Timezone
Custom Branding
Daily Backups
CI/CD Pipeline
Enterprise Cloud Infrastructure
Hosted on enterprise-grade cloud with 99.9% uptime guarantee
Cloud Hosting
High-performance servers with 99.9% uptime
SSL/TLS Security
All data encrypted in transit
Managed Database
Automatic backups & point-in-time restore
Docker & CI/CD
Zero-downtime deployments
Transparent, Capacity-Based Pricing
Simple pricing that scales with your residence. All plans include the complete feature set — no hidden extras.
Monthly Platform Fee
Minimum billing: 40 students (R8,000/month)
- Full platform access
- All four portals included
- Hosting, backups & support
- Continuous updates
Annual Upfront
Billed as a single annual payment — 10% discount
- Everything in Monthly
- Predictable annual cost
- Priority support
- Budget-friendly for institutions
Once-Off Setup Fee
One-time charge based on your student capacity
| Student Capacity | Setup Fee |
|---|---|
| 0 – 50 students | R5,000 |
| 51 – 100 students | R7,000 |
| 101 – 200 students | R10,000 |
| 201 – 300 students | R15,000 |
| 301+ students | Custom quote from R20,000 |
SMS Notifications
Optional add-on for sending SMS alerts to students and maintenance accounts.
Setup fee is a once-off charge covering system configuration, data migration, and staff training.
A free personalised demo is available before any commitment.
All prices in South African Rand (ZAR) and exclude VAT.
What's Included
Once-Off Setup Includes
- Complete system setup and configuration
- Custom branding and customization
- Onboarding of managers & maintenance staff
- Room & inventory database import
- Training sessions for all user types
- Domain name provision
Monthly Subscription Includes
- Platform hosting with 99.9% uptime
- SSL security & daily backups
- 3 corporate email accounts
- Continuous feature updates
- Maintenance request logging & tracking
- Email sender for platform notifications
- Technical support
- SMS notifications available as an optional add-on (billed separately per SMS — see pricing)
Request a Quotation & Demo
Tell us about your residence and we'll prepare a customized quote
Built for South African Universities & Student Residences