See what campus & hostel management changes at your institution
Before vs. after adding campus and hostel management to iVake
Where you are today
Holding you back
Rooms allotted in a spreadsheet
The hostel list is kept apart from enrolment, so a student who has left still holds a bed and two students are given the same room.
Pain point
Halls booked by phone and email
The seminar hall is promised to two departments on the same afternoon, because each booking went through a different person.
Pain point
Repairs reported in group chats
A leaking tap is mentioned in a WhatsApp group, scrolls out of sight, and becomes a bigger and dearer repair a week later.
Pain point
Hostel fees worked out by hand
The hostel office and the accounts office keep separate figures, and students dispute what they have been charged.
Pain point
- 3+Lists for rooms, bookings and repairs
- 2+Offices holding the same hostel record
- WeeksTo settle a disputed hostel charge
Your institution, transformed
Everything connected
Beds allotted against enrolment
Only students on roll can be given a room, and a withdrawal flags the bed so it can go to someone else.
Solved
One booking calendar, clashes checked
Halls, labs and grounds are booked in one place, checked against the timetable and existing bookings before confirmation.
Solved
Every repair in one queue
Requests are logged against the room, assigned to a person and followed to completion, with a time at each step.
Solved
Hostel charges from the allocation
The room and mess choice on the record set the hostel charge on the same ledger as tuition and transport.
Solved
- 1Record for room, mess and fees
- 0Hostel charges re-typed
- 1System for every campus
Ready to make the switch? See how it works for your institution.
Hostel allocation without spreadsheet clashes
Rooms are allotted from the student record, so every allocation is checked against enrolment status, the student’s documented needs and the room’s capacity before it is saved.
- Only students currently on roll appear for allocation, and a withdrawal flags the bed for reallotment
- Room capacity is enforced, so a double room cannot be given a third resident
- Mess choice and hostel fees sit on the same record as the room
Facility booking with clashes checked first
Seminar halls, labs, auditoriums and grounds are booked through one calendar. Each request is checked against timetabled classes, other bookings and maintenance blocks before it is confirmed.
- A clash with a class, another booking or a maintenance block stops the request, with the reason shown
- Search by headcount and equipment to see only the rooms that fit, on every campus
- Weekly or term-long bookings checked against every date in the series
Maintenance tracked room by room
Every repair request is logged against a room and a building, assigned to a person and followed through to completion. The estate office sees what is open, what is overdue and what each building costs to keep running.
- Requests move from reported to assigned to done, with a time recorded at each step
- Requests left open past the time you set are raised to the estate officer
- Repair costs roll up from room to building to campus, with reminders for AMC visits
Campus & hostel management features
Everything you need to manage hostels, facilities and repairs on one record
Hostels & rooms
Blocks, floors, rooms and beds, allotted from the student record.
Wardens & residents
Resident lists, mess choice and hostel notes, visible to the warden.
Facility booking
Halls, labs and grounds booked with clashes checked against the timetable.
Maintenance requests
Repairs logged against a room, assigned and tracked to completion.
Hostel fees
Room and mess charges on the same fee ledger as tuition.
Multiple campuses
Each campus in its own context, with a combined view for the group.
Occupancy & cost reports
Occupancy, booking use and repair costs by building and campus.
Access & audit trail
Access by campus and role, with every change logged.
Frequently asked questions
Get answers to common questions about campus and hostel management
How does hostel allocation connect to a student’s enrolment?
Rooms are allotted from the student record, so only students currently on roll appear for allocation. If a student withdraws or transfers after being given a room, the bed is flagged for reallotment rather than discovered occupied at the start of term.
Can each campus keep its own hostels, rules and staff?
Yes. iVake runs a group as one system with a context per campus. Each campus keeps its own hostels, rooms, bookings and staff permissions, and the group office sees a combined view that drills down to each campus.
How are hostel fees charged when a room is allotted?
The room type and mess choice on the student record set the hostel charge on the fee ledger, alongside tuition and transport, without anyone entering the amount again. A mid-term room change adjusts the charge, and refunds follow the policy you set.
What happens when a booking clashes with a class or a repair?
Before a booking is confirmed it is checked against timetabled classes, other bookings and maintenance blocks. If there is a clash the request stops, the reason is shown, and free rooms of a similar size are suggested for the same time.
How do you stop maintenance requests from getting lost?
Each request is logged against the room with a priority and a time. A supervisor assigns it, parts are requested from stores, and every change of status is timestamped. Requests left open beyond the time you set are raised to the estate officer.
What occupancy and cost reporting is available?
Reports combine hostel occupancy, booking use, repair costs and room capacity by building, floor, room type, campus or date range. They read live records, so infrastructure figures for the NAAC criterion on infrastructure come from the same data the estate office works in.
Who can see a resident’s details?
Access is set by campus, department, programme and role, so a hostel warden sees residents, not marks. Financial and health information is restricted separately, and every change is written to the audit trail with who made it and the previous value.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
UniversitiesHostels and halls per campus, reported together
Degree collegesHostel allotment from the current enrolment
Residential & international schoolsRoom, mess and warden on each child’s record- CBSE, ICSE & state-board schoolsLabs, halls and grounds booked without clashes
- ITIs, polytechnics & skill centresWorkshops and labs booked by batch
- School groups & trustsEach branch’s hostels and halls, with one combined view
Integrations, comparisons & tools
Extend campus and hostel management with integrations, see how iVake compares, and run the numbers
Related features
Transportation
Routes, stops, boarding scans and the bus on the parent’s phone.
Canteen
Counter sales, prepaid wallets and dietary flags on the student record.
Time Table
Timetables built around availability, workload, rooms and elective clashes.
Classroom
Rooms, sections and the teaching that happens in them, on one record.
Attendance Management
Attendance from a phone, with same-day alerts to parents.
Parent Login
Attendance, results, fees and notices, with one login per family.
More in campus operations
Explore other features in this category
Ready to transform your campus & hostel management?
See how iVake keeps rooms, bookings and repairs on the same record, so wardens, the estate office and accounts work from one set of figures.
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