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Hostel blocks, rooms and beds

Set up blocks, generate rooms and beds, see the room map, give a resident a bed, transfer or free it.

Hostel · How to · Last checked 2026-10-19

Set up (once)

  1. Open Hostel > Hostel set-up. The top shows Capacity at a glance: beds, occupied, vacant, blocked and the line "Counts match: N beds = occupied + vacant + blocked".
  2. On the Blocks tab press Add block. Give the name, who stays there (boys or girls) and the number of floors. Floor 0 is the ground floor. Add floor and Remove top floor change the height (a floor with rooms cannot be removed). Copy a floor and Copy this block save typing.
  3. On the Rooms tab press Generate rooms. Choose the block, the floors, how to name rooms (a number range such as 1 to 4 with a pattern like A-201), the room type and beds per room.
  4. The right side previews every room and bed before anything is saved ("Will create 8 rooms and 32 beds", and "No clashes"). Press Create. A banner offers Undo until a bed is occupied.
  5. On the Settings tab check room types and the Daily timings (curfew, roll call, visiting hours).

Maintenance and blocked beds

  • Select rooms and press Set availability to mark them under maintenance, with a reason.
  • On the Beds tab edit a bed and tick Block this bed, with a reason such as "broken cot". A bed that holds a resident can only be renamed.

The room map

Hostel > Rooms shows "N of M beds filled, X vacant, Y blocked". Filter by block, Vacant only, room type, status and amenities. Search a resident's name to find the room.

Give a bed

  1. Open a vacant room and press Allocate, or open Hostel > Allocations.
  2. Search the resident. Only residents of this hostel are offered. A new person must first be admitted under Hostel > Admit resident.
  3. Choose the From date and remarks. Save.

A girl cannot be put in a boys' block. A resident who already has a bed is refused.

Move or free a bed

On Hostel > Allocations use Transfer to move to another vacant bed (the old bed becomes vacant) and Vacate with a date and reason.

Common questions

Hostel set-up is missing.

It needs the permission to create blocks. The warden and the hostel admin have it. The mess manager and security do not.

The counts do not match.

They always should. If they do not, tell your SunRuby contact at once.

Using SunRuby already? Press the ? button at the top of any screen for the guide to that screen.

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