Hostel management
Hostel management software with QR gate passes
Every bed, every resident and every gate pass in one place, with parents approving passes from their phone and the gate checking a QR code.
- Free 30-minute demo
- No obligation
- Your data stays yours
How does a gate pass work in SunRuby?
The parent requests or approves the pass on the app, the warden approves it, and the resident leaves through the gate where the pass is checked by QR code or token. The return is recorded the same way, so the warden always knows who is out and who is overdue.
- Parent approval on the phone
- Warden approval queue
- QR or token check at the gate
- Check that the right person is collecting the child
- Overdue residents listed for the warden
What else does the hostel module cover?
A room map with every block, floor and bed, admissions and allocations, a nightly roll call, mess, visitors, complaints, incidents and medical records.
How are hostel fees charged?
Hostel fees can be charged by academic year or as monthly rent, and they appear with receipts and dues like any other fee.
Who uses it?
Wardens and hostel staff on the Android app or a computer, parents on the app, and management on the dashboard with occupancy and residents out tonight.
Getting started
We set up your blocks, floors, rooms and beds, import residents and allocations from Excel, and train wardens and gate staff on the app.
Frequently asked questions
Frequently asked questions
Does it work for a stand-alone hostel?
Yes. A hostel can run on its own, or as part of a school or college on the same system.
Can the gate check passes without internet?
The pass check uses the app or the web, so the gate needs a working connection. Tell us about your campus network in the demo.
Can parents share the pass with someone collecting the child?
Yes. Parents can show the QR gate pass or share it with whoever collects the child, and the gate checks it.
Is roll call done on a phone?
Yes. Wardens take the nightly roll call by block on the app and see who is in, out, on leave or overdue.
Can we charge monthly rent?
Yes, hostel fees can be by academic year or monthly rent.
See it with your own data
Book a free 30-minute demo. We start with what matters most to you.
Not sure where to start? Take the 1-minute fit check
- A free demo on a sample of your own data
- No obligation and no pressure
- Your data stays yours: export it any time
- We move your data from Excel and registers
- Training for your office, teachers and staff
- Start with one module, add more when ready