Role-Guided Operational Manual
StayNiva Features & User Action Guide
Comprehensive breakdown of features organized by user roles: Owner, Manager, Staff, Resident, Parent, and Gatekeeper.
6 Roles
Tailored Dashboards
100%
Itemized Fee Slip Transparency
Real-Time
Gatekeeper Check-In / Check-Out
English & हिंदी
Bilingual App Support
Displaying all 18 features
No features match your search filter
Try clearing your search keyword or selecting a different user role tab.
Multi-PG & Business Dashboard
OWNER
Real-time multi-property overview showing overall occupancy, monthly collection totals, pending dues, and active admissions across all hostels/PGs.
User Action Workflow
- Open Owner Dashboard to view multi-PG overview cards.
- Filter statistics by individual PG property or firm.
- Monitor total revenue, pending dues, and occupied beds.
PG Structure & Capacity Setup
OWNER
Build complete hierarchical property structure including Blocks, Floors, Rooms, and Beds with customizable sharing capacity.
User Action Workflow
- Navigate to PG Structure menu.
- Create Floors and Blocks for the property.
- Define Room capacities and default bed parameters.
PG Fee Types & Charge Itemization
OWNER
Define PG-wide fee types like Residential Stay Rent, Mess/Food Fee, Security Deposit, Maintenance, and custom repeating/one-time fee items.
User Action Workflow
- Open PG Settings & Fee Configurations.
- Add or enable fee types (Stay, Food, Deposit, Maintenance).
- Set default fee amounts and billing cycles.
Financial Ledger & Receipt Sharing
OWNER
Complete payment ledger with itemized breakdown dialogs, PDF/image download options, and direct WhatsApp sharing for fee slips.
User Action Workflow
- View Transactions tab in Owner dashboard.
- Click Fee Slip icon on any payment card.
- Download receipt image or click Share to send via WhatsApp.
Room Creation & Room Index Series
MANAGER
Create individual rooms or generate room index series (e.g. 101 to 105) in bulk with PG fee selection automatically inherited by generated beds.
User Action Workflow
- Open Add Room form and select Single or Room Index Series.
- Set prefix (10) and start/end index (1 to 5) for bulk creation.
- Select PG fee types to attach to generated beds.
Bed Fee Management & Editing
MANAGER
Edit bed status (Vacant, Occupied, Reserved, Maintenance) and add or modify individual fee items on a bed at any time later.
User Action Workflow
- Tap any bed tile in PG Structure view.
- Select Edit Bed & Fees action button.
- Toggle fee types (Stay, Food, Maintenance) and update amounts.
Resident Onboarding & Admissions
MANAGER
Add residents manually with full KYC profile details, emergency contact info, and bed assignment, or approve online join requests.
User Action Workflow
- Click Add Resident Manually or open Join Requests tab.
- Fill resident name, mobile, emergency contact, and bed.
- Submit admission; initial fee ledger entries are created.
Notice Board Publishing
MANAGER
Publish important announcements, rules, or festival notices to all residents with automatic push notification delivery.
User Action Workflow
- Navigate to Notice Board section.
- Enter notice title, category, and message body.
- Publish notice; instant alerts are sent to residents.
Desk Fee Collection & Cash Logging
STAFF
Collect fee payments at desk, log payment mode (Cash/UPI/Bank), and generate instant digital payment fee slips.
User Action Workflow
- Select resident in Staff Fee Collection screen.
- Enter collected amount and select Cash or UPI.
- Issue digital receipt to resident.
PG Asset & Room Item Inventory
STAFF
Track hostel furniture, electrical appliances, bedding items, and room allocations with condition checking.
User Action Workflow
- Open Inventory Management tab.
- Log new assets or inspect room items.
- Update asset status (Working, In Repair, Replaced).
Total Monthly Cost & Accommodation Card
RESIDENT
View assigned PG room and bed details alongside total monthly cost including Stay Rent + Food Fee + Itemized Charges.
User Action Workflow
- Open Resident Dashboard home screen.
- View room/bed number and monthly payment sum.
- Tap itemized cost breakdown to view Stay vs Food fees.
My Payments & Digital Fee Slips
RESIDENT
Access complete payment history with identical fee slip receipt dialogs to download receipt image or share content.
User Action Workflow
- Navigate to My Payments screen.
- Tap receipt icon on any completed transaction.
- Click Download to save image or Share via WhatsApp.
Gate Logs & Outside Duration Track
RESIDENT
Monitor personal check-in/out timestamps recorded by gatekeeper, including precise outside duration upon returning.
User Action Workflow
- Open Gate Logs tab in resident dashboard.
- View check-out time when leaving PG premises.
- View check-in time and total hours outside upon return.
File Complaint & Status Tracking
RESIDENT
Raise maintenance or facility tickets with photo evidence, automatic screen closing upon submission, and real-time status updates.
User Action Workflow
- Click File Complaint in resident menu.
- Select category (Plumbing, Electrical, Food) and attach photo.
- Submit complaint; ticket closes automatically and alerts staff.
Parent Portal & Ward Overview
PARENT
Dedicated login portal for parents to verify ward's PG accommodation, room/bed assignment, and manager contact details.
User Action Workflow
- Log in as Parent using registered mobile number.
- View student room/bed location and PG address.
- Access emergency manager contact buttons.
Parent Gate Movement Audit
PARENT
Audit ward's check-in/out gate movements with gatekeeper verified timestamps and duration spent outside property.
User Action Workflow
- Open Gate Movement tab in Parent portal.
- Check departure and return timestamps.
- Review total outside duration for student safety.
Gatekeeper Verification Portal
GATEKEEPER
Fast side-view search portal for gatekeeper to quickly find residents by name, room number, or phone number.
User Action Workflow
- Open Gatekeeper Portal on gate tablet or phone.
- Search resident by Room Number (e.g. 102) or Name.
- View resident photo and active status.
One-Tap Check-In / Out Logger
GATEKEEPER
Log resident departure with one tap, and log return check-in with automatic outside time duration calculated.
User Action Workflow
- Tap Check Out when resident leaves PG.
- Tap Check In when resident returns.
- System displays total outside duration (e.g. 2h 45m).
Ready to Streamline Your Hostel & PG Operations?
Join hundreds of owners, managers, and residents using StayNiva for hassle-free accommodation management.
Open StayNiva App