Dormitory management is a lot of manual work, and the process is highly complex. The administrator has to process large amounts of information: bookings, rooms and assets under management, information on residents, information on services provided, payment for services, etc. Large volumes of data, if not managed properly and/or due to human error, lead to errors in the calculation of charges for accommodation and other services. Incomplete and non-transparent accounting creates inefficiencies and makes it difficult to manage and settle debts properly. Manual administration is also a requirement for residents to manually complete paperwork. It is hard to imagine a modern dormitory resident who would not be frustrated by such a process.
A modern dormitory management system solves problems
To facilitate the work of administrators, increase hostel income and improve resident satisfaction, we have developed a modern hostel administration system called E-Bendrabutis. It addresses the above problems and performs the following key functions:
Accommodation
- Accommodation of new residents (search for vacancies, data entry, printing of contract in LT/EN, printing of deposit slip).
- Resident “eviction” (searching for a resident by name, surname, surname, dormitory, room, printing a billing slip).
- Correction of accommodation data.
- Accommodation for short-term residents (guests)
Inventory accounting
- Introduction of new inventory
- Inventory QR code printing, NFC tag programming
- Inventory search by various parameters (who, what, how much is used)
- Accounting for short-term rentals (computer, chess, tennis rackets, room keys, etc.)
Calculation of taxes
- Automated fee calculation (all fees for a specific period and bills are submitted by email, in the self-service portal “My Dormitory”).
- Tax archive/sending invoices (viewing data for previous tax periods, sending invoices to a list of residents or to a specific resident).
- Population counts (daily population and average population).
- Short-term population counts (daily population and average population)
- Resident settings for a specific dormitory and room (deposit, laundry, drying, debt, overpayment).
Integration with external systems:
- Access to dormitories (e.g. blocking your access card in case of non-payment), separate rooms (e.g. access to your own kitchenette only)
- Accounting for washing machine, tumble dryer use
- Parking management and accounting (who can park where, when and when, rental to residents)
- Photocopying, beverage and snack vending machines
- Canteen meals
- Room reservations (for meetings, entertainment, etc.)
- Tickets for events
Settlement options:
- Flexible payment methods:
- the amounts paid are entered in the current month’s account
- instant payment (e-banking, student e-wallet, cash)
- free of charge (e.g. for staff parking or photocopying)
- Multiple payment channels:
- Instant payment (via SEB, Swedbank, Danske, Luminor, Citadele, Šiaulių and Medicinos banks, credit unions, Paysera, MoQ)
- Automatic crediting when paying in cash (via Lithuanian Post, Maksima, Perlo terminals, Narvesen newsagents)
- Manual entry of payment after other payment methods
Controlling debtors:
- automatic email and SMS notifications
- automatic limitation of services provided
- Preventive measures (e.g. blocking access to dormitory cards)
Reports
- Dormitory report (number of beds) occupancy/vacancy by floor or dormitory, list of occupants in a specific room, specific room information).
- Room availability, availability, room details.
- Resident search (by name, dormitory, room, resident status).
- View the tax archive.
- Residents’ self-service portal “My Hostel” (services provided, billing, payments made, online balance payment)
Everyone gets money with E-Commonwealth
The following benefits are derived from the implementation of the e-Bendrabutis dormitory management system:
- Automated tax calculation
- All dormitory infrastructure is integrated (access control, services, parking, etc.)
- Transparency of financial activities
- Supplementary income (parking, short-term rental of equipment, etc.)
- Automated debt management
- Modern and convenient for students
The dormitory administration system “e-Bendrabutis” has already been implemented and is successfully functioning at Aleksandras Stulginskis University and Kaunas Technical College.