Campus Daily Operations

Beyond initial allocation, the Campus application handles routine operations such as room changes, cancellations, and visitor management.

1. Bed Change Requests

Students may request to move to a different room or building. This is handled via a Change Request.

Navigation: Campus > Hostel Management > Change Requests

  1. Click New.

  2. Student: Select the student. The system will auto-populate their current allocation details (Current Bed, Room, etc.).

  3. New Allocation Details: Select the New Building, Floor, Room, and Bed.

  4. Reason: Provide a reason for the change.

  5. Submit and Approve.

Change Request Form (Backend)

Portal Workflow

Students can request a room change from their portal dashboard:

Navigation: Portal > Hostel Allocation > Application > Change Request

  1. Select the Active Allocation.

  2. Choose the New Preference (Building, Room, Bed).

  3. Provide a Reason for the change.

  4. Submit the request.

Portal Change Request Form

Outcome: Upon approval, the system updates the student's allocation to the new bed and releases the old bed.

2. Cancellation Requests

When a student leaves the hostel (e.g., end of term or checkout), a Cancellation Request is processed.

Navigation: Campus > Hostel Management > Cancellation Requests

  1. Click New.

  2. Student: Select the student to fetch their current active allocation.

  3. Date: Enter the effective cancellation date.

  4. Reason: Enter the reason for leaving.

  5. Submit and Approve.

Cancellation Request (Backend)

Portal Workflow

To vacate the hostel, students can submit a cancellation request:

Navigation: Portal > Hostel Allocation > Application > Cancellation Request

  1. Select the allocation to cancel.

  2. Enter the Reason for leaving (e.g., "Course Completed", "Personal").

  3. Confirm the cancellation.

Portal Cancellation Request

Outcome: The student's allocation status is set to Cancelled, and the bed is immediately marked as Available.

3. Bed Allocation Analysis

The Bed Allocation Analysis report gives a visual breakdown of how beds are distributed across your campus.

Navigation: Campus > Reports > Bed Allocation Analysis

Key Metrics:

  • Occupancy Rates: View allocated vs. available beds.

  • Buffer Analysis: Identify buildings with excess capacity.

  • Trend Analysis: Track allocation spikes during admission seasons.

You can group data by:

  • Building: Compare occupancy between different hostels.

  • Floor: pinpoint specific floors that are under or over-utilized.

  • Room Type: Analyze demand for single vs. bunk beds.

Bed Allocation Analysis Graph