Property & Room Management
Complete digital control of your buildings — from one PG to a multi-city portfolio. Every floor, room, and bed tracked in real time.
What This Module Does
Property Management Software models how Indian PG and hostel businesses actually work: you do not rent "a room" to one person — you rent individual beds inside shared or private rooms across multiple floors. This module is the foundation of everything else — rent, tenants, meters, and complaints all connect to a specific bed in a specific property.
Owner: Mr. Rajesh Sharma
Address: 14th Cross, Koramangala, Bengaluru
Type: Boys PG · 4 floors · 12 rooms per floor · 4 beds per room = 48 beds total
Current occupancy: 46 beds occupied, 2 vacant (Bed 204-C and Bed 312-A)
Rent range: ₹7,500 – ₹9,500 per bed depending on room (corner beds premium)
Hierarchy — How Properties Are Structured
| Level | What it means | Real example | Why it matters |
|---|---|---|---|
| Property | One building / one PG location | Sunrise Boys PG | Separate finance, staff, and reports per site |
| Floor | Physical floor in building | Floor 2 (12 rooms) | Floor-wise view for warden daily walk |
| Room | Room number with sharing type | Room 204 — 4-sharing | Electricity meter usually per room |
| Bed | Individual sleeping unit | Bed 204-C | One tenant = one bed; prevents double booking |
Step-by-Step — Setting Up a New Property
- Create property: Enter name, full address, city, state, contact mobile, property type (Boys PG / Girls PG / Co-ed / Hostel).
- Upload photos: Building front, room sample, mess hall, common area — used for tenant online discovery.
- Select amenities: Wi-Fi, food (Veg/Non-veg), laundry, AC, parking, CCTV, power backup — from master list.
- Configure complaint categories: Choose which issue types apply (Electricity, Plumbing, WiFi, Cleaning) and visit time slots for this PG only.
- Add floors and rooms: Single room add or bulk create for entire floor (e.g. rooms 201–212 on Floor 2).
- Generate beds: System creates Bed 204-A, 204-B, 204-C, 204-D automatically for 4-sharing room.
- Set rent: Default ₹8,500/bed for Floor 2; override Room 204 to ₹9,000 for larger windows.
- Go live: Vacant beds appear in tenant app; owner sees occupancy dashboard.
Property Types Supported
- Boys PG / Girls PG — gender-specific listings for student market
- Co-ed PG — separate wings or floors with rules documented
- Hostel — larger capacity, often attached to colleges
- Apartment / Flat — whole-unit / single unit rental mode for smaller operators
Room Configuration Options
| Setting | Options | Example |
|---|---|---|
| Sharing type | Single, Double, Triple, 4-sharing, 6-sharing | Room 204 = 4-sharing |
| Rent mode | Per bed OR per entire room | Most PGs: per bed |
| Electricity | Included in rent OR billed separately | Sunrise: separate — meter module bills tenants |
| Room amenities | AC, attached bath, balcony | Room 301 premium ₹10,000/bed |
| Bed status | Vacant, Occupied, Reserved, Maintenance, Blocked | 204-C = Vacant (shown online) |
Rahul Kumar browses available beds at Sunrise Boys PG online. He sees Bed 204-C — Vacant, ₹8,500/month, 4-sharing, Wi-Fi included, electricity separate. He registers and selects this bed. System immediately marks 204-C as Occupied. No other tenant can book the same bed. Warden Suresh sees updated floor plan on his phone.
Floor-Wise Dashboard (Daily Operations View)
Owners and wardens see a visual layout of each floor:
- Each room shows occupancy count (e.g. 3/4 beds filled)
- Click room → see tenant names, rent amount, pending dues
- Color codes: green = full, yellow = partial vacancy, red = maintenance
- Export floor list for fire safety register or police inspection
Mr. Sharma switches between three properties in one click:
• Sunrise Boys PG — 96% full (46/48)
• Green Valley Girls PG — 88% full (35/40)
• Urban Co-living — 91% full (55/60)
He notices Green Valley below target and plans a referral offer for existing tenants.
Online PG Discovery (Marketing)
Properties can be listed publicly so tenants search by state and city before visiting:
- Tenant sees: PG name, area, starting rent, available bed count, thumbnail photo
- Does NOT see: owner personal data, other tenants, internal finances
- Reduces empty beds — tenant books visit after shortlisting online
Rent & Deposit Settings
Per bed or room, owner records:
- Monthly rent amount (can differ per bed in same room)
- Security deposit (e.g. ₹5,000 — recorded for agreement PDF)
- Notice period (30 days standard — used at checkout)
- Rent revision history (when owner increases from ₹8,500 to ₹9,000 from July)
Maintenance & Blocked Beds
When Room 102 needs painting for 5 days, owner blocks Bed 102-A and 102-B without deleting history. Occupancy reports show sellable beds separately from blocked — accurate revenue forecasting.
Master Data (Platform Templates)
Standard lists maintained by platform admin — owner picks what applies:
- Amenities (Wi-Fi, geyser, RO water, gym)
- Complaint category names (Electricity → Meter issue, Fan not working)
- Time slot templates (10 AM–12 PM, 4 PM–6 PM for maintenance visits)
- "Looking for" types (Student, Working professional, Intern)
Who Can Do What (Permissions)
| Action | Owner | Warden (Employee) | Accountant |
|---|---|---|---|
| Create / delete property | ✓ | — | — |
| Add / edit rooms | ✓ | ✓ (if permitted) | — |
| View floor-wise layout | ✓ | ✓ | — |
| Block bed for maintenance | ✓ | ✓ | — |
| Upload property photos | ✓ | ✓ | — |