Hostel Management Software in Ranchi Rooms, fees, attendance and accounts for hostels and PGs
MATROP PRIVATE LIMITED provides a complete Hostel Management System for schools, colleges, coaching institutes, professional hostels, PGs and rental properties. Track admissions, room/bed allocation, fees, dues, out-pass, visitors, complaints, mess, inventory, staff and reports — all in one place. Works on Desktop + Online with optional Mobile App.
- Role based logins: Admin, Warden, Accountant, Security, Student/Resident, Parent (optional)
- Room/Bed allocation with availability, shifts, categories (AC/Non-AC), rent plans
- Fee billing, receipts, due reminders, concessions, penalties, ledger
- Gate pass / out-pass + visitor entry + biometric/QR (optional)
Hostel management software at a glance
Software from MATROP for hostels, PGs and rental properties that tracks rooms, beds, residents, fees, gate passes and visitors, set up and supported from Ranchi.
| What it is | Hostel and PG management software for resident admissions, room and bed allocation, fees and dues, gate passes, visitors, attendance, complaints and reports. |
|---|---|
| Who it is for | Boys', girls' and co-ed hostels; hostels run by schools, colleges and coaching institutes; professional hostels for working people; PGs and rental properties; staff quarters. |
| Main modules | Admin setup; warden / manager panel; student / resident panel; admissions and KYC; room and bed management; fees, billing and dues; gate pass; visitor management; attendance; accounts and reports. Optional: mess, inventory and store, PG / rental contracts, owner portal, biometric or QR attendance, SMS/WhatsApp alerts, parent login. |
| Versions | Desktop and online (cloud) versions; a mobile app is optional. |
| More than one building | One system can hold several hostels, branches or buildings. |
| Setup and training | MATROP's team creates your buildings, rooms, bed types, fee plans and user roles, moves your existing resident records, and trains wardens, accountants and security staff. |
| Support | Phone, WhatsApp and email support from the Ranchi office, Monday to Saturday, 10 am to 7 pm. |
| Provided by | MATROP Private Limited, Ranchi, Jharkhand. Working since 2016. ISO 9001:2015 and ISO/IEC 27001 certified. |
| Areas served | Ranchi and the rest of Jharkhand, and clients across India — online or on-site as agreed. |
| See a demo | Call or WhatsApp 9430106005, or use the enquiry form on this page. |
See Hostel ERP in action
Rooms, residents, fees, mess and gate passes managed from one simple dashboard.
- Room allotment and occupancy
- Hostel fee collection
- Gate pass and visitor log
- Mess and complaint tracking
Complete Features Included
Everything required to run a modern hostel/PG/rental property smoothly
Admin / Super Admin
Full control of hostel setup, users, billing rules, and reports.
- Multiple hostels / branches / buildings
- Roles & permissions: Warden, Security, Accountant, Manager
- Room types, bed types, rent plans, deposits
- Notice board & announcements
Warden / Manager Panel
Day-to-day operations: allocation, discipline, attendance, complaints and approvals.
- Admission & resident profile approval
- Bed/room allocation + shifting requests
- Gate pass approval + outing schedule
- Complaints management & resolution
Student/Resident Panel
Residents can view fees, apply gate pass, raise complaints and get notices.
- Fee status, receipts, due alerts
- Gate pass request (with reason & timings)
- Complaints/maintenance ticket system
- Mess menu, notices, rules & documents
Admissions & KYC
Complete resident onboarding with documents and verification workflow.
- KYC documents upload (ID, address proof, photo)
- Guardian details & emergency contacts
- Agreement & deposit tracking
- Auto ID card/QR (optional)
Room & Bed Management
Live room inventory with occupancy, vacancy, and allocation history.
- Room categories (AC/Non-AC), sharing type
- Vacancy dashboard & waitlist
- Room shifting & transfer history
- Maintenance schedule (optional)
Fees, Billing & Dues
Monthly rent, security deposit, mess fees, fine, concessions and receipts.
- Auto monthly billing & due reminders
- Partial payments & outstanding tracking
- Late fee / penalty rules
- Receipt print & export (PDF/Excel)
Gate Pass / Outing System
Gate pass requests, approval workflow and security verification.
- Resident applies gate pass with reason & return time
- Warden approval (single/multi-level)
- Security check-in / check-out log
- SMS/WhatsApp alert (optional)
Visitor Management
Record visitor entry with purpose, resident to meet and time tracking.
- Visitor entry register (photo optional)
- ID proof & contact capture
- Visitor checkout with time
- Daily/Monthly visitor reports
Attendance / Presence
Track hostel attendance daily with manual, biometric or QR options.
- Daily roll call & night attendance
- Biometric device integration (optional)
- QR code attendance / ID verification (optional)
- Absent list & alerts (optional)
Mess Management (Optional)
Mess fees, meal plan, menu, attendance and consumption reports.
- Monthly mess charges
- Menu planning & notice display
- Mess attendance / token system
- Vendor & purchase tracking (optional)
Inventory & Store (Optional)
Track stock items, issues, repairs, and assets room-wise.
- Store items & issue register
- Assets tagging (beds, tables, appliances)
- Room-wise asset mapping
- Low stock alerts (optional)
Accounts & Reports
Income/expense, collection reports, due reports and exports.
- Daily collection report
- Outstanding dues report
- Expense & vendor report
- Export PDF/Excel
PG / Rental Contract (Optional)
Perfect for rental hostels/PGs: agreements, renewals, deposits and notices.
- Agreement start/end, rent plan, deposit
- Renewal reminders & rent increment
- Move-in / Move-out checklist
- Notice generation (optional)
Owner / Management Portal (Optional)
Owners can view occupancy, collections, expenses and reports from anywhere.
- Occupancy dashboard
- Collection & dues overview
- Expense & profit summary
- Download reports anytime
How the Hostel System Works
Simple setup and smooth daily operations
Is it right for you?
A good fit if…
- You run a boys', girls' or co-ed hostel, a professional hostel, a PG or staff quarters, and track beds, fees and dues in registers or spreadsheets.
- Wardens and security staff need a written record of gate passes and visitors.
- You collect monthly rent, deposits and mess fees and want due reminders and receipts from one place.
- You manage more than one building or branch and want occupancy and collections in one system.
Talk to us first if…
- You let rooms to travellers by the night: MATROP's hotel management software fits that better.
- You also need classes, exams and school fees managed: ask about MATROP's school ERP, and tell us you need the hostel side too.
- You let a handful of rooms to long-term tenants and a simple rent register still works; you may not need software yet.
Want to digitize your hostel operations?
Get better control over rooms, fees, gate pass, visitors and reports.
WhatsApp Send EnquiryGet a Free Demo & Consultation
Share your hostel type (boys/girls/professional), number of beds/rooms and required modules (gate pass, mess, visitors, billing). We’ll suggest the best configuration.
Our Accreditation
Recognized initiatives and frameworks that support our growth and compliance culture.
Startup Ecosystem
Aligned with growth initiatives and best practices for scalable delivery.
MSME
Supporting digital transformation for businesses and institutions.
Our Certifications
MATROP Private Limited is ISO 9001:2015 (quality management) and ISO/IEC 27001 (information security management) certified.
ISO 9001:2015
ISO/IEC 27001
CMMI
600+ Happy Clients
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Frequently asked questions
Answers customers search for before choosing MATROP for Hostel Management Software in Ranchi.
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