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Hostel Management System

Best Hostel Management Software in India – Built in Kolkata for Campus & PG Operations

Manage hostel rooms, student data, payments, mess operations, and staff from a single dashboard. Our custom hostel management system empowers colleges, universities, PG operators, and corporate accommodations with a secure, mobile-ready platform.

We design every module around your workflow—be it student registration, room allotment, attendance, fee collection, visitor logs, or maintenance requests—so you run a disciplined hostel without paperwork or spreadsheets.

Request Free Demo Explore Key Features
Secured logins for admin, wardens & students SMS & WhatsApp alert engine
Custom hostel management software dashboard
Student ID & Attendance
Mess Meal Tracker

Key Features of Our Hostel Management Software

Automate the complete hostel lifecycle—admission to checkout—with modular tools built for Indian campuses and PGs.

Student Admission

  • Online registration & KYC upload
  • Room allotment & waiting list
  • Guardian & emergency contacts

Room & Bed Management

  • Room availability & occupancy view
  • Bed allocation by gender, course, or batch
  • Maintenance request tracker

Attendance & ID Cards

  • Daily hostel attendance & leave approvals
  • ID card generation with QR/barcode
  • Late entry alerts & visitor gate pass

Fee & Payment Control

  • Fee plans & hostel dues management
  • Online fee collection with gateway
  • Automated receipt & due reminder (SMS/WhatsApp)

Mess Management

  • Meal planning & attendance
  • Inventory & kitchen expense tracking
  • Dietary preferences & token system

Staff & Warden Portal

  • Warden/manager dashboards
  • Staff scheduling & attendance
  • Role-based approval flows

Visitor & Security

  • Visitor entry log with photo capture
  • Gate pass issuance & check-out alerts
  • CCTV & access control integration

Reports & Analytics

  • Occupancy, fee, and attendance reports
  • Excel/PDF export & custom report builder
  • Audit logs & compliance insights

Why Choose Our Custom Hostel Management System?

Claban builds hostel software tailored to your property type—college hostels, school hostels, girls’ hostels, boys’ hostels, PGs, staff accommodations, or training institute residences. No generic limitations, no per-user licensing traps.

  • Developed with Laravel / PHP / MySQL for high performance
  • Secured login system for admin, warden, staff, and students
  • Custom report generator for compliance and audits
  • Integrated payment gateway with automated reconciliations
  • SMS / WhatsApp notification system for attendance, dues, and alerts
  • Lifetime technical support, training, and feature upgrades

Perfect For

Our hostel management platform is trusted by institutions and operators across Kolkata, Hyderabad, Mumbai, Delhi, and pan-India:

College & University Hostels School Hostels Private PGs & Co-living Spaces Coaching & Training Institute Hostels Corporate Staff Hostels Women & Girls’ Hostels
Hostel Management Software Kolkata Best Hostel Management System India College Hostel Software Student Hostel Management App PG Management System Mess Management Software Hostel Fee Collection Software Hostel Attendance System

Optimised for Hostels in Kolkata, Hyderabad, Mumbai & Delhi

Deploy a location-aware hostel management suite with region-specific policies, languages, and workflows.

Kolkata & Eastern India

Trusted by colleges and PG operators in Park Street, Salt Lake, Howrah, and Durgapur who need bilingual portals and student-parent communication tools.

  • Bengali & English interfaces
  • Offline-to-online fee sync
  • Mess coupon & attendance integration

Hyderabad & South India

Ideal for university hostels, coaching PGs in Ameerpet, and IT park accommodations that require biometric attendance and meal analytics.

  • Biometric & RFID attendance integration
  • Staff scheduling & payroll export
  • Vehicle & parking management

Mumbai & Western India

Handle multi-building hostels, corporate PGs, and co-living spaces with multi-location dashboards and GST-ready reporting.

  • Multi-branch/wing management
  • GST-ready fee receipts & refunds
  • Maintenance contracts & vendor tracking

Delhi NCR & North India

Perfect for university hostels, boarding schools, and PG clusters in Noida and Gurgaon that demand strict visitor control and compliance.

  • Visitor gate pass with OTP
  • Hostel discipline & notice board module
  • Disaster & evacuation drill logs

Our Implementation Process

Launch quickly and keep improving with a structured rollout designed for hostel teams.

Step 1 – Requirement Discussion

We map hostel policies, room structures, meal plans, fee rules, and reporting needs with administrators, wardens, and finance teams.

Step 2 – UI/UX Design & Configuration

Our team configures room hierarchies, student batches, mess menu, attendance devices, and notification templates aligned to your brand.

Step 3 – Development & Testing

We integrate payment gateways, SMS/WhatsApp, biometric hardware, and run UAT to validate EMI, mess, and fee reports before go-live.

After launch, we deliver training, support, and feature enhancements so your hostel management system stays ready for each new academic session and PG intake.

Success Stories from Hostels Across India

Institutions and PG operators rely on Claban for organised, secure, and student-friendly hostels.

“Attendance automation and mess tracking helped us reduce wastage by 22%. Parents love the real-time updates.”

Cityline College Hostel

Kolkata, West Bengal

“Our Hyderabad PG handles 300+ residents smoothly. Fee reminders and visitor logs keep everything transparent.”

Nova PG & Co-living

Hyderabad, Telangana

“Corporate staff hostels across Mumbai share one dashboard. Maintenance tracking and vendor reports are game changers.”

MetroCorp Housing

Mumbai, Maharashtra

Frequently Asked Questions

Answers to common queries before you digitise your hostel operations.

Is the hostel management system cloud-based?

Yes, it’s a web-based platform accessible on desktops, tablets, and mobiles. Hostel admins, wardens, staff, and students can log in from anywhere with controlled permissions.

Can you integrate biometric or RFID attendance devices?

We integrate biometric, RFID, and QR-based attendance solutions so hostel check-ins, mess entries, and visitor logs are accurate and tamper-proof.

Do you provide mobile apps for students or wardens?

The system is fully responsive, and we can also build PWA or native apps for students, parents, and wardens to track attendance, dues, and notices on the go.

What kind of support will we receive?

Lifetime technical support, training sessions, bilingual help videos, and dedicated success managers ensure smooth adoption for every new batch and PG resident.

Request a Free Demo of Our Hostel Management Software

Ready to operate a disciplined, student-friendly hostel with real-time data? Let’s customise a solution for your campus or PG in Kolkata, Hyderabad, Mumbai, Delhi, or anywhere in India. Share your details and our team will schedule a walkthrough.

Call / WhatsApp +91 7430010676
Website claban.in
Book My Free Demo Visit Our Kolkata Office

Office Address: 6B, Bentinck Street, Kolkata, West Bengal, India