BedShift

Bookings

Bookings are the core of BedShift. Every resident stay begins with a booking — from the initial reservation through check-in, the duration of the stay, and finally check-out. This guide covers the complete booking lifecycle.

Creating a Booking

From the Bookings Page

  1. Navigate to Bookings in the sidebar
  2. Click Create Booking
  3. Fill in the booking form (see below)

From the Property Tree

  1. Navigate to Properties
  2. Find an available bed (shown in green)
  3. Click on the bed and select Create Booking
  4. The room and bed are pre-selected

Booking Form

The booking form collects the following information:

Resident Details

  • Full name (required)
  • Phone number (required)
  • Email address (optional)
  • CNIC number (required for Pakistani nationals)
  • Date of birth
  • Gender
  • Occupation (Student, Professional, Other)
  • Institution or company name
  • Home address

Emergency Contact

  • Contact name (required)
  • Relationship (e.g., Father, Mother, Guardian)
  • Phone number (required)

Stay Details

  • Building, floor, room, and bed selection
  • Check-in date
  • Expected checkout date (optional — many hostel stays are open-ended)
  • Booking type: Monthly, Semester, Annual, or Custom

Financial Details

  • Monthly rent (pre-filled from room configuration, adjustable)
  • Security deposit amount
  • Advance rent (if applicable)
  • Any discount or adjustment with reason

Documents

  • Upload CNIC front and back photos
  • Upload passport-size photo
  • Any additional documents (university admission letter, employment letter, etc.)

Confirm Booking

Review the summary and click Confirm. The system will:

  • Create the resident profile (if new)
  • Assign the bed to the resident
  • Update the bed and room status
  • Record the security deposit
  • Generate the initial invoice (if configured)

Check-In

When a resident physically arrives, process their check-in:

  1. Open the booking from Bookings > Upcoming or search by resident name
  2. Click Check In
  3. Verify the resident's identity (CNIC)
  4. Collect any pending payments (security deposit, advance rent)
  5. Hand over keys / access credentials
  6. Confirm check-in

The booking status changes from Reserved to Active, and the check-in timestamp is recorded.

Bulk Check-In

For semester starts or large groups:

  1. Go to Bookings > Upcoming
  2. Select multiple bookings using the checkboxes
  3. Click Bulk Check-In
  4. Confirm

During the Stay

Viewing Active Bookings

The Active Bookings tab shows all currently checked-in residents with:

  • Resident name and room/bed
  • Check-in date and duration
  • Payment status (current / overdue)
  • Quick actions (extend, transfer, checkout)

Extending a Stay

When a resident wants to stay longer:

  1. Open the active booking
  2. Click Extend
  3. Set the new expected checkout date
  4. Adjust rent if needed (e.g., for a longer commitment)
  5. Confirm

The extension is logged in the booking history, and future invoices are generated accordingly.

Transferring to a Different Room

Residents sometimes need to move — room upgrades, roommate issues, or maintenance reasons:

  1. Open the active booking
  2. Click Transfer
  3. Select the new room and bed from available options
  4. Set the transfer date
  5. Optionally adjust the rent (if the new room has a different rate)
  6. Add a reason for the transfer
  7. Confirm

The system will:

  • Release the old bed (status changes to Available)
  • Assign the new bed (status changes to Occupied)
  • Log the transfer in the booking and resident history
  • Adjust future invoices to the new rent amount (if changed)

Upgrading or Downgrading

Transfers can also serve as upgrades (e.g., from a triple to a double) or downgrades. The rent adjustment handles the financial side automatically.

Check-Out

Standard Check-Out

When a resident is leaving:

  1. Open the active booking
  2. Click Check Out
  3. Select the checkout date
  4. The system calculates:
    • Any outstanding invoices
    • Prorated charges for partial months
    • Security deposit refund amount
    • Deductions (damages, unpaid bills, etc.)
  5. Review the settlement summary
  6. Process the security deposit refund or collect remaining dues
  7. Confirm check-out

The bed status automatically changes to Available, and the booking status changes to Completed.

Early Check-Out

If a resident leaves before their expected date:

  • The same check-out process applies
  • The system calculates prorated charges based on actual stay duration
  • Note the early checkout reason for your records

Settlement Process

The check-out settlement shows a clear breakdown:

| Item | Amount | |------|--------| | Security deposit held | +PKR 20,000 | | Outstanding rent (March) | -PKR 12,000 | | Utility charges | -PKR 1,500 | | Room damage deduction | -PKR 2,000 | | Refund to resident | PKR 4,500 |

Record the refund method (cash, bank transfer) and reference number for your records.

Cancellations

Cancelling a Reservation

For bookings that have not yet been checked in:

  1. Open the booking
  2. Click Cancel
  3. Select a cancellation reason
  4. Decide on deposit handling:
    • Full refund
    • Partial refund (deduct cancellation fee)
    • No refund (per your policy)
  5. Confirm

The bed is released back to Available status.

Cancellation Policies

BedShift does not enforce a specific cancellation policy — that is your business decision. However, we recommend documenting your policy clearly in your resident agreement and configuring it in BedShift settings so the system can suggest the appropriate refund amount.

Booking History

Every booking maintains a complete audit trail:

  • Creation timestamp and creator
  • Check-in date and time
  • All transfers with dates and reasons
  • Extensions with old and new dates
  • Payment records linked to the booking
  • Check-out date and settlement details
  • Cancellation details (if applicable)

Access a booking's history by opening the booking and clicking the History tab.

Search and Filters

The bookings page supports powerful search and filtering:

  • Search: By resident name, phone number, room number, or booking ID
  • Status filter: Active, Reserved, Completed, Cancelled
  • Date range: Filter by check-in date, checkout date, or creation date
  • Building/Floor: Filter by property location
  • Payment status: Filter by paid, partially paid, or overdue

Tips for Efficient Booking Management

  1. Process check-ins promptly: Do not let reservations sit in "Reserved" status indefinitely. Follow up with no-shows.

  2. Collect documents at check-in: It is much harder to collect CNIC copies after a resident has settled in.

  3. Record everything: Use the notes field to document verbal agreements, special arrangements, or incidents.

  4. Review upcoming checkouts weekly: Reach out to residents whose expected checkout is approaching. Confirm if they are extending or leaving.

  5. Settle accounts completely at checkout: Do not let residents leave with outstanding dues. The checkout settlement process ensures everything is accounted for.

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