Notes for owners · Industry-Specific Software Guides
PG and Hostel Checklist Before Moving Off the Register
Before moving a PG off the register, count every bed, confirm each tenant’s rate, deposit and joining date, and list papers still pending. Software can only show what you load. GullySystem’s Paying Guest Management System is set up around your blocks and sharing rates, and you check the imported figures before go-live.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Walk the building and count beds, not rooms
A triple-sharing room is three separate arrangements. Each bed has its own tenant, rate and joining date. Walk every floor with the register and write down each bed by block, floor and room.
Mark which beds are empty today and since when. Note the older block if its rates differ. This sheet becomes the building as the software will show it.
- Blocks, floors, rooms and beds
- Sharing type and rate per bed
- Beds empty today, with the date vacated
- Rooms with a different rate or condition
Settle each tenant’s numbers with the tenant
List every tenant with phone number, bed, joining date, agreed rent, food plan and deposit held. Where the register and the tenant disagree, settle it now. A wrong opening figure stays wrong in any system.
Pending rent needs the same care. Write each amount with the month it belongs to. Match part payments by UPI and cash to their screenshots or receipts.
Keep the booking sheet, rent sheet and food list side by side while you do this. Three copies of a tenant often mean three phone numbers.
Gather ID proofs and verification papers
Go through the cupboard tenant by tenant. Note who has an ID proof, a signed agreement and a verification form on file. Mark the gaps clearly.
Scan what exists so it can be stored against each tenant. Software can flag pending papers. The verification itself is still done with the police station.
Write down the bill before anything is set up
Put your billing rules on one page. Include when rent is due, how a part month is charged, what each food plan costs and which extras appear.
Late-payment rules belong there too, if you have them. Laundry, electricity and one-off repairs each need a clear line. Tenants dispute what they cannot read.
- Due date and the reminder before it
- Part-month rule for joining and leaving
- Food plans and their charges
- Laundry, electricity and one-off charges
Decide who does what on the floor
Name who marks a cash payment, who logs a complaint and who checks a room at move-out. The warden usually holds most of it. The owner reads dues and empty beds.
Start from the current month, not last year. Old history can stay in the register for reference. A PG letting a few rooms to long-staying tenants may find the register still serves well.
PG switch-over sheet
A table of every bed, one line each, with columns for tenant, phone, joining date, rate, food plan, deposit, pending rent and papers on file. Fill it from the register and confirm each row with the tenant. Blank cells are the work left before go-live.
Open a blank worksheet to printQuestions owners ask
Will the software bring us new tenants?
No. It is not a booking portal and does not list rooms on property websites. It shows which beds are free when an enquiry comes in.
Can rent and deposits go into Tally?
Not on its own. Bills, receipts and deposits come out as Excel or PDF for your accountant, and a direct push can be quoted at set-up.
Should past years be moved in as well?
Usually not. Current tenants, deposits held and pending rent are enough to start. Older records can stay in the register.
Can the warden work from a phone?
Yes. It runs in a phone browser, so free beds, complaints and cash payments are handled on the floor without installing anything.