Role-Based PG Dashboards and Reports
Each role opens its own dashboard: the owner, the manager and the accounts desk. The reports behind each screen can be exported to Excel or PDF.
A dashboard for each role
Which numbers a PG owner watches
Dashboards fail when they show everything. A PG needs a short set of figures, each tied to a decision. Occupancy tells you whether to push enquiries. Dues tell you whom to call today. Deposits held tell you what you owe back.
Exports for people outside the system
An accountant, a co-owner or a family member can receive an Excel file or a PDF. They do not need a login, and the export carries the same figures the screen shows.
What to test in a reporting tool
- Can every number be opened down to the records behind it?
- Can one login see all buildings while another sees only one?
- Does the export match the screen exactly?
- Who builds a new report, and how is it priced?
- Can a warden be kept away from money screens?
Reports are configured, not designed by you
There is no drag-and-drop canvas or chart designer. When a figure is missing from a first screen, you request it and it is added. Each request is scoped and estimated like any other change to the module before it is built. Nothing is built without an estimate.
Who sees what, and why it matters in a small PG
A warden who can see collections may be asked by tenants about their own account at awkward moments. An accountant who can see room photographs has no need to. Role-based screens are also a courtesy. Each person opens a page that holds only what their day requires, which means fewer wrong taps and fewer questions put to the owner. Access is set per login, per property and per screen.
Reports a PG accountant asks for
- Rent and food billed per tenant for the month
- Receipts by mode of payment, cash, UPI and transfer
- Deposits held and deposits refunded
- Expenses by property and by head
- Pending dues with the age of each one
A weekly habit that uses the screens
Reports work best when read at a fixed time. Read the dues list on the morning after the due date. Read occupancy on Monday. Read the accounts screen before the accountant calls. A dashboard nobody opens on a schedule becomes a decoration.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
What to test in a reporting tool
What does one row mean before totals are combined?
Choose one period in “What to test in a reporting tool” and compare it with the source records. Define the date basis and grouping before accepting a total that combines several kinds of entry.
Background reading: Microsoft: reporting grain and relationships
Reports a PG accountant asks for
Can the same receipt be allocated without counting the money twice?
Take an unallocated amount in “Reports a PG accountant asks for” and apply it to the intended balance. Review the remaining amount and the original receipt reference together.
Background reading: ERPNext: payment allocation
Frequently asked questions
Can a warden be stopped from seeing collections?
Yes. Each login sees only the properties and screens you allow, and owners can keep money screens out of the warden’s view.
Can we compare two properties side by side?
Yes, on occupancy and on collection against billing. The comparison shows which building is carrying the other.
How long does a new report take?
It depends on what the report needs to show. It is estimated and quoted before work starts, as with any other change.
Can two owners have different screens?
Yes. Each owner’s login can have its own view, for example one centred on beds and another on money.
Do dashboards update live?
A move-out the warden enters on a phone appears on the owner’s screen straight away, because both draw on one set of records.
Can I get last month’s report again later?
Yes. Reports are read from the dated records, so you can produce a past month and export it.
Are charts included or only tables?
Screens use counts, lists and simple comparisons. Tell us at scoping if a particular chart matters, and it will be estimated.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements