Guest and Tenant Records for PGs
Guest management keeps details, stay dates, room allotment and payments on one record for each person, starting at the enquiry and running through to move-out. A returning tenant is found by name.
One record from enquiry to history
The enquiry becomes the booking, the booking becomes the stay, and the stay becomes the history. The tenant’s name is not retyped at any step.
The cost of separate records
When a booking sheet and a rent sheet hold different phone numbers, a reminder can go to the wrong number or not at all. A payment marked in one copy may show as pending in another. One record removes the mismatch.
What belongs on a guest record
- Name, phone and a second contact such as a parent
- Permanent address and the city the tenant came from
- College or workplace
- Bed, rate, food plan and joining date
- Deposit paid and its mode
- Documents and verification status
- Complaints and requests during the stay
Students, professionals and short-stay guests
A PG rarely has one kind of tenant. A student pays through a parent and leaves in May. A working professional pays on the first and may stay for years. A short-stay guest wants three nights near a hospital. The same record serves all three. What changes is the bed dates, the billing rule and who receives the reminders.
Visitors and house rules
Where a PG restricts visitors, the rule counts for little without a record. Recording who visited a tenant, and when, gives the warden a dated note if a question comes up. It holds only what staff typed in. It does not enforce the rule, and a gate register is still a good habit.
Questions a PG owner should ask about guest records
Before choosing a tool, test it with the cases that trip paper registers.
- Can one person have a stay history of several separate visits?
- Does the record follow the tenant from enquiry to exit without retyping?
- Can a parent’s number sit beside the tenant’s?
- Can short stays be dated by the night?
- Can the list be exported if you leave?
Enquiries are recorded, not pursued
The module is not a sales system. It has no pipeline and does not call anyone. Somebody on your team still rings the people who did not join. The enquiry is kept with its date and the quoted rent, so a later call starts from that record.
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.
One record from enquiry to history
What becomes available when a booking is moved or cancelled?
Use “One record from enquiry to history” to move a booking, then cancel a second example. Check the released slot, the person or resource still assigned, and any amount left to settle before accepting the revised schedule.
Background reading: ERPNext: appointment records
Frequently asked questions
Is a guest the same as a tenant here?
Yes. One person has one record, whether the stay lasted eleven months or eleven days.
Can we keep short-stay guests too?
Yes. The bed is allotted for the dates of the stay and returns to the free list afterwards. A PG near a hospital or an office can use it this way.
Can we see everyone who stayed last year?
Yes, with their stay dates and what they paid. The list exports to Excel for your accountant.
What if the same person returns after two years?
Search the tenant’s name and reopen the record. The earlier stay stays in the history, and the new stay starts as a fresh entry.
Can two people share one phone number?
Yes, for example siblings with one parent’s contact. Each still has their own record and bill.
Who can see a guest’s family contact details?
Only logins you allow. Most owners give them to the manager and the owner and keep them from other staff.
Can we note a tenant’s food or room preference at enquiry?
Yes. Preferences such as pure veg food or a ground floor room are noted on the enquiry and carried into the stay record, so nobody asks twice.
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