Hostel Management System (HMS)

Managing student accommodation can quickly become complex without a centralized system, especially in institutions with large hostels and dynamic student populations. To solve this, I developed a Hostel Management System (HMS) tailored for educational institutions seeking to simplify hostel allocation, occupancy tracking, billing, and maintenance. This system replaces manual registers and spreadsheets with a digital platform that ensures transparency, accountability, and efficiency across hostel operations.

Built with PHP and MySQL on the backend and Bootstrap 5 for the frontend, the system allows administrators to manage hostels, rooms, students, and allocations in real time. Rooms can be configured based on capacity, gender, block, and type (e.g., standard, executive), and assigned to students through an intelligent allocation workflow that prevents conflicts and ensures balanced distribution. The system tracks check-ins and check-outs, vacant rooms, and occupancy rates, enabling hostel managers to make informed decisions.

Billing and payment tracking are integrated into the system, allowing automated generation of hostel fees based on room type, duration of stay, and extra services (e.g., late checkouts, damages). Students and staff have their own login portals—students can view their room details, payment history, and lodge complaints or maintenance requests, while admins can respond, assign staff, and close tickets accordingly. The maintenance module ensures that all infrastructure issues are logged and resolved promptly.

To maintain control and data integrity, the HMS includes role-based access, user activity logs, and secure authentication. Reports on room utilization, fee collection, complaint resolution rates, and other key metrics are available on demand and exportable.

This project showcases my ability to deliver digital solutions that streamline campus life logistics, reduce administrative burdens, and improve the living experience for both students and staff.

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Technologies Used: PHP, MySQL, Bootstrap 5, JavaScript, HTML, CSS.