Software package

Student accommodation package

A room register with applications, an allocation board, expiring offers and a waiting list, e-signed tenancy agreements, instalments aligned to term dates, arrivals slots and maintenance requests for student housing, ready to configure around your buildings and academic year.

Custom build Concept demo

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Who it is for

Built for

A good fit

Operators of purpose-built student accommodation and university accommodation teams running from a single hall of around a hundred beds up to a few buildings in one city serving one or two universities. Daily users are the accommodation manager who allocates rooms and watches signatures and payments, the front-of-house team who run arrivals and handle swap requests, the maintenance coordinator who triages requests and assigns contractors, the finance contact who records instalments and chases arrears, and the student and their guarantor who apply, sign and pay from their phones.

Also worth knowing

It is less suited to private landlords letting individual student houses, to short-term serviced apartments with nightly stays, and to operators who need a full finance ledger or pastoral case management inside the same system; those need other packages or custom work.

The operational problem it solves

How it runs, step by step

In June the accommodation manager opens the allocation board.

Four hundred applications are in, each with course, university, room type preferences, flatmate requests and any accessibility needs, which sort to the top.
She selects a flat of six en-suite rooms and the board proposes applicants whose preferences match and who asked to live together.
She confirms, offers go out, and each offer carries a deadline.
Five days later two applicants have not responded; their offers expire, the rooms return to the pool and the next two on the waiting list for that room type are offered automatically, with a note on their records of when they were told.

An applicant accepts.

The tenancy agreement is generated from the template for that building and room type, sent for signature and returned signed the same evening; her guarantor receives his own form and signs the next day.
The tenancy record now shows agreement signed, guarantor signed and first instalment due on the date tied to her university's term start.
In September she books an arrivals slot for Saturday at eleven, so the Saturday queue is spread across the day.
At the desk the team opens her record on a tablet, confirms identity, issues the fob and completes the room inventory with photographs that she countersigns on the screen.
In November she reports a dripping tap from her phone; the request is logged against the room, assigned to the plumber on the contractor list and closed with a note when fixed.
In January the finance contact sees the second instalment recorded against her tenancy and a short list of those still outstanding.

Features

What the package does

The package ships as modules that follow the accommodation year: applications and allocation, tenancy agreements and payments, arrivals and in-year requests. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Building, flat and room registerRegister buildings, flats and rooms with room types and academic-year tenancy periods.
Offers with expiry and waiting listSend offers that expire, and the waiting list is worked through automatically when one lapses.
Arrivals slots and check-in checklistStudents book an arrival slot, and staff work a check-in checklist covering inventory and key or fob issue.
Room swap requestsStudents request a swap, and staff approve it through a workflow.
Summer and short-let periodsRun summer and short-let periods on the same register as the academic year.

Forms and requests

Online applicationStudents apply online with their course, university, preferences and accessibility needs.

Workflow and tasks

Allocation boardStaff see proposed allocations built from preferences and capacity, and confirm them.
Maintenance requests with contractorsLog maintenance requests, assign a contractor and follow status through to completion.

Documents and cases

Tenancy agreements with e-signatureGenerate agreements from templates for electronic signature, with a separate signing step for guarantors.
University nomination import and occupancy exportImport university nominations and export occupancy in an agreed file format.

Billing and payments

Instalments aligned to term datesSchedule instalments around term dates, record payments and send reminders.
Card and direct debit collectionCollect instalments online by card or direct debit.

Package variants compared

Website
Business Software
Custom Platform

Which features each package variant includes
Feature	Website	Business Software	Custom Platform
Building, flat and room register	Included	Included	Included
Online application	Included	Included	Included
Allocation board	Not in this variant	Included	Included
Offers with expiry and waiting list	Not in this variant	Included	Included
Tenancy agreements with e-signature	Not in this variant	Included	Included
Instalments aligned to term dates	Not in this variant	Included	Included
Arrivals slots and check-in checklist	Not in this variant	Included	Included
Maintenance requests with contractors	Optional	Included	Included
Room swap requests	Not in this variant	Optional	Optional
Summer and short-let periods	Not in this variant	Optional	Optional
University nomination import and occupancy export	Not in this variant	Optional	Optional
Card and direct debit collection	Not in this variant	Optional	Optional

Roles and permissions

Who does what

Accommodation manager
- Define buildings, flats, rooms, room types and tenancy periods
- Run the allocation board, confirm offers and work the waiting list
- Set offer expiry, agreement templates and instalment plans
- See occupancy, signature status and arrears across the portfolio
Front-of-house team
- Publish arrivals slots and run check-in with inventory and key or fob issue
- Handle room swap requests and update the room record
- Answer student messages and record notes against the tenancy
Maintenance coordinator
- Triage maintenance requests and assign them to contractors
- Update status and completion notes with photographs
- See open requests by building, flat and age
Finance contact
- Record instalment payments and view schedules per tenancy
- Send reminders and see arrears lists
- Export payment records for the finance system
Student
- Apply with preferences and accessibility needs
- Accept an offer, sign the agreement and see instalment dates
- Book an arrivals slot and countersign the inventory
- Raise maintenance requests and request a room swap
Guarantor
- Complete and sign the guarantor form
- See the agreement they are guaranteeing and the instalment schedule

Example screen

Concept demo

Concept demo of a student accommodation allocation board showing a flat with six rooms, proposed applicants, flagged accessibility needs and offer deadlines.

The allocation board in June: a flat of six rooms on the left, proposed applicants with matching preferences on the right, accessibility needs flagged, and offer deadlines counting down on rooms already offered.

Scope and options

What is included and what is extra

In the base package

Building, flat and room register with room types and academic-year tenancy periods
Online application with course, university, preferences and accessibility needs
Allocation board with proposals from preferences and capacity
Offers with expiry and an automatically worked waiting list
Tenancy agreement generation from templates with electronic signature
Guarantor records with a separate signature step
Instalment schedules aligned to term dates with payment recording and reminders
Arrivals slot booking and a check-in checklist with inventory and key or fob issue
Maintenance requests with contractor assignment and status

Common add-ons

Room swap requests with approval workflow
Summer and short-let periods on the same register
University nomination import and occupancy export in an agreed file format
Online card and direct debit collection for instalments

Needs custom work

Live integration with a specific university or finance system
Allocation rules beyond preference matching, such as quota rules per course or year group
Access control integration that issues fob permissions from the tenancy
Reporting beyond the manager dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Applications, tenancies, signed agreements, payment records, inventories and maintenance history can be exported at any time in standard formats, your signature and payment accounts stay in your name, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of signature requests, reminders and payment callbacks, backups, and a monthly window for small configuration changes such as next year's tenancy periods, an amended template or a new instalment plan. A pre-season check before applications open is included when maintenance is taken. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of beds and buildings, the add-ons selected, the number of agreement templates and instalment plans, any university file exchange, the volume of current tenancies migrated and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Building, flat and room register with room types and academic-year tenancy periods
Online application with course, university, preferences and accessibility needs
Allocation board with proposals from preferences and capacity
Offers with expiry and an automatically worked waiting list

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does allocation work?

The board proposes applicants for a flat or room from their preferences, flatmate requests and accessibility needs, and the manager confirms or adjusts. Offers carry a deadline; when one expires the room returns to the pool and the next applicant on the waiting list for that room type is offered it, with the history kept on both records.

Are tenancy agreements signed electronically?

Yes. The agreement is generated from your template for that building and room type, sent through the connected signature service and stored signed against the tenancy. The guarantor signs their own form in a separate step, and the record shows what is still outstanding.

Can instalment dates differ by university?

Yes. Each tenancy period carries its own instalment plan, so students at two universities with different term starts see different dates. Payments are recorded against the schedule and reminders go out before and after each due date.

How do arrivals work?

Students book a slot for their building from the slots the team publishes, so the Saturday queue is spread out. At the desk the team checks identity, issues keys or fobs and completes the room inventory with photographs on a tablet, which the student countersigns.

Does it make us compliant with tenancy and deposit rules?

No system can claim that, and this one does not. It records deposits, documents, dates and signatures and reminds you when something is due. Whether your templates and process meet the law is for you and your advisers to decide.

Can students report maintenance problems?

Yes. A request is raised from the student's phone against their room, the coordinator triages it and assigns a contractor, and the student sees the status change until it is closed with a note.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our forms, capacity, documents and orders modules for each operator, and the example screen is a labelled concept demo rather than a live client system. Requirements outside the listed options go through custom student accommodation development.

Get a quote for Student accommodation package

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