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Hostel Management
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Hostel Management · Available now

Keep each stay connected to its room, service and payment records.

Hostel Management follows a guest stay from a requested room and dates to check-in, service work, payment receipts and departure. A stay connects its guest party to a bookable unit, arrival and departure dates, party size and nightly rate.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewStay Requests
Hostel Management · Leases

Stay Requests

confirmed waits for the front desk agent

New lea
Leases in view
6
Total guest count
82
Requested
6
Reservation numberTenantUnitStarts atEnds atGuest count
LSS-87856Mei ChenRoom 203, four-bed female dorm25 Oct02 Nov22
LSS-98157Omar AzizRoom 101, four-bed dorm26 Oct29 Oct11
LSS-93704Diego MoralesRoom 302, six-bed dorm23 Oct01 Nov6
LSS-64296Diego MoralesRoom 202, private double24 Oct29 Oct1
LSS-31702Diego MoralesRoom 201, eight-bed dorm24 Oct27 Oct15
6 of 6 records
Mei ChenLeases · LSS-87856
Requested
UnitRoom 203, four-bed female dorm
Starts at25 Oct
Ends at02 Nov
Guest count22
Review outlet evidenceLSS-87856 · Mei Chen

Operations Reviewer authorizes an eligible outlet booking outcome from its submitted evidence.

Waiting for Operations Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

A clear record for each guest stay

Every feature works on the same records. Pick one to see the screen your team works in.

Stays and check-in

Follow a room stay from request and confirmation through arrival and departure.

  • Request
  • Arrival
  • Departure
  • Leases
  • Parties
  • Units
  • Charges
  • Receipts
  • Service requests
Explore stays and check-in
OverviewCurrent Guests
Hostel Management · Stays and check-in

Current Guests

Checked out waits for the front desk agent

New
Reservation numberTenantUnitGuest countStatus
LSS-97592Fatou DiopRoom 101, four-bed dorm27Checked in
LSS-70771Nina RaoRoom 101, four-bed dorm28Checked in
LSS-18628Omar AzizRoom 103, private twin22Checked in
LSS-35676Fatou DiopRoom 302, six-bed dorm9Checked in
LSS-35073Diego MoralesRoom 202, private double36Checked in
6 of 6 records
Fatou DiopLeases · LSS-97592
Checked in
UnitRoom 101, four-bed dorm
Guest count27
Example screen with sample data
Process

From room request to ready room

From stay request to room release ships ready to use. One step needs a named approval before the work moves on: Review outlet evidence (Operations Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Review stay request

    Check the party, requested nights and room capacity.

    Mei ChenLSS-87856 · Front Desk Agent
    Review stay requestBy Front Desk Agent

  2. Confirm stay

    Front Desk Agent submits a feasible room stay.

    Mei ChenLSS-87856 · Front Desk Agent
    Confirm stayBy Front Desk Agent

  3. Check in guest

    Front Desk Agent records arrival and room occupancy.

    Mei ChenLSS-87856 · Front Desk Agent
    Check in guestBy Front Desk Agent

  4. Review outlet evidence

    Operations Reviewer checks the submitted outlet booking.

    Mei ChenLSS-87856 · Operations Reviewer
    Review outlet evidenceBy Operations Reviewer
    ApprovalOperations Reviewer authorizes an eligible outlet booking outcome from its submitted evidence.

  5. Review departure

    Finance Officer reconciles posted amounts with confirmed money.

    Mei ChenLSS-87856 · Front Desk Agent
    Review departureBy Front Desk Agent

  6. Release room

    Complete cleaning and inspection before the room is Available.

    Mei ChenLSS-87856 · Property Manager
    Release roomBy Property Manager

Start with Request to confirmation

Inside a record

Bring confirmed payment results into the account

Open any lea to see its charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Starts at, Ends at and Guest count.

  2. 2
    Charges

    Each line is linked to this lea.

  3. 3
    Who works on it

    Finance Officer, Front Desk Agent and Property Manager, each with their own permissions.

  4. 4
    Process stages

    Review stay request and Check in guest, with the role that acts.

  5. 5
    Approvals

    Review outlet evidence, with who decides.

Stay RequestsMei Chen
Hostel Management · Leases

Mei Chen

Room 203, four-bed female dorm · Requested

Log activity
1
Record details
UnitRoom 203, four-bed female dorm
Starts at25 Oct
Ends at02 Nov
Guest count22
2
Charges

Mei Chen

Folio charge numberLeaseService date
CHR-24417Hugo Oliveira, Room 302 weeklong stay20 Oct
CHR-19211Omar Aziz, Room 102 stay28 Oct
CHR-45508Lara Jensen, Room 101 stay30 Oct
Charges
6
Total amount
2,280
3

Who works on it

  • Finance OfficerManage Charges, outlet charges, Receipts
  • Front Desk AgentManage outlet bookings, service requests
  • Property ManagerManage Leases, outlet bookings, Parties, rate plans, service…
4

Process stages

  • Review stay requestFront Desk Agent, Property Manager
  • Check in guestFront Desk Agent
5

Approvals

  • Review outlet evidenceOperations Reviewer
    Approved
Example screen with sample data
Approvals

Review outlet booking evidence

Finance Officer manages charges and receipts; Operations Reviewer examines source evidence across the operation.

OverviewApprovals
Hostel Management · Overview

Approvals

Signed in as Operations Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • RCP-82815Card receipt 37410
    Mei Chen, Room 103 weekendRequested by Finance Officer
    Pending1dActions
  • RCP-63531Cash receipt 881
    Lara Jensen, Room 101 stayRequested by Finance Officer
    Pending2dActions
  • RCP-82867Bank transfer 62049
    Omar Aziz, Room 102 stayRequested by Finance Officer
    Pending4dActions
  • RCP-69686Deposit receipt 1192
    Omar Aziz, Room 102 stayRequested by Finance Officer
    Pending3dActions

Who approves what

DecisionApprover
Review outlet evidenceOperations Reviewer checks the submitted outlet booking.Operations Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Hostel Management to the work that is theirs. Pick a role to see what it starts with.

Finance Officer

Prepares authorized financial drafts and reconciles confirmed receipts.

This is the first screen this role sees.

OverviewDraft Folio Charges

Draft Folio Charges

Charges · Finance Officer

Folio charge numberLeaseService dateDescriptionAmountStatus
CHR-24417Hugo Oliveira, Room 302 weeklong stay20 OctFour-bed dorm, two nights60Draft
CHR-19211Omar Aziz, Room 102 stay28 OctCommunity dinner for one380Draft
CHR-45508Lara Jensen, Room 101 stay30 OctLaundry wash and dry40Draft
CHR-50924Lara Jensen, Room 101 stay31 OctBike rental for one day800Draft
CHR-42973Lara Jensen, Room 101 stay22 OctBreakfast buffet for two130Draft
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

See rooms, service and guest accounts

Read stay, room, service and payment activity from linked records.

Overview
Hostel Management · Overview

Hostel Management dashboard

This quarter

Service requests in view
6
Cleaning
2
Maintenance
2
Guest service
2

Leases by status

How far records got this quarter

StageReachedStep
Requested44
Confirmed1943%
Checked in421%
Checked out125%

Guest count by status

Sample totals per stage

1.0k0
-4000Requested
-1000Confirmed
0Checked in
1.0kChecked out
1.0kCancelled
Example screen with sample data
  1. 01Stay pipeline

    Group stays by Status and planned starts at to see upcoming arrivals and departures.

  2. 02Room condition

    Group Units by Status and unit type to plan available rooms and cleaning.

  3. 03Guest service load

    Group service requests by task type, Status and due at to see open work.

  4. 04Folio charge register

    Show Charges by Lease, Status and service date with Amount totals.

  5. 05Receipt register

    Show Receipts by Lease, Status and received at with Amount totals.

  6. 06Outlet activity

    Show outlet bookings by Lease and outlet type, with starts at and guest count.

  7. 07Outlet charge register

    Show outlet charges by Lease, outlet name and Status with Amount totals.

  8. 08Rate plan calendar

    Compare rate plans by unit type, starts at, ends at, nightly rate and minimum nights.

All reports and dashboards

Who it's for

Built for accommodation teams

See how Hostel Management fits your kind of team.

Hostels

Manage shared accommodation stays, room turnover and guest requests.

Guesthouses

Keep a compact property’s guest stays, rates and service work together.

Small hotels

Coordinate guest stays with room condition, outlet activity and payments.

Controls

Keep room and money statuses distinct

Each stage, from stay request to room release, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom stay request to room release
Hostel Management · Process

From stay request to room release

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
8
Confirm stay
Front Desk Agent
StatusRequested → Confirmed
Check in guest
Front Desk Agent
StatusConfirmed → checked in
RecordsUnits, Leases
Record service work
Front Desk Agent
StatusOpen → Assigned → in progress → Completed
RecordsService requests, Units
From stay request to room release
  1. Start
    Confirm stayRequested → Confirmed
    Front Desk Agent
  2. Step
    Check in guestConfirmed → checked in
    Units
  3. Step
    Record service workOpen → Assigned → in progress → Completed
    Service requests
  4. Approval
    Review outlet evidenceOperations Reviewer, Front Desk Agent
    Outlet bookings
  5. Step
    Post financial activityDraft → Posted
    Outlet charges
Example screen with sample data

See each stage in detail

AI agent

Prepare the next decision with Proto

Help staff prepare stay decisions while the responsible person reviews them.

It can

  • Property Manager: Show the requested stay, unit capacity and overlapping confirmed dates before Front Desk Agent submits confirmation.
  • Front Desk Agent: Prepare the day's arrivals, occupied rooms and due service tasks from their linked records.
  • Finance Officer: Compare posted charges with confirmed receipts on a departing stay and surface an outstanding amount.
  • Operations Reviewer: Gather the booking and account evidence behind an eligible review decision.

Stays with a person

  • The responsible person still decides whether a stay can be confirmed, whether a charge is authorized and whether departure evidence is sufficient.
  • A payment provider's confirmation and a passed room inspection need their own evidence.
  • The assistant should return to the same reservation and source records when it prepares a recommendation.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Hostel Management
  • Payment service
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Stays and check-in6
  • Rooms and capacity4
  • Guest parties5
  • Service work5
  • Charges and receipts5
  • Outlets and rates5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the property

    Enter bookable units, numbers, types, capacities and current condition. Agree rate plan dates and minimum nights.

  2. Set up people

    Add user and staff records, then assign the operating roles and test access with representative work.

  3. Move stays

    Enter parties and near-term requested or confirmed stays. Rehearse capacity and overlapping-date decisions.

  4. Run service

    Connect cleaning, maintenance and guest requests to the correct room, stay and assigned person.

  5. Review money and departure

    Use draft and posted charges, payment receipts, checkout and room cleaning on one representative stay.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Hostel Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Hostel Management for your business. Begin with your active rooms, current stays, staff assignments and one departure case.

Can I track a stay from request to departure?

Yes. A stay carries its party, unit, dates, guest count, rate and status from Requested through check-in and check-out.

How is a room chosen for a guest?

Front Desk Agent checks requested nights and party size against unit capacity and confirmed stays before submitting confirmation. Property Manager maintains the stay and room details.

Can staff see rooms waiting for cleaning?

Yes. Rooms marked Cleaning can be reviewed with linked cleaning service work before the room is returned to Available.

How are maintenance requests assigned?

A service request links its task type, due date, unit and stay to an assigned person and follows its work status.

Can I record restaurant and spa bookings?

Yes. An outlet booking records Restaurant or Spa activity, its start date, guest count and linked stay.

How do guest charges appear?

Folio and outlet charges each carry an amount, status and stay reference. Finance Officer reviews drafts before posting or voiding them.

Does a receipt mean the payment is confirmed?

The receipt status distinguishes Pending, Confirmed and Refunded. Reconcile confirmed receipts with posted charges at departure.

Who reviews the guest account?

Finance Officer manages charges and receipts. Operations Reviewer reviews submitted outlet booking evidence for an eligible outcome.

Can rates vary by date and room type?

Rate plans carry effective dates, unit type, nightly rate and minimum nights. Review the selected stay's own nightly rate when confirming its booking.

Set up Hostel Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

A personal agent for your business

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