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Guest Management Software for Nightly Stays in PGs and Hostels
Guest management here means one thing most PG software cannot do: the rooms you already let by the month can also take paying guests by the night. Every guest gets a lasting profile, ID on file, a single running bill per stay, and messages from booking through checkout — while your monthly tenant workflow carries on untouched.
- Nightly rates per room or bed
- Guest profiles with ID
- One folio per stay
- Automatic guest messages
The gap between one tenant moving out and the next moving in is pure loss. Power, water, wifi, caretaker wages and the EMI all keep running against a bed earning nothing, and the four-night enquiry that could have covered them gets turned away because there is nowhere in the system to put it. Guests and Stays give that enquiry somewhere to go: a real booking, a real bill, and the bed released the hour the guest leaves.
- Nightly
- rates beside monthly rent
- One folio
- per stay, extensions included
- No clashes
- tenants + guests share availability
- 9 messages
- booking through checkout
The problem
What PG owners struggle with today
A bed standing empty between two tenants earns nothing while the electricity, water, caretaker wages and internet run exactly as before. Without daily-basis room booking in the software, most owners refuse the short enquiry outright or take it as cash in a diary — no guest record, no ID copy, no bill, and no honest answer at year-end about whether it was worth the trouble.
- Beds sit empty for a week between one tenant leaving and the next arriving
- Four-night enquiries get refused because the software cannot hold them
- Diary bookings promise the same bed twice on a busy weekend
- Guest IDs are photographed at the desk and never attached to anything
- Extra nights and damages are settled verbally and argued at checkout
- Repeat guests are re-typed from scratch because nothing was kept
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Empty beds between tenants
Nightly rates on the rooms or beds you choose — monthly rent untouched
Double-booked beds
Availability computed from monthly tenants and guest stays together
Lost guest IDs
Documents, photo and emergency contact held on a permanent guest profile
Verbal settlements
One folio per stay carrying nights, extensions, extras, discount and tax
Cash with no paperwork
Invoice and receipt PDFs, payment links, and part payments on record
No idea if it earned
Stay register and stay revenue reports separate from rent numbers
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Guest profiles that persist
One record per person — photo, ID documents with scans, emergency contacts, address, occupation and preferences.
The second visit takes seconds instead of a fresh form.
- Visit history and lifetime spend
- Search by name, phone, email or ID number
- Block or archive without losing records
Nightly pricing on your own rooms
Set a nightly rate on a whole room, or on individual beds so bed 1 and bed 2 can sell at different prices.
Sell spare capacity without touching monthly rent.
- Room-wise or bed-wise rates
- Unpriced beds never appear bookable
- Rate locked onto the stay at booking
Bookings that cannot clash
Bookable slots are worked out from monthly tenants and existing guest stays together.
The most expensive mistake in lodging simply cannot happen.
- Tenant-occupied beds never offered
- Checkout day = next arrival day
- Two staff cannot book the same bed
One folio per stay
Nights, extensions, laundry, damages, a late check-out fee, discount and tax on a single running bill.
Nothing is settled from memory at the desk.
- Add charges any time during the stay
- Invoice and receipt PDFs
- Advance now, balance at checkout
Extensions and multi-room stays
Extend all rooms or only some, billed at the rate the guest originally booked, added to the same folio.
A family taking three rooms is one booking, not three.
- Partial extensions release the rest
- Each room keeps its own rate
- No separate invoice to chase
Guest messaging end to end
Booking confirmed, arrival and departure reminders, invoice, receipt and checkout on email and WhatsApp.
A small property that feels professionally run.
- Per-event channel toggles
- Reminder times you choose
- Editable email wording
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Enable short stays
Switch on the Guests module for the property — tenant workflows are untouched.
Price the beds
Set nightly rates on the rooms or beds you are willing to sell by the night.
Create the guest
Photo, ID document, emergency contact — once, then reused every visit.
Book the stay
Pick dates and rooms from bookable slots; record purpose, source and co-occupants.
Run the day
Today’s arrivals and departures in one click; extend or add charges as they happen.
Check out and settle
Final folio, balance confirmed deliberately, receipt issued, bed free immediately.
Benefits
Measurable outcomes on the ground
Guest profiles worth keeping
Photo, ID documents, emergency contact and every past visit on one record. Repeat guests are searched by name, phone or ID number and rebooked in seconds instead of retyped.
Nightly rates, room-wise or bed-wise
Put a per-night price on whole rooms or on individual beds, so bed 1 and bed 2 can sell at different rates. Monthly rent is never touched, and an unpriced bed never shows as bookable.
One bill per stay, not per night
Nights, extensions, laundry, damages, discount and tax accumulate on a single folio with invoice and receipt PDFs, payment links, advances and part payments.
WhatsApp and email, end to end
Booking confirmation, arrival and departure reminders, invoices, receipts and checkout go out on the channels you enable, at hours you set.
Outcomes
What operators report after adoption
- Vacant nights between tenants converted into billed income
- Zero double-booked beds once availability is computed, not remembered
- Guest IDs on file instead of scattered across phone galleries
- Extras and extra nights recovered because they land on the folio, not memory
- A repeat-guest list that compounds over a year of short stays
- A clear answer at month-end on what nightly business actually earned
Compare
Manual vs Excel vs TrackMyPG
The same PG tasks, three ways to run them. See exactly where structured software pulls ahead.
| Task | Manual / registers | Excel sheets | TrackMyPG |
|---|---|---|---|
| Short bookings | Diary entries and cash | A bookings tab nobody trusts | Bookings against a guest profile with a stay code |
| Bed availability | Memory and a whiteboard | Manual date maths | Tenants and guests resolved together |
| Guest ID | Photocopies in a drawer | Drive links per row | Documents on the profile, sensitive numbers masked |
| Guest bill | A number said out loud | A hand-made receipt | One folio with invoice and receipt PDFs |
| Extra nights | Re-negotiated at checkout | A second row somewhere | Extension at the booked rate on the same bill |
| Nightly earnings | Unknown | Rebuilt by hand | Stay register and stay revenue reports |
Feature ecosystem
Works with the rest of TrackMyPG
Each module shares the same tenant, room, and invoice data — so your operations stay connected end to end.
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