How to set up and manage Hostels

How to set up and manage Hostels

The Hostels function allows the school to set up hostel records and allocate learners to them. Hostels must first be enabled in the school setup before this function is available.

My School > System  >  General > Databases:  Hostels

  • Hostels can only be set up after enabling them at My School > System  >  General > General:  School Setup > Does your school have hostels: Yes.

How do I add a new Hostel?

Click Add, then complete the Details tab:

  1. Name: Enter the hostel name.

  2. Gender: Indicate the gender of learners in the hostel.

  3. Type: Select whether this is your school's own hostel or another school's hostel.

  4. Telephone: Enter the hostel contact number.

  5. Address: Enter the hostel physical address.

  6. Contact person: Select the staff member responsible for the hostel.

  7. Click Save.

How do I allocate learners to a Hostel?

Open the hostel record and go to the Learners tab:

  1. Select the Grade and Class of the learners to be allocated.

  2. Select the learners residing in this hostel from the left panel and move them to the right.

  3. Learners already allocated to another hostel are shown in light red with the hostel name in brackets.

  4. Click Save.

Frequently asked questions

The Hostels menu is not visible. Why?

The Hostels function only appears after enabling hostels in the school setup. Go to My School > System   >  General > General:  School Setup and set Does your school have hostels to Yes, then save.

A learner shows in light red when I try to allocate them. What does this mean?

A light red highlight means the learner is already allocated to a different hostel. You will need to remove them from the other hostel first, or confirm the correct allocation.

Can I add hostels for learners from other schools?

Yes. When adding a hostel, the Type field allows you to indicate whether the hostel belongs to your school or to another school.

Last updated: March 2026  |  Version 6.0

© Copyright d6 group (Pty) Ltd.

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