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Guest Management & Short-Term Living for PGs and Small Hotels
Short-Term Living lets the same rooms you rent monthly also take nightly guests — with permanent guest profiles, ID capture, one running bill per stay, and arrival-to-checkout messaging. Your tenant workflow does not change.
- Nightly rates per room or bed
- Guest profiles with ID
- One folio per stay
- Automatic guest messages
A bed empty between two tenants earns nothing while your electricity, water and staff costs run anyway. Guests and Stays turn those gaps into income: book a visitor for three nights, bill them properly, and free the bed the moment they leave.
- 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 empty between two tenants earns nothing while the electricity, water, caretaker and internet bills run exactly as before. Most owners turn short enquiries away or take them as cash in a diary — no record, no ID, no bill, and no idea at year-end whether it was worth doing.
- 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 that persist
One record per person with photo, ID documents, emergency contact and full visit history — a returning guest is booked in seconds, not retyped.
Nightly rates on your rooms
Price whole rooms or individual beds by the night. Monthly rent stays untouched, and an unpriced bed simply never appears as bookable.
One folio per stay
Nights, extensions, laundry, damages, discount and tax on a single running bill with invoice and receipt PDFs, payment links and part payments.
Messaged end to end
Booking confirmed, arrival and departure reminders, payment receipts and checkout — on email and WhatsApp, at times you choose.
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.
Explore related guides
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