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Move-Out Management for PG and Hostel Owners
When a tenant gives notice, you need dates, dues, deposit math, and a free bed — not a messy notebook entry. TrackMyPG guides you from notice to final settlement in clear steps.
- Notice period settings
- Move Outs pipeline
- Deposit settlement
- Vacancy dashboard
Set your default notice period in Settings (for example 30 days). Start move-out from the Tenants list when invoices are paid, approve the notice on Move Outs, then run final settlement with damage or cleaning charges if needed.
- Notice
- days or months
- 4 steps
- notice to moved out
- Deposit
- settled at checkout
- Dashboard
- upcoming vacancies
The problem
What PG owners struggle with today
Most PG operators still coordinate tenants, rent, and documents across Excel, WhatsApp, and paper registers. That works until bed count, staff handovers, or month-end reconciliation expose gaps nobody can audit quickly.
- Leaving dates written in notebooks but beds still show occupied
- Tenants leave with pending rent and owners discover it at checkout
- Notice period length differs by property with no default rule
- Deposit refund math done on a calculator while the tenant waits
- No single list of who is in notice or moving out this month
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Ad-hoc leaving dates
Notice period settings plus structured move-out workflow
Rent cleared at checkout
Move-out blocked until pending invoices are settled
Deposit math disputes
Settlement preview with rent dues and optional charges
Forgotten vacancies
Move Outs page with status filters and dashboard counts
Portal access after leave
Portal disabled automatically when move-out completes
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Notice period settings
Set default notice length in days or months under Settings. Expected move-out dates fill in when you file notice.
House rules apply consistently across staff.
- Enable or disable auto-calculation
- Override expected date when needed
- Per property settings
Start from Tenants
Initiate Move Out from the tenant actions menu when the tenant is active and rent is clear.
Checkout starts from the profile you already use.
- Notice date & reason
- Tenant enters notice period
- Leaving date on the list
Move Outs pipeline
Approve notice, prepare settlement, and complete move-out from one searchable table.
Nothing falls through the cracks between notice and keys.
- Status filters
- Room & bed columns
- Cancel if tenant stays
Final settlement
Enter actual move-out date, optional damage or cleaning charges, and see refund preview from the deposit.
Tenants see a fair, documented settlement.
- Pending rent from deposit
- Damage & cleaning lines
- Refund recorded automatically
After checkout
Tenant marked moved out, bed freed, portal off, deposit closed — ready for the next move-in.
Fill vacancies faster with accurate occupancy.
- Moved-out tenant filter
- History on summary page
- Dashboard move-out metrics
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Add tenant
Create a profile with contact, stay dates, and documents your process requires.
Assign room or bed
Map the tenant to physical inventory with per-room or per-bed rent.
Generate invoice
Raise rent bills with PDF download and clear paid vs unpaid status.
Track payment
Mark cash or bank paid, or collect online after gateway onboarding.
Monitor occupancy
See which beds are occupied from the same data that drives billing.
Generate reports
Export revenue, outstanding, tenant, and occupancy views for owners.
Benefits
Measurable outcomes on the ground
Notice period you control
Configure days or months in Settings. Expected move-out dates calculate automatically — or override when your house rules differ.
No move-out with open rent
Unpaid or partially paid invoices block starting a move-out, so settlement begins from a clean billing picture.
Deposit settlement built in
See refund preview after rent arrears and charges. Deductions cannot exceed the deposit balance.
Vacancy you can plan
Dashboard counts show tenants in notice, upcoming vacancies, move-outs this month, and settlements still pending.
Outcomes
What operators report after adoption
- Less manual reconciliation between chat, sheet, and register
- Fewer payment disputes with invoice PDFs tenants reference
- Faster tenant onboarding when rooms and billing connect day one
- Higher occupancy visibility without walking every floor
- Reduced owner follow-up calls when desk uses one ledger
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 |
|---|---|---|---|
| Tenant records | Notebook & register rows | Rows that drift out of sync | Searchable profiles linked to rooms |
| Rent invoices | Hand-written or ad hoc PDFs | Manual template per tenant | In-app invoices with PDF + status |
| Payments | UPI screenshots in chat | Paste amounts into cells | Payments tied to invoice IDs |
| Occupancy | Whiteboard or memory | A “master” tab nobody trusts | Live room & bed mapping |
| Outstanding dues | Recalculated over phone calls | Fragile pivot tables | Outstanding Payments report |
| Month-end reports | Hours of manual totals | Copy-paste + formulas | One-click Excel / PDF export |
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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