Project: Complete Multi Branch Dormitory Management System in PHP and MySQL with Source Code

Managing a dormitory or hostel requires efficiency, transparency, and effective tools to streamline operations. The Dormitory Management System in PHP MySQL Free Download is a comprehensive, open-source software solution developed to simplify these tasks. Whether you’re managing a single dormitory or a multi-branch setup, this system provides robust features like tenant registration, room allocation, payment tracking, and maintenance management.

Built with PHP and MySQL, the system integrates modern technologies to deliver efficiency, security, and scalability. This guide offers an in-depth overview of the Dormitory Management System, including its features, benefits, installation steps, and much more.

What is a Dormitory Management System?

A Dormitory Management System is a digital solution that automates and centralizes the processes involved in running dormitories, hostels, and shared living spaces. From managing tenant profiles and assigning rooms to tracking payments and generating reports, this system replaces time-consuming manual methods with streamlined automation.

Use Cases for the System

1. Student Accommodations: Colleges and universities can manage student housing effectively.
2. Employee Hostels: Organizations with staff accommodations benefit from centralized data management.
3. Co-Living Spaces: Modern co-living arrangements can use the system for tenant allocation and payment tracking.

About Complete Dormitory Management System in PHP MySQL Project Free Download

Complete Multi Branch Dormitory Management System in PHP MySQL Free Download is a comprehensive all-in-one dorm, hostel, and PG management system for both tenants and owners.

This is the only hostel management software that allows you to accept online payments from tenants via taxable invoices. You can also bill your tenant for various types of expenses or food using the Extra Services function in Dormitory Management System For Extra service subscriptions, you can also accept online payments from tenants.

Starting with tenant management, this Dormitory Management System has a slew of features to help you run your hostel smoothly.

Key Features of Dormitory Management System in PHP

The Dormitory Management System is loaded with features that cater to the needs of both administrators and tenants:

1. Tenant Registration and Approval

• Tenants can submit their details and documents through an online portal.
• Admins review and approve registrations, ensuring authenticity.

2. Dynamic Room and Bed Allocation

• Administrators can assign rooms and beds based on availability, tenant preferences, and room capacity.
• Tracks room status in real-time (occupied, available, reserved).

3. Financial Management

• Automated Billing: Generate invoices for rent and services automatically.
• Secure Payments: Supports payment gateway integration for seamless online transactions.
• Financial Reports: View income and expense reports to track financial health.

4. Complaint and Maintenance Handling

• Tenants can log complaints directly through the system.
• Admins can assign maintenance tasks to staff, track progress, and notify tenants upon completion.

5. Multi-Branch Management

• Allows centralized management of multiple dormitories or branches.
• Separate dashboards for each branch, with consolidated reporting at the admin level.

6. Notifications and Alerts

• Automatic reminders for due payments, room inspections, and upcoming events.
• Notifications via email or SMS keep tenants and staff informed.

7. Real-Time Attendance and Visitor Logs

• Track tenant check-ins and check-outs for better security.
• Maintain detailed visitor logs to ensure compliance with safety regulations.

8. Reporting and Analytics

• Generate detailed reports for occupancy rates, payment collections, and complaint resolutions.
• Export data for audits or advanced analysis.

9. Role-Based Access Control

• Assign permissions based on user roles (admins, branch admins, tenants).
• Ensures sensitive data is accessed only by authorized personnel.

10. Event Scheduling and Management

• Schedule events such as community gatherings or maintenance inspections.
• Notify tenants about event details directly through the portal.

11. Multi-Language and Multi-Currency Support

• Offers flexibility for international operations, allowing administrators to configure language and currency settings.

Technology Stack

The Dormitory Management System leverages modern technologies to ensure a seamless and scalable experience:

• Backend: PHP 7.4+ for secure and robust server-side logic.
• Database: MySQL for efficient data storage and retrieval.
• Frontend: HTML, CSS, Bootstrap for a responsive and user-friendly interface.
• Integration: APIs for payment gateways and SMS/email notifications.

Server Requirements

To run the Dormitory Management System, ensure the following requirements are met:

Server Requirements:

• PHP Version: 7.4 or higher
• Web Server: Apache, Nginx, or equivalent
• Database: MySQL 5.7+ or MariaDB

Required PHP Extensions:

• PDO
• Mbstring
• JSON
• ZIP
• OpenSSL
• Tokenizer
• BCMath

Hardware Recommendations:

• RAM: 2 GB minimum, 4 GB recommended
• Disk Space: 10 GB

Installation Guide for Dormitory Management System

Follow these steps to install the Dormitory Management System in PHP MySQL on your server:

Step 1: Download the Source Code

• Download the project files from CampCodes.

Step 2: Extract and Upload Files

• Unzip the dms.zip file and upload it to your server’s root directory (e.g., htdocs for XAMPP or equivalent for live servers).

Step 3: Install Dependencies

• Run composer install to install the necessary PHP libraries and dependencies.

Step 4: Configure the Database

• Create a new database named dormitory_db in phpMyAdmin or your preferred database management tool.
• Import the .sql file included in the downloaded package to set up tables and default data.

Step 5: Set Up Environment Variables

• Open the .env file (or create one if it doesn’t exist) and update the database credentials:

DB_DATABASE=dormitory_db  
DB_USERNAME=your_username  
DB_PASSWORD=your_password

Step 6: Migrate and Seed the Database

• Run the following commands to set up database migrations and seed default settings:

php artisan migrate  
php artisan db:seed --class=SettingsSeeder  

Step 7: Compile Front-End Assets

• Use the following command to build front-end assets:

npm run watch

Step 8: Update the Base URL

• Edit the resources/js/app.js file to set the base URL of your server.

Step 9: Access the System

• Navigate to the URL of your server (e.g., http://localhost/dormitory) and log in using the default credentials provided in the documentation

Dormitory Management System Flowchart

The flowchart outlines the workflow for tenant registration, room allocation, payments, and complaint resolution.

Description:

1. Tenant Registration: Tenants submit their details and documents for admin approval.
2. Room Assignment: Approved tenants are assigned rooms based on availability and preferences.
3. Payment Processing: Rent and service fees are invoiced, with payments tracked in real time.
4. Complaint Resolution: Tenants can log maintenance requests, which are reviewed and resolved by administrators.

Dormitory Management System ER Diagram

This ER Diagram shows the relationships between key entities such as Tenants, Rooms, Payments, and Complaints.

Description:

1. Tenants Table: Stores tenant details such as contact information and documents.
2. Rooms Table: Manages room details, including status (occupied, available), type, and capacity.
3. Payments Table: Tracks rent payments and other charges made by tenants.
4. Complaints Table: Logs tenant complaints, including their status and resolution updates.
5. Admins Table: Stores admin credentials and roles, linking them to room management and complaint reviews.

Screenshots

Login Accounts

Demo (Non-SAAS) :

Admin Email: admin@spykra.com
Admin Password: admin

Branch Admin Email: branch@spykra.com
Branch Admin Password: branch

Tenant Email: user@spykra.com
Tenant Password: user

Demo (SAAS) :

Admin Email: admin@spykra.com
Admin Password: admin

Video Demonstration

Here’s the video demonstration of this system:

Benefits of Using the Dormitory Management System

The Dormitory Management System in PHP MySQL is designed to simplify and optimize dormitory operations. Here’s how it benefits administrators and tenants:

For Administrators:

• Streamlined Operations: Automates processes like tenant registration, room allocation, and rent collection.
• Real-Time Insights: Provides analytics for better decision-making.
• Scalability: Supports multi-branch operations, making it ideal for large organizations.
• Enhanced Security: Implements role-based access and secure data handling.

For Tenants:

• Ease of Access: Self-service portal for managing profiles, payments, and requests.
• Transparent Communication: Keeps tenants informed with automated notifications and alerts.
• Convenient Payments: Enables online payment options with detailed transaction history.

FAQs on Dormitory Management System

Is the Dormitory Management System suitable for large organizations?
Yes, it supports multi-branch operations, making it ideal for organizations managing multiple dormitories.

Can the system handle online payments?
Yes, the system integrates with payment gateways to facilitate secure online payments.

Does the system provide reports?
Yes, it offers comprehensive reports on income, expenses, occupancy, and tenant activity.

Is the system mobile-friendly?
Absolutely. The responsive design ensures compatibility with all devices, including desktops, tablets, and smartphones.

Can I customize the system?
Yes, as an open-source solution, the system can be customized to meet specific organizational needs.

I hope this Complete Multi Branch Hostel and Dormitory Management System using PHP MySQL will help you with what you are looking for and hope that you will learn something with this project that is useful for your future projects.

Conclusion

The Dormitory Management System in PHP MySQL Free Download is a versatile and efficient tool for managing dormitories, hostels, and shared living spaces. With features like tenant registration, room allocation, financial tracking, and reporting, it simplifies administrative tasks while improving tenant satisfaction.

Whether you’re running a single dormitory or managing multiple branches, this system offers the scalability, flexibility, and security needed to enhance operations.

Download the Dormitory Management System Now and modernize your dormitory management today!

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Free Download Complete Dormitory Management System