AccommoManage

Accommodation Management System for Staff Housing and Labour Camps in the UAE

Manage beds, rooms, check-ins, transfers, housekeeping and maintenance for staff accommodation and labour camps. See free and occupied units by building in real time.

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✓ Check-in and check-out with ID verification ✓ Resident self-service portal ✓ 21 operational reports with CSV export

Bed

Record level: property, building, floor, room, bed

Operational reports with CSV export

Roles, with 73 permissions

Before/After

Audit log values for every change

What is an accommodation management system?

An accommodation management system keeps a record of every bed, room and building in staff housing or a labour camp, and of who occupies each one. It also covers arrivals, departures, transfers, cleaning, maintenance and visitors.

AccommoManage, from Artific Technologies, is staff accommodation management software for employee accommodation and camp operations, kept in one place. It stores the property structure, residents and their stays, and the daily work of housekeeping, maintenance and visitors. Staff housing operators in the UAE, Dubai, GCC and Saudi Arabia can use it as a workforce housing management software or a staff housing management system.

Bed-Level Records: Every bed, room and building in one property structure, with occupancy shown by bed.
Stay Management: Reservations, check-ins, transfers and check-outs, each tied to the resident and their company.
Daily Operations: Housekeeping, maintenance, visitors and keys in the same system as the room records.

Property Structure

Companies, properties, buildings, floors, rooms and beds, set up from the top down.

Residents

Profiles, ID details, employer, emergency contacts, private documents and full stay history.

Reservations

Enquiry, approval, confirmation, waitlist and cancellation in one workflow.

Housekeeping and Maintenance

Cleaning tasks with checklists and inspections, plus repair work orders for staff or vendors.

Keys and Visitors

A key register for keys, cards and fobs, and visitor approval with gate in and out.

Reports

21 operational reports, including vacant units, occupancy by company and departures watch.

Staff Accommodation: Quick Answers

Short answers to the questions accommodation managers ask most often.

How do you manage staff accommodation for hundreds of workers?

Set up each property once as buildings, floors, rooms and beds, then manage every worker through reservations, check-ins and transfers that are tied to their company. Reports by company show how many beds each employer uses.

Rates can be set on rooms and on beds, and a bed rate overrides the room rate where both exist. Date blocks take a room or bed out of availability for a period, for example during repairs.

How do I track vacant and occupied beds in a labour camp?

Open the unit status or vacant units report. Each bed or room shows as occupied or free, and the occupancy by building report gives totals for each building.

The occupancy trend report shows how occupancy changes over time, and the departures watch report lists residents who are due to leave, with a choice of past due only, the next 7, 14 or 30 days.

How do I allocate beds to employees by company?

Create a reservation under the employee's company, approve it, then assign a specific bed for the start date. Each allocation keeps its history, so later transfers can be traced back to the original bed.

If no bed is free, a reservation can go on a waitlist until one is.

What should staff housing software include?

Staff housing software should cover bed-level records, reservations with approval, check-in and check-out, transfers, housekeeping, maintenance, visitor control, key tracking, reports and an audit log.

AccommoManage includes each of these in the core product. Its resident portal lets residents view their stay and raise complaints or maintenance requests, and its roles limit each staff member to the screens their job needs.

Can I run accommodation management without billing?

Yes. Billing is an optional module that is off by default. With it off, you still manage beds, reservations, check-ins, check-outs, housekeeping, maintenance, visitors, keys and reports.

An administrator can turn the billing module on under Settings, General, Enable finance module. Turning it on adds contracts, invoices, payments and deposits.

Accommodation Management Features

Every feature below is part of the core product. Billing is an optional module, described separately further down.

1 Track free and occupied beds by building

Occupancy management software for vacant bed tracking: each bed and room is shown as occupied or free, grouped by building.

✓ Unit status and vacant units reports
✓ Occupancy by building and occupancy trend
✓ Date blocks for rooms and beds

2 Bed allocation software and room allocation system

Each bed has its own record, so a dormitory-style room with several beds is tracked bed by bed, the same as a single room.

✓ Allocations linked to residents and their company
✓ Allocation history kept after each change
✓ Waitlist when no bed is free

3 Bed and room transfer management

Move a resident to another bed or room with an approval step and an effective date.

✓ Transfer request, approval and effective date
✓ Original allocation kept in the history
✓ Transfers report

4 Accommodation reservations with approval workflow

Reservations follow a clear path from enquiry to completed stay.

✓ Enquiry, approval, confirmation and check-in
✓ Waitlist, rejection and cancellation
✓ No-show and automatic expiry
✓ Optional public enquiry form, off by default

5 Resident check-in and check-out with ID verification

Check-in and check-out software for staff housing, with a step-by-step wizard for each stay.

✓ Identity and document verification at check-in
✓ Check-in checklist and key handover
✓ Check-out inspection, key return and asset return
✓ A cleaning task is created at check-out

6 Housekeeping and maintenance work orders for staff housing

Staff run cleaning and repair work from the same system that holds the room records.

✓ Housekeeping tasks with checklists, assignee and priority
✓ Inspection pass or fail, with live room status
✓ Maintenance work orders assigned to staff or vendors
✓ Status history and optional blocking of a room from availability

7 Visitor management for staff accommodation

Visitor entries need approval and are logged when a visitor enters and leaves.

✓ Visitor approval
✓ Gate in and gate out log
✓ Residents can register and cancel their own visitors in the portal

8 Room key and access card tracking

A key register records every key, card and fob, and who holds it.

✓ Keys, cards and fobs in one register
✓ Issue and return history
✓ Lost and damaged status

9 Resident self-service portal

Residents sign in to see their own information and send requests to the team.

✓ Overview, profile updates and stay history
✓ Complaints and requests with threaded replies
✓ Maintenance requests and visitor registration
✓ Notices with read tracking and their own documents

10 Accommodation reports: vacant units, occupancy by company, departures watch

21 operational reports, each with CSV export.

✓ Vacant units and occupancy by company
✓ Departures watch (past due, or next 7, 14 or 30 days)
✓ In-house residents, length of stay and ID expiry
✓ Maintenance, housekeeping, keys, stock and visitor log

11 Accommodation audit log and role-based access

Each staff member sees the modules their role allows, and each change is recorded.

✓ 7 roles with 73 permissions
✓ Audit log with before and after values
✓ Logins, approvals, check-ins, check-outs and role changes are logged
✓ In-app and email notifications

Property Structure and Resident Records

The property is modelled from the top down, and each stay is tied to a specific bed.

Property Structure

Hierarchy: Company, property, building, floor, room and bed
Setup: A quick generator helps create the structure
Rates: Set on rooms and beds, with the bed rate taking priority
Date blocks: Take a room or bed out of availability for a period
Guards: Deleting or deactivating a building, room or bed has guard checks

Residents and Stays

Profiles: ID details, employer, emergency contacts
Documents: Private files attached to each resident
Allocations: Linked to a bed, with history kept
Transfers: Approved, with an effective date
Portal login: Optional, per resident

Optional Billing and Current Limits

What the optional billing module adds, and what the system does not do yet.

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Optional billing module

The billing module is off by default. When it is on, it adds contracts and leases, rent generation, manual invoices with PDF output, payments with split and reversal, deposits, late fees, expenses and utility bills, plus 7 finance reports. That brings the total to 28 reports, against 21 without billing.

Check-out, deposits and invoices depend on this module. With it off, check-out still records the inspection, keys, assets and cleaning, and it creates no invoice.

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What the system does not do yet

✗ Booking of shared amenities such as a gym, pool or table tennis table
✗ Cleaning requests from residents
✗ Automatic alerts to cleaning staff when a new cleaning task is created

Guides

Our Other Software Products

See AccommoManage Run Your Staff Housing

Book a demo to see bed records, reservations, check-ins and the vacant units report on your own properties.

Request Free Demo 📞 +971 55 906 6563