PG Location & Hostel Management Security

Abstract

Hostel management has traditionally relied on manual processes for student check-ins, se- curity, and administrative functions. However, technological advancements offer improved efficiency, security, and transparency. This system presents an in-depth analysis of a QR code-based hostel safety system designed to enhance security and streamline management processes.The study explores the system’s technical, financial, and resource feasibility, alongsideitstesting,costestimation,applications,andfuturescope.Ourfindingssuggest that automation significantly improves security measures and administrative efficiency.The HostelManagementSystem(HMS)isdesignedtostreamlinehosteloperationsbyautomat- ing critical functions such as student registration, room allocation, fee management, andrecord-keeping.This research paper presents an overview of the system, its implementation, andtheimpactonhosteladministrationefficiency. The Hostel Management System and PG Location project aims to develop a comprehensive web-based application for managing hostels and PGs (Paying Guest). Parents will receive a message that the girl has entered and exited the hostel safely, which will show security.

Introduction

I. Overview

Traditional hostel safety systems rely heavily on manual processes and CCTV monitoring, which are prone to human error and inefficiency. The proposed QR code-based system introduces a modern, automated solution that tracks student movements in real time, sends instant notifications, and enhances safety, efficiency, and transparency in hostel operations.

II. Key Features and Benefits

• QR Code Check-In/Check-Out: Students scan QR codes upon entering or exiting the hostel, logging movements instantly and securely.

• Real-Time Notifications: Automatic alerts sent to hostel administrators and guardians/parents upon check-in or check-out.

• Unauthorized Access Alerts: Staff are alerted if a resident fails to check in/out or if there's suspicious activity.

• Automation: Reduces manual labor, speeds up operations, and minimizes errors.

• Contactless Operation: Ensures hygiene and faster processing.

III. Literature Survey Highlights

Past studies have explored hostel management through technologies like IoT, AI, and mobile apps. However, this proposed system focuses specifically on real-time safety and transparency using QR codes.

IV. Proposed System

• Combines digital access control and real-time communication.

• Improves resident tracking, alerts staff/parents in case of delays or anomalies.

• Builds a more secure, automated, and accountable environment for female residents.

V. System Objectives

• Automate hostel management tasks: Student registration, room allocation, and fee management.

• Improve safety: Through access control, surveillance, and emergency response plans.

• Enhance user experience: With a responsive, user-friendly interface.

VI. Technical Components

• Frontend: React.js

• Backend: Node.js

• Database: MySQL

• QR Code Integration: For unique student tracking

• Modules:

  • Student Registration

  • Room Management

  • Fee Management

  • QR Code Check-In/Out

  • Notification System

VII. Results and Discussion

• Accurate QR scanning and check-in/out tracking

• Instant SMS/email notifications worked reliably

• High system performance, even with multiple users

• Data integrity maintained across modules

VIII. Implementation & Testing

• Web-based platform for admins and students

• Secure login authentication

• Comprehensive testing conducted:

  • Integration Testing

  • System Testing

  • Validation Testing (e.g., notification delivery)

Conclusion

TheQRcode-basedhostelmanagementsystemeffectivelyaddressesthechallengesoftra- ditionalhosteladministrationbyimprovingsecurity,efficiency,andtransparency.Byinte- gratingautomationwithdigitaltracking,thesystemminimizeserrors,enhancessafety,and simplifiesmanagement.Futureenhancements,includingbiometricauthenticationandmo- bileapplications,canfurtheroptimizehostelsecurityandconvenience.Implementingsuch systems in hostels nationwide could set a new standard for modern, secure accommodations. TheHostelManagementSystemeffectivelyaddressesthechallengesofhosteladministra- tionbyintroducingautomationanddigitalrecord-keeping.Thesystem’sadaptabilitymakes itsuitableforvarioushostelenvironments,contributingtoenhancedoperationalefficiency.

References

[1] R. Sharma, et al., Smart Hostel Management System, 2021. Technologies used: PHP, MySQL, HTML/CSS. [2] A. Kumar and N. Singh, Online PG Finder System, 2020. Technologies used: Android, Firebase. [3] S. Patil, et al., Hostel Management System Using IoT, 2022. Technologies used: IoT, Python, Sensors. [4] P. Mehta and A. Shah, Location-Based PG Accommodation App, 2023. Technologies used: React Native, Google Maps API. [5] D. S. Raut, et al., College Hostel Management Application, 2019. Technologies used: Java, SQLite. [6] K. Rao and V. Jain, Smart PG Finder with Booking System, 2021. Technologies used: Flutter, Firebase. [7] T. Desai and R. Chauhan, AI-based Hostel Allocation System, 2022. Technologies used: Python, Machine Learning

Copyright

Copyright © 2025 Prof . Satish . C . Cholke, Gadakh Maheshwari Madhukar, Chine Aarti Mohan, Bhagat Sakshi Vijay, Dhanraj Aarti Sunil. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.