PG & Hostel Bed Register (Excel)
A paying guest house or hostel changes residents every month, and the owner must know at once which beds are empty, who sleeps where, who has paid and how to reach a resident's family in an emergency. This register keeps beds, residents and rent payments in three simple lists, then shows occupancy, vacant beds and each resident's dues automatically.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Bed code | Room | Floor | Sharing | AC | Rent per bed (₹) | Current resident | Status |
| 101-A | 101 | 1 | Double | Yes | 9,500 | Riya Shah | Occupied |
| 101-B | 101 | 1 | Double | Yes | 9,500 | Ananya Iyer | Occupied |
| 102-A | 102 | 1 | Triple | No | 7,000 | Vacant | |
| 102-B | 102 | 1 | Triple | No | 7,000 | Fatima Khan | Occupied |
| 102-C | 102 | 1 | Triple | No | 7,000 | Vacant | |
| 201-A | 201 | 2 | Single | Yes | 14,000 | Simran Kaur | Occupied |
What's inside
- Settings: PG or hostel name, currency symbol, "as on" date, rent due day and lists for food plans and ID types
- Beds sheet for 200 beds: bed code, room, floor, sharing, AC, rent per bed; the current resident and Occupied or Vacant status fill in from the resident list, with totals and occupancy percentage at the top
- Residents sheet for 500 residents: phone, ID type and number, emergency contact, home address, college or workplace, bed, rent, check-in and check-out dates, deposit, food plan, police verification status and extra charges
- Payments sheet: date, resident, month the rent is for, amount, mode and reference
- Dues sheet: months due, rent due, paid, balance and status for every resident, with a reminder message ready to send
How to use it
- On the Settings sheet type your PG or hostel name, your currency symbol and the rent due day.
- On the Beds sheet list every bed with a short code (for example 101-A, 101-B), its room, sharing type and rent.
- When a resident moves in, add them on the Residents sheet with their bed, check-in date, rent, deposit and ID details. When they leave, type the check-out date: the bed becomes vacant on the Beds sheet.
- Record each payment on the Payments sheet with the month it is for.
- Open the Dues sheet to see who owes what, and copy the reminder for anyone in arrears.
- For electricity, food or a part-month stay, type the extra (or a negative adjustment) in the "Extra charges / adjustment" column of that resident.
Tips
- Two residents must never have the same bed at the same time; if the Beds sheet shows the wrong name, check for an old resident without a check-out date.
- Many Indian cities expect PG and hostel owners to get residents' police verification done and to keep a copy of their ID; the Police verification column helps you track it. Check your local rules.
- Store ID numbers only as long as you need them, keep the file password-protected (File › Info › Protect Workbook) and never share the Residents sheet.
- The first month is counted in full from the check-in month. For a pro-rata first month, enter a negative adjustment for the days not stayed.
Questions and answers
Can I use it for a hostel with dormitory beds?
Yes. Each bed is one row, whatever the room size. A 6-bed dormitory is six rows with the same room number.
How is the monthly rent due counted?
From the check-in month up to the current month (once the rent due day has passed), or up to the check-out month for residents who have left, multiplied by the resident's rent, plus any extra charges or adjustments.
What if a resident changes beds?
Type a check-out date on the old row and add a new row for the same person with the new bed and the next check-in date. Use the same name with a small difference (for example "Riya Shah (2)") so payments go to the right row.
Is the resident data safe?
It stays in the file on your computer. Protect the file with a password and limit who can open it, because it holds personal details.