HostelHive - Hostel Room & Mess Portal

HostelHive is a hostel room allotment system PHP project for a college hostel with boys and girls blocks and a common mess. Students see live free beds and apply online, the warden of each block allots beds from a colour honeycomb room board, residents check the weekly mess menu and take mess leave, and monthly bills of room rent and mess charge are paid online with a printable receipt. It works like a hostel management system, built in simple core PHP that a BCA / BSc student can explain in viva.

How it works

• The student registers and applies for a room: block (boys / girls), AC or Non-AC, sharing and joining date, with live free beds shown
• The warden opens the honeycomb room board, clicks a room and gives a free bed to the application (the room is locked while saving, so the same bed is never given twice)
• The first bill (rent + mess + security deposit) is made at once, and the student pays with Razorpay test mode or demo mode and prints the receipt
• Residents ask for mess leave; approved leave of 3 or more days gives a rebate in the next month's bill
• The office generates monthly bills in one click; overdue bills get a late fee, and cash at the office is also recorded
• Complaints (fan, tap, Wi-Fi, mess food) with a photo move from Open to In Progress to Resolved

Users

• Student - room application, my room and roommates, mess menu, mess leave, fees and receipts, complaints, notices, profile
• Warden - dashboard with meals to cook today, room applications, honeycomb room board, residents and vacate, complaints, mess leave approval, mess menu editing
• Admin (hostel office) - dashboard with charts, rooms, allotments, students, wardens, monthly bills, payments, complaints, reports, enquiries, notices, settings

Highlights

• 3 user roles + public website, 45 pages, 12 MySQL tables, 66 PHP files
• Honeycomb room board with safe bed allotment (transaction + row lock + unique bed key)
• Boys / girls block check, one bed per student, rooms under maintenance blocked
• Mess leave rebate and late fee calculated automatically, plus a daily meals headcount
• Razorpay payment in test mode + offline demo mode + cash, with a printable receipt (amount in words, PAID stamp)
• Validation on every form, on both the browser and the server (mobile, email, dates, duplicates, photo type)
• Security: prepared statements, password hashing, CSRF token, role and ownership checks
• Rich sample data (146 beds, 114 residents, 6 months of bills) and ready demo logins

What you get

• Complete source code (PHP, CSS, JavaScript) and SQL file with sample data
• Project report (55 pages, 8 diagrams, screenshots, test cases)
• Project abstract, project explanation with viva questions, setup guide - all in PDF
• README with default logins, a 3-student work split and a 10-minute demo script

Who can use this project

BCA, BSc Computer Science / IT, MCA, Diploma (Computer / IT) final year students and Engineering 2nd / 3rd year micro project students.

Frequently asked questions

Does it need internet? No. It runs fully on XAMPP; payment works in demo mode. Internet is needed only for the Razorpay test screen. Can I change the mess charge and rebate? Yes. Mess charge, rebate per day, minimum leave days, deposit, late fee and due date are all in Admin > Settings. Is real money taken? No. Razorpay is used in test mode only, for the academic demo. Can three students present it? Yes. The README and the explanation document split the work for 3 students and 3 demos.