Most college hostels still run on paper: outing slips, a gate register filled by hand, a complaint notebook and no record of mess feedback. Nobody can see who is outside after curfew, and parents hear about a late return only when something goes wrong.
QR gate pass hostel management Android project StayPass puts this whole routine on the phone. Students request outings in the app, the warden approves them, and the approved pass carries a QR code that is rebuilt every 30 seconds from a secret key and the server clock, so a forwarded photo or screenshot never opens the gate.
How it works
- The student fills an outing request (local outing, home visit or night out) with date and time pickers.
- Before sending, an on-device logistic regression model shows the chance of a late return from the student's own pass history.
- The warden sees the request with the risk score and 90-day history, then approves or rejects it with a reason.
- The approved pass shows a boarding-pass style ticket with a QR code that changes every 30 seconds.
- At the gate the warden scans the QR for exit and entry; late minutes are calculated after a grace time.
- The parent gets an SMS from the warden phone on every exit and entry, and the admin sees everything in the gate log.
Users
- Student: outing requests, live QR gate pass, pass history PDF, room details, complaints with photo, mess menu and rating, fees and receipts, rules quiz and badges.
- Warden: outing approvals, QR gate scan, students outside and late list, complaint queue, mess feedback analytics, room allocation, notices.
- Admin (web): dashboard with charts, hostels and rooms, students, wardens, allocation, gate pass log, complaints, mess, fees, notices and settings.
Highlights
- 3 roles, 23 app screens, 12 admin pages, 38 PHP APIs and 15 MySQL tables.
- Gemini API fills complaint category and priority and writes a weekly mess summary, with offline fallbacks so the demo never fails.
- Return-risk model training script and dataset included, with accuracy, recall and AUC in the report.
- Validations in the app and on the server: email, 10-digit mobile, names, passwords, dates, photos and duplicate checks.
- Passwords stored with password_hash, prepared SQL statements everywhere, and role checks on every API.
- Sample data with Indian names that stays fresh: pass times are relative to the import, so late students and the demo pass are always ready.
- Demo logins for admin, student and two wardens, plus a pending student for the approval flow.
What you get
- Complete Android Studio source code (Java) and PHP admin panel with APIs
- MySQL database file with sample data
- Project report in Word (54 pages) with DFD, ER, UML and ML diagrams
- 2-page project abstract (Word + PDF)
- Project explanation with viva questions
- Setup guide (Word + PDF) and one-to-one installation help
Who can use this project
BE / B.Tech, MCA, BCA, M.Tech and Diploma students of Computer Engineering and IT looking for a final year Android project with source code, an Android project with an admin panel, or a hostel management system project with documentation and report.
Frequently asked questions
Can a student send a screenshot of the QR to a friend? No. The code changes every 30 seconds and the server checks it against its own clock, so an old code is rejected.
Does the project need the Gemini API key? No. Without a key the complaint classifier and the mess summary use their offline logic; you can add a free key in admin settings.
How do parents get informed? On every gate scan the warden phone sends an SMS to the parent number, and the result is saved in the gate log.
Can I run it on a real phone? Yes. Keep the phone and laptop on the same Wi-Fi and enter the laptop IP on the login screen.
