Hotel Staff Housing & Dormitory Tracker: Employee Accommodation Spreadsheet for Hotels

Full description

For hotel and resort HR managers, housing coordinators and general managers who run staff dormitories or rented staff apartments. You list your rooms and beds once and log every move in and move out by employee code. The workbook shows who sleeps in each bed, occupancy and cost by building, the monthly rent or payroll deduction for each resident, room inspection results and open repair requests, with flags for double bookings, missing keys, missed deductions and overdue actions.

Save with a bundle: this template is also in the Hotel People & Leadership Bundle, 10 templates for $29 instead of $69. All 141 templates are in the All-Access Hospitality Template Library for $79.

What is inside

• Hotel_Staff_Housing_Dormitory_Tracker.xlsx: 9 tabs, 10,339 formulas, 2 native charts, 25 drop-down or number rules.
• Settings: year, as-of date, occupancy target, inspection pass mark, key deposit, 3 buildings with lease and running costs, 3 room types with monthly charge per bed, a room list (27 sample rooms) and all drop-down lists.
• Beds: room and bed register for 120 beds (68 sample beds). Occupant, department, move-in date, days in bed and status calculate from the move log.
• Moves: move-in and move-out log for 600 entries (104 sample rows) with checks for occupied beds, wrong occupant, unknown beds, keys not returned and missing condition checks.
• Deductions: rent or payroll deduction tracker for 1,000 lines (555 sample rows) with amount due by days in housing, amount deducted and status.
• Inspections: printable 20-point room inspection checklist in 5 areas and a results log for 400 inspections (234 sample rows) with score, pass or fail, due date and status.
• Maintenance: repair request log for 300 requests (41 sample rows) with priority, target date, days open, status and cost.
• House_Rules: 26 house rules in 6 sections, a 10-point move-in and move-out handover checklist and a resident acknowledgement form.
• Dashboard: 8 KPI tiles, occupancy and monthly cost by building, deductions by month, residents by department, open work and 2 charts on one page.
• README.txt and LICENSE-and-Terms.txt.

How it works

1. Enter buildings, room types with charges and your rooms on Settings.
2. List every bed in Beds and mark beds that are out of order or reserved.
3. Log each move in and move out, in the order it happens.
4. Each month, record deductions, inspections and repair requests.
5. Review the Dashboard and the red flags, then act on them.

Details

• Format: Excel workbook (.xlsx). No macros.
• Language: English. Currency is a label you choose.
• Software: Excel 2016 or later, or a spreadsheet program that opens .xlsx files.
• Delivery: instant digital download. Nothing is shipped.

Good to know

• All sample beds, residents, deductions, inspections and repairs are illustrative. Replace them with your own data.
• Use employee codes, not names. Keep resident records under your local data privacy rules.
• Housing charges, payroll deductions and housing standards depend on local law. This is not legal or payroll advice; verify local requirements.
• Single-user license. Do not share or resell the files.

FAQ

How does the bed register know who lives where?

It reads the last move-in or move-out logged for each bed. Log moves in the order they happen; a room change is a move out and a move in on the same date.

Can I add more buildings or rooms?

The workbook holds 3 buildings, 40 rooms and 120 beds. Rename the buildings and add rooms in the spare rows on Settings.

How is the monthly deduction calculated?

Monthly charge for the room type x days in housing / days in the month. You enter what payroll actually deducted and the sheet flags gaps.

Does it work in Google Sheets?

It opens in Google Sheets and the formulas calculate. Check the drop-downs and charts after import.

Is this a physical product?

No. It is a digital download. Refund terms follow the store policy at the time of purchase.