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PG Tenant Management Software
TrackMyPG’s Tenants module ties people to rooms or beds, tracks stay status from approval through notice period to move-out, and keeps invoice and deposit context on the same profile you use every day.
- Room & bed mapping
- Notice & move-out status
- Deposit on profile
- Filter moved-out tenants
See who occupies which bed, who is in notice, who has moved out, and which invoices are still open — without scattered registers or WhatsApp threads.
- Rooms + beds
- mapped to every tenant
- Notice period
- status when checkout starts
- Move-out
- history on summary
- Multi-PG
- data isolation
The problem
What PG owners struggle with today
Most PG operators still coordinate tenants, rent, and documents across Excel, WhatsApp, and paper registers. That works until bed count, staff handovers, or month-end reconciliation expose gaps nobody can audit quickly.
- Tenant details split between registers, Excel, and WhatsApp media
- Room assignments updated verbally but not reflected at checkout
- Move-out deposits argued without notice dates, dues, and ledger in one place
- Police or ID copies lost when phones upgrade or chats clear
- No quick way to see who is in notice or already moved out
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Manual registers
Digital tenant profiles searchable by name, phone, or room
Paper documents
ID and agreement fields on the tenant record
Room confusion
Assignments tied to Rooms module (per-bed or per-room rent)
Rent follow-ups
Invoice status visible next to each tenant
Move-out disputes
Structured notice → approval → settlement with deposit context
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Tenant profiles & status
Contact, stay context, and clear status: pending approval, active, notice period, or moved out.
Desk and owner work from a single source of truth.
- Searchable by name, phone, or room
- Status badges owners understand instantly
- Leaving date shown when notice is filed
Room & bed assignment
Link each tenant to a room or bed with pricing that matches how you actually sell space.
Occupancy and rent stay aligned when beds swap.
- Per-room or per-bed rent
- Sharing-type aware layouts
- Bed frees automatically after move-out
Document tracking
Store the ID and agreement fields your compliance process needs against each tenant.
Produce records faster without digging through chat.
- ID & agreement fields
- Attached to the right tenant
- You stay in control of compliance
Move-out from the tenant list
Initiate move-out when rent is clear, then finish approval and settlement on the Move Outs page.
Checkout follows the same steps every time.
- Initiate Move Out action
- Blocked if invoices are pending
- Portal access rules by status
Summary page history
Tenant summary shows latest move-out details and full security deposit transactions.
Answer checkout questions months later without memory.
- Move-out dates & reasons
- Deposit ledger on profile
- Link to Security History
Smart filters
Icon filters for active, notice period, pending approval, and moved-out tenants.
Staff handovers survive shift changes.
- Moved-out filter
- Notice period filter
- Consistent across the team
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Add tenant
Create a profile with contact, stay dates, and documents your process requires.
Assign room or bed
Map the tenant to physical inventory with per-room or per-bed rent.
Generate invoice
Raise rent bills with PDF download and clear paid vs unpaid status.
Track payment
Mark cash or bank paid, or collect online after gateway onboarding.
Monitor occupancy
See which beds are occupied from the same data that drives billing.
Generate reports
Export revenue, outstanding, tenant, and occupancy views for owners.
Benefits
Measurable outcomes on the ground
Unified tenant records
Store contact and stay details in one place per tenant, linked to the room or bed they occupy.
ID and agreement fields
Capture the ID and document fields your process needs — you remain responsible for local compliance.
Move-out ready records
Filter by active, notice period, pending approval, or moved out. Leaving dates and checkout history stay on the tenant profile.
Room and bed mapping
Matches the Rooms module: per-room or per-bed rent so assignments reflect how you actually sell beds.
Outcomes
What operators report after adoption
- Less manual reconciliation between chat, sheet, and register
- Fewer payment disputes with invoice PDFs tenants reference
- Faster tenant onboarding when rooms and billing connect day one
- Higher occupancy visibility without walking every floor
- Reduced owner follow-up calls when desk uses one ledger
Compare
Manual vs Excel vs TrackMyPG
The same PG tasks, three ways to run them. See exactly where structured software pulls ahead.
| Task | Manual / registers | Excel sheets | TrackMyPG |
|---|---|---|---|
| Tenant records | Notebook & register rows | Rows that drift out of sync | Searchable profiles linked to rooms |
| Rent invoices | Hand-written or ad hoc PDFs | Manual template per tenant | In-app invoices with PDF + status |
| Payments | UPI screenshots in chat | Paste amounts into cells | Payments tied to invoice IDs |
| Occupancy | Whiteboard or memory | A “master” tab nobody trusts | Live room & bed mapping |
| Outstanding dues | Recalculated over phone calls | Fragile pivot tables | Outstanding Payments report |
| Month-end reports | Hours of manual totals | Copy-paste + formulas | One-click Excel / PDF export |
Feature ecosystem
Works with the rest of TrackMyPG
Each module shares the same tenant, room, and invoice data — so your operations stay connected end to end.
Explore related guides
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