Essential Services
| Document Title | Essential Services Guide |
|---|---|
| Document Number | ES-001 |
| Version | 2.1.3 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | February 23th, 2026 |
Introduction
The Essential Services module is designed to automate and streamline the end-to-end management of institutional facilities, including guest houses, conference halls, parking, and transport. It provides a unified platform where employees can easily submit requests, track their status, and receive timely approvals. By integrating these services into a single module, the system reduces manual effort, minimizes delays, and ensures transparent workflows.
Core functionalities of the module include provision of approval hierarchies, role-based access for verifiers, approvers, and incharges, as well as detailed information dashboards for decision-making. Administrators are empowered with tools to manage allocations, modify user selections, and monitor overall usage trends. In addition, the module supports master data management, taxation workflows, and reporting features, ensuring compliance and accuracy in operations.
Dashboard
It gives an overview of the number of parking request,number of conference hall requests,number of guest house requests, number of transport request etc.
Initial Approval Hierarchy Setup (If Required):
The Initial Approval Hierarchy Setup allows each section to have its own configurable approval workflow based on organizational requirements. This setup ensures that requests are reviewed and authorized by the appropriate authorities before final action is taken.
The Parking Admin(parking_admin) role can configure and manage the approval hierarchy for the Parking Section.
The Conference Admin(conference_hall_admin) role can configure and manage the approval hierarchy for the Conference Section.
The Guest House Admin(guest_house_admin) role can configure and manage the approval hierarchy for the Guest House Section
The Transport Admin(transport_request_admin) role can configure and manage the approval hierarchy for the Transport Section.
Each Admin role has permission to define, modify, or activate the approval flow only for their respective section. They can set multiple approval levels (if required), assign approvers, and determine the routing sequence of requests.
If no approval hierarchy is configured for a particular module, the request may directly reach the respective Admin for further action.
This role-based configuration ensures proper control, transparency, and independent management of workflows across different sections of the system.
Approval Hierarchy Configuration
Approval Hierarchy Configuration (ACTIVE/INACTIVE). Provides the option to activate or deactivate the approval hierarchy, allowing administrators to decide whether a structured, multi-level approval workflow should be applied or bypassed for a specific process. When activated, requests follow the predefined role-wise approval sequence; when deactivated, requests can be processed directly without requiring formal approvals, offering greater operational flexibility as per organizational needs.
Essential Facility Usage (ACTIVE/INACTIVE). This setting allows administrators to activate or deactivate the approval hierarchy and configure separate approval hierarchies for each facility (such as Guest House, Conference Hall, etc.). When enabled, requests for each facility follow their respective approval workflows; when disabled, approvals are not required.
Approval Hierarchy Master
Approval Hierarchy Master is used to define and manage the structured approval workflow for different facility or service types within the system. Administrators must configure this master before activating any approval-based feature.
Approval Hierarchy Master Fields
| S.No | Field Name | Description | Key Details |
|---|---|---|---|
| 1 | Type | Defines for which service or facility the approval hierarchy is being configured. | Dropdown Options: - Parking - Conference Hall - Guest House - Transport Request Each type can have a separate and independent approval hierarchy. |
| 2 | Organisation Unit | Specifies the department, school, branch, or organisational unit for which the hierarchy is applicable. | Approval flow can be configured unit-wise. Different departments can have different verifiers and approvers for the same service type. |
| 3 | Verifier Detail | Defines the first level of checking or verification authority. | Verifier can: - Verify and forward to Approver - Reject with remarks Acts as preliminary screening authority. |
| 4 | Approver Detail | Defines the final approval authority in the workflow. | Approver can: - Approve request - Reject request Request is officially approved only after approver action. |
| 5 | Status | Sets whether the configured hierarchy is active or inactive. | - Active – Workflow will be applied. - Inactive – Workflow will not be applied (may bypass approval if disabled in main settings). |
Email Template
The Email Template feature allows the administrator to customize the format, subject, and content of system-generated emails. This ensures that all communications align with organizational standards and provide clear, consistent, and professional information to recipients.
Email templates can be configured separately for different services such as:
- Guest House
- Parking
- Transport
- Conference Hall
This means administrators can design different email bodies and subjects for each service and process (e.g., Request Submission, Approval, Rejection, Cancellation, etc.).
Email Template Fields
| S.No | Field Name | Description | Key Details |
|---|---|---|---|
| 1 | Name | Defines the unique name of the email template. | Helps administrators identify the purpose of the template. Examples: - Guest House Request Approval - Parking Request Rejection - Transport Booking Confirmation - Conference Hall Approval Notification Name should clearly indicate the related service and process. |
| 2 | Subject | Defines the subject line of the email sent to the recipient. | Should be concise and clearly reflect the email purpose. Examples: - “Your Guest House Request Has Been Approved” - “Parking Request Status Update” - “Conference Hall Booking Confirmation”. |
| 3 | Description | Contains the main body/content of the email. | Can include: - Greeting message - Request details (Applicant Name, Date, Facility Name, etc.) - Approval/Rejection remarks - Instructions or next steps - Closing and signature Placeholders can insert dynamic request data. Separate templates can be designed for different services (Guest House, Parking, Transport, Conference Hall) and different workflow stages (Requested, Verified, Approved, Rejected). |
| 4 | Status (ACTIVE / INACTIVE) | Controls whether the email template is currently in use. | - Active – System will use this template for sending emails. - Inactive – Template will not be used. Only active templates trigger system-generated emails. |
View
Admins can view the details of an existing template by clicking on the View icon next to each entry. This option displays all the template attributes, including placeholders used in the content.
Edit
Admins can modify an existing email template by clicking on the Edit icon next to the respective entry. This allows changes to:
- Email Body (Description)
- Status
After saving, the updated template will be applied to future system-generated emails (if set to Active).
Parking Section
The Parking Section enables employees and authorized administrative users to raise a request for allocation of parking space for their vehicle within the organization’s premises. This feature ensures a structured and transparent process for managing parking resources effectively.
An employee can log in and submit a parking request for self-use by providing the required details such as vehicle information and preferred parking location (if applicable). Additionally, users having administrative privileges can initiate a request on behalf of an employee when required. This is particularly useful in cases where the employee is unable to submit the request directly.
Once the request is submitted, it is recorded in the system and forwarded through the configured approval workflow (if applicable). The Admin has the authority to review the request, verify the submitted details, approve or reject the request, and take necessary action based on availability and organizational policies.
This structured workflow helps maintain proper allocation, monitoring, and management of parking spaces while ensuring accountability and ease of administration.
WorkFlow For Parking
Parking Configuration:
The Parking Configuration section allows system-level settings related to parking management to be defined and controlled centrally. These configurations help regulate parking request rules, maintain administrative control, and ensure that bookings are made within permissible limits set by the organization.
Note: This configuration can only be managed and updated by users assigned with the Parking Admin(parking_admin) role. No other user role has permission to modify these settings.
Parking End Year is a configurable system setting that defines the maximum allowable end year for a parking request.
This configuration controls how many years ahead a user can select the End Date while submitting a parking request.
Purpose
- Prevents indefinite or unrealistic long-term parking bookings.
- Ensures administrative control over maximum booking duration.
- Allows flexibility by simply updating the configured numeric value.
- Automatically updates the form year limit without requiring code changes.
Request Parking
Admin/Employee/User having administrative account can request parking space by clicking on the "Request Parking Space" button present on the top right side of the portal and fill in the required details:-
Parking Request Fields
| S.No | Field Name | Description |
|---|---|---|
| 1 | Type of Account (Employee / Administrative) (Visible on Admin Login Only) | Allows the Admin to select the account type for which the parking request is being raised. Employee – For regular employees. Administrative – For administrative-level accounts. Helps determine applicable rules and approval workflow. |
| 2 | Employee Name / Administrative Account (Visible on Admin Login Only) | Allows Admin to select the specific employee or administrative account on whose behalf the request is submitted. - Searchable dropdown list - Ensures correct user mapping - Prevents manual entry errors |
| 3 | Type of Vehicle | Select the vehicle category from dropdown. Examples: - Two-Wheeler - Four-Wheeler Helps in appropriate parking slot allocation. |
| 4 | Vehicle Registration Number | Enter the official vehicle registration number. - Must follow standard format - Used for identification at entry/exit - Prevents unauthorized parking - May restrict duplicate active bookings Example: DL11AB1234 |
| 5 | Description | Optional field to provide additional information regarding the parking request. Examples: - Temporary visit - Official duty requirement Helps verifier and approver understand request purpose. |
| 6 | Start Date | Select the start date using calendar picker. - Past dates may be restricted - Defines beginning of parking validity period |
| 7 | End Date | Select the end date of parking requirement. - Must be ≥ Start Date - Defines end of parking validity - System may calculate duration automatically |
| 8 | Supported Document Upload | Upload supporting documents (if required). Accepted formats: - JPG / PNG - Approval letter - Vehicle registration copy Used for verification and approval review. |
View
Admin/Employee/User having administrative account can view the details by clicking on view icon available in front of every entry.
Edit
Admin/Employee/User having administrative account can update the details by clicking on edit icon or update button.
Cancel
Admin/Employee/User having administrative account can cancel the request by clicking on the cancel button, prompting you to cancel the request.
Submit
Admin can finally submit the vehicle details after adding/editing by clicking on the Submit button.
Approve
Admin(with parking_admin role) can approve/reject/cancel the request by clicking on tick icon.
Parking Approval & Status Fields
| S.No | Field Name | Description | Impact |
|---|---|---|---|
| 1 | Allotted Parking No | Represents the parking slot number assigned to the user after approval of the parking request. | Ensures proper slot tracking and prevents parking space conflicts. |
| 2 | Reason | Captures the reason associated with the parking request status or any action taken. - Mandatory when rejecting or putting a request on hold - Maintains transparency in approval workflow Examples: - Parking slots full - Incomplete documentation - Temporary allocation approved | Provides justification for approval, rejection, or cancellation and is stored for audit reference. |
| 3 | Status | Indicates the current state of the parking request in the workflow. Common Values: - Approved – Parking space allocated successfully - Rejected – Request denied with reason - Cancelled – Request cancelled by user or admin | Helps users and administrators track request progress in real time. |
Admin/Employee/User having administrative account can take a print of the request granted by clicking on the print icon.
Conference Halls
The Conference Section enables employees and authorized administrative users to request booking of conference rooms or meeting halls within the organization. This module ensures systematic scheduling, proper utilization of meeting spaces, and avoidance of booking conflicts.
An employee can log in to the system and raise a conference booking request by providing details such as date, time slot, purpose of meeting, number of attendees, and required facilities (e.g., projector, audio system, etc.). Users with administrative privileges can also submit a request on behalf of an employee whenever required.
Once submitted, the request is recorded in the system and forwarded through the configured approval workflow, if applicable. The Admin can review availability, verify booking details, and approve or reject the request accordingly. The system helps prevent overlapping bookings and maintains a clear schedule of conference room usage.
This structured process ensures efficient management of conference facilities while maintaining transparency and accountability.
Workflow For Conference Hall
Conference Hall Configuration:
The Conference Hall Configuration section allows system-level settings related to conference hall management to be defined and controlled centrally. These configurations help regulate hall categorization, availability, and administrative control, ensuring that conference halls are configured and used according to the organizational structure and permissible rules set by the institution.
Note: This configuration can only be managed and updated by users assigned with the Conference Hall Admin (conference_hall_admin) role. No other user role has permission to modify these settings.
Conference Hall Type Master
Admin(with conference_hall_admin role) can add the conference hall type available in the guest house by clicking on Add Hall Type button present on the top right side of the portal and fill in the required details:-
Hall Type
Status (ACTIVE / INACTIVE)
View
Admin(with conference_hall_admin role) can view the details by clicking on view icon available in front of every entry.
Edit
Admin(with conference_hall_admin role) can update the details by clicking on edit icon available in front of every entry.
Impact:
Updated hall type will reflect in:
- Conference Hall configuration
- Reporting and categorization
If status is set to INACTIVE, the hall type will not be available for new hall creation or classification
Existing hall records remain unaffected
Dependency Note
Conference Hall Types are used while configuring halls in the Conference Hall Master.
Only ACTIVE hall types will appear in the hall type dropdown during hall configuration.
If a hall type is set to INACTIVE:
- It will not be available for new configurations
- Previously configured halls using that type will remain unchanged
Best Practice
- Define hall types before creating conference halls
- Avoid deleting hall types once halls are already mapped
- Prefer setting status to INACTIVE instead of deletion
Conference Hall Master
Admin(with conference_hall_admin role) can add all the conference halls available in the university by clicking on Add Conference Hall button present on the top right side of the portal and fill in the required details:-
Conference Hall Master Fields
| S.No | Field Name | Description | Impact |
|---|---|---|---|
| 1 | Hall No (Need to be Unique) | Unique identification number assigned to each conference hall. Duplicate values are not allowed. | Ensures proper identification of halls and prevents duplicate records in the system. |
| 2 | Hall Name | Official name of the conference hall. | Used in booking requests, reports, and user selection dropdowns. |
| 3 | Hall Incharge | Select the responsible authority from the dropdown list. | Links the hall with the assigned incharge for supervision and coordination. |
| 4 | Hall Incharge Name (Auto-filled) | Displays the name of the selected hall incharge. Value depends on selected Hall Incharge. | Ensures correct authority details are mapped automatically. |
| 5 | Hall Incharge Mobile Number (Auto-filled) | Displays the mobile number of the selected hall incharge. | Enables direct communication for operational coordination. |
| 6 | Hall Incharge Email (Auto-filled) | Displays the official email ID of the selected hall incharge. | Used for automated notifications and formal communication. |
| 7 | Hall Description | Allows entry of additional details about the hall (capacity, facilities, equipment, etc.). | Provides clarity to users during booking and planning. |
| 8 | Status (ACTIVE / INACTIVE) | Defines whether the hall is available for booking. | ACTIVE – Available for booking. INACTIVE – Not available for booking. |
Status Impact:
ACTIVE
- Hall appears in booking dropdown
- Hall is available for selection
INACTIVE
- Hall does not appear in new booking requests
- Historical data remains available in reports
View
Admin(with conference_hall_admin role) can view the hall details by clicking on view icon available in front of every entry.
Edit
Admin(with conference_hall_admin role) can update the hall details by clicking on edit icon available in front of every entry.
Impact:
Changes immediately reflect in:
- Conference Hall Request Form
- Availability Calendar
- Reports
- Approval Workflow (if Hall Incharge is changed)
Submit
Admin(with conference_hall_admin role) can publish the hall details by clicking on submit icon. Once the Submit button is clicked , no changes can be made further.
Update Hall Incharge Details
Admin(with conference_hall_admin role) can update the hall incharge details of the conference hall when submit status becomes PUBLISHED.
Hall status becomes PUBLISHED and becomes available for booking.
Impact:
Changes immediately reflect in:
- Conference Hall Request Form
- Availability Calendar
- Reports
- Approval Workflow (if Hall Incharge is changed)
Uploads
Admin(with conference_hall_admin role) can uploads multiple images and documents related to conference hall by clicking on Add Uploads button present inside the view icon of each entry.
Request Conference Hall
Admin/Employee/User having an administrative account can request to book a conference hall by clicking on the “Request Conference Hall” button available at the top right side of the portal and filling in the required details.
Conference Hall Request Fields
| S.No | Field Name | Description | Impact |
|---|---|---|---|
| 1 | Type of Account (Employee / Administrative) (Admin Login Only) | Defines whether the request is being raised on behalf of an Employee or an Administrative account. | Determines request ownership, approval workflow mapping, and accountability. |
| 2 | Conference Coordinator’s Name / Administrative Account (Admin Login Only) | Specifies the person responsible for coordinating the conference. | Used for communication, notifications, and coordination responsibility. |
| 3 | Conference Level | Indicates the level of the conference (Departmental, University, National, International). | May influence approval hierarchy, booking priority, and reporting classification. |
| 4 | Title of Conference | Defines the official name of the conference or event. | Appears in approval records, booking details, reports, and email notifications. |
| 5 | Purpose | Briefly describes the objective or reason for organizing the conference. | Helps approvers evaluate the relevance and necessity of the booking request. |
| 6 | Start Date | Specifies the starting date of the conference. | Used to validate hall availability and prevent scheduling conflicts. |
| 7 | End Date | Specifies the ending date of the conference. | Determines booking duration and blocks the selected hall for the specified period. |
| 8 | Hall No | Selects the conference hall from the available list. | Confirms venue allocation and triggers availability validation. |
| 9 | Hall Incharge Name (Auto-filled) | Displays the assigned hall incharge. | Identifies the responsible authority for hall supervision and coordination. |
| 10 | Hall Incharge Mobile Number (Auto-filled) | Displays the contact number of the hall incharge. | Enables direct communication for logistics or emergency coordination. |
| 11 | Hall Incharge Email (Auto-filled) | Displays the official email ID of the hall incharge. | Used for automated notifications and formal communication. |
| 12 | Total No. of Speakers and Participants Expected | Specifies the expected number of attendees. | Helps in seating arrangement planning, capacity validation, and resource preparation. |
After filling all required fields, the user can submit the request, which will proceed according to the configured approval hierarchy (if enabled).
View
Admin/Employee/User having administrative account can view the details by clicking on view icon available in front of every entry.
Update
Admin/Employee/User having administrative account can update/edit the details by clicking on edit icon or update button.
Cancel
Admin/Employee/User having administrative account can cancel the request by clicking on the cancel button, prompting you to cancel the request.
Submit
Admin/Employee/User having administrative account can finally submit details after adding/editing by clicking on the Submit button.
Note: Once clicked on submit button, It cannot be undone and request approved by the admin, can not be cancelled.
Approve
Only Admin(with conference_hall_admin role) can approve/reject/cancel the request by clicking on tick icon and allot the hall number.
Admin/Employee/User having administrative account can take the print of the request granted by clicking on the print icon.
Guest House
The Guest House Section allows employees and authorized administrative users to request accommodation in the organization’s guest house facilities. This feature helps streamline room allocation and manage guest stays effectively.
Employees can submit a guest house booking request by entering details such as guest name, purpose of visit, check-in and check-out dates, number of occupants, and any special requirements. Administrative users may also raise requests on behalf of employees or official guests as needed.
After submission, the request is processed through the defined approval workflow. The Admin reviews room availability, validates the request details, and takes appropriate action such as approval, rejection, or modification based on organizational policies and occupancy status.
This module ensures proper tracking of guest house occupancy, avoids double bookings, and maintains a centralized record of all guest accommodations.
WorkFlow For Guest Section
Guest House Section Configuration:
The Guest House Section Configuration section allows system-level settings related to guest house management to be defined and controlled centrally. These configurations help regulate room types, availability, booking rules, and administrative controls, ensuring that guest house operations are managed within the permissible limits and policies defined by the institution.
Note: This configuration can only be managed and updated by users assigned with the Guest House Admin (guest_house_admin) role. No other user role has permission to modify these settings.
Room Type
Admin(with guest_house_admin role) need to add the room types available in the guest house by clicking on Add Room Type button present on the top right side of the portal and fill in the required details:-
Room Type
Status (ACTIVE / INACTIVE)
View
Admin(with guest_house_admin role) can view the details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the details by clicking on edit icon available in front of every entry.
Impact:
Updated room type will reflect in:
- Guest House configuration
- Guest House request form dropdown
- Room mapping in Guest House
If status is changed to INACTIVE, the room type will not be available for new bookings.
Existing booking records remain unaffected.
Dependency Note
The room types configured in the Room Type setting are used while adding rooms in the Guest House Master → Room Details section.
When the Admin(with guest_house_admin role) adds room details for a guest house, the Room Type dropdown displays all ACTIVE room types created in the Room Type setting.
Only room types with ACTIVE status will be visible in the dropdown.
If a room type is set to INACTIVE, it will not appear while adding new rooms, but existing room records using that room type will remain unaffected.
Guest House Master
Admin(with guest_house_admin role) can add the guest house available in a university by clicking on Add Guest House button present in top right side of the portal and fill in the required details :-
Guest House Master Fields
| S.No | Field Name | Description | Key Details |
|---|---|---|---|
| 1 | Guest House Name | Defines the official name of the guest house. | Used in booking requests, reports, and selection dropdowns. |
| 2 | Description | Provides additional details about the guest house. | May include information such as room capacity, facilities, amenities, or special instructions. |
| 3 | Guest House Incharge | Select the responsible authority from the dropdown list. | Links the guest house with the assigned incharge for supervision and coordination. |
| 4 | Guest House Incharge Name (Auto-filled) | Displays the name of the selected guest house incharge. Value depends on selected Guest House Incharge. | Ensures correct authority details are mapped automatically. |
| 5 | Guest House Mobile Number (Auto-filled) | Displays the mobile number of the selected guest house incharge. | Enables direct communication for coordination and operational purposes. |
| 6 | Guest House Email (Auto-filled) | Displays the official email ID of the selected guest house incharge. | Used for automated notifications and formal communication. |
| 7 | Applicable for Gender (MEN / WOMEN / BOTH) | Defines the gender eligibility criteria for booking the guest house. | Ensures compliance with accommodation policies and proper allocation. |
| 8 | Guest House Location | Specifies the physical location of the guest house. | Helps users identify and select the appropriate accommodation. |
| 9 | Status (ACTIVE / INACTIVE) | Controls whether the guest house is available for booking. | - Active – Available for booking. - Inactive – Not available for booking. |
View
Admin(with guest_house_admin role) can view the guest house details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the guest house details by clicking on edit icon available in front of every entry.
Impact:
Changes reflect in:
- Guest House Request Form
- Availability Calendar
- Reports
- Approval workflow (if incharge is changed)
Submit
Admin(with guest_house_admin role) can publish the guest house details by clicking on submit icon.
Impact:
- Guest house becomes available for booking
- Appears in Guest House Request Form
- Appears in Availability Calendar
- Included in reports
- Core guest house configuration becomes locked
Update Incharge Details
Admin(with guest_house_admin role) can update the guest house incharge details when submit status becomes PUBLISHED.
Impact:
- Notification emails are sent to the new incharge
- Future requests are routed to the updated incharge
- Existing approved requests remain unchanged
Uploads
Admin(with guest_house_admin role) can uploads multiple images and documents related to guest house by clicking on Add Uploads button present inside the view icon of each entry.
Impact:
- Uploads are visible for reference during booking and administration
- No impact on booking workflow
Room Details (Guest House)
Admin(with guest_house_admin role) can add the room details of the guest house when the submit status becomes PUBLISHED.
The room details can be added by clicking on Add Room Detail from the top right side of the portal and filling in the required details:
| S.No | Field Name | Description |
|---|---|---|
| 1 | Room No | Unique room number of the guest house |
| 2 | Room Type | Select room type from dropdown (configured in Room Type Master) |
| 3 | Amount | Room booking amount is auto-fetched according to the selected Room Type as configured in the Room Type Master |
| 4 | Facilities Provided | Facilities available in the room |
| 5 | Status | ACTIVE / INACTIVE |
View
Admin(with guest_house_admin role) can view the room details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the room details by clicking on edit icon available in front of every entry.
Impact:
- Updated room data reflects in guest house booking
- Amount changes affect future bookings
- Facility updates appear in booking details
Submit
Admin(with guest_house_admin role) can publish the room details by clicking on submit icon.
Impact:
- Room becomes available for booking
- Room appears in availability tracking
- Room included in reports
Uploads
Admin(with guest_house_admin role) can uploads multiple images and documents related to rooms of guest house by clicking on Add Uploads button present inside the view icon of each entry.
Impact:
- Used for documentation and reference
- No workflow impact
Payment Detail Configuration for Guest House
Here the admin(with guest_house_admin role) needs to decide that at which action they need to collect the payment detail of guest house.
This can be done by clicking on Set Payment Detail Configuration button present in top right side of the portal and fill in the required details:-
- At what action do you want to capture payments ? (At Approval Of Request / At the time of Check-In / At the time of Check-Out)
Functional Impact
The selected option directly controls the payment workflow of Guest House bookings.
If “At Approval Of Request” is selected:
- Payment details must be completed at the time of request approval.
- Booking cannot proceed further without capturing payment details.
- Suitable for advance payment policies.
If “At the Time of Check-In” is selected:
- Payment details are captured during guest arrival.
- Booking approval does not require immediate payment entry.
If “At the Time of Check-Out” is selected:
- Payment details are captured at the time of guest departure.
- Suitable for post-stay billing policies.
Important Notes
- This configuration applies to future bookings only.
- Changing this setting does not affect already approved or completed bookings.
Tax Method
Admin(with guest_house_admin role) can add the tax method applicable in the guest house by clicking on Add New Tax button present on the top right side of the portal and fill in the required details:-
Tax Master
| S.No | Field Name | Description |
|---|---|---|
| 1 | Tax Name | Name of the tax |
| 2 | Tax Percentage | Applicable tax percentage value |
| 3 | Description | Brief description of the tax |
| 4 | Status | ACTIVE / INACTIVE |
View
Admin(with guest_house_admin role) can view the details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the details by clicking on edit icon available in front of every entry.
Impact:
- Updated tax percentage will be applied to future guest house bookings
- Billing calculations will use the updated tax value
Dependency Note
The Tax Method configuration is linked with Guest House payment and billing configuration.
The taxes created in this setting are used in the billing process configured in the Payment Detail Configuration for Guest House section.
When billing details are captured (at approval, check-in, or check-out), the system displays ACTIVE tax methods in the tax selection dropdown.
This means:
- Only tax methods configured here will be available in billing.
- Any new tax added here will automatically appear in the billing dropdown.
- If a tax is set to INACTIVE, it will no longer appear in billing selection.
Guest Type
Admin(with guest_house_admin role) can add the guest types available in the guest house by clicking on Add Guest Type button present on the top right side of the portal and fill in the required details:-
Guest Type Master
| S.No | Field Name | Description |
|---|---|---|
| 1 | Guest Type | Type/category of the guest |
| 2 | Status | ACTIVE / INACTIVE |
Note: Guest Type is used to differentiate guests based on category. It helps in applying different room charges for different types of guests during the booking flow.
View
Admin(with guest_house_admin role) can view the details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the details by clicking on edit icon available in front of every entry.
Dependency Note
Guest Types are used in the Guest House booking process when guest-category-based billing is enabled.
Only ACTIVE guest types will appear in the guest type selection dropdown during Guest House booking.
Switch to Guest’s Type Wise Charges
Enables or disables the application of charges based on the guest type. When enabled, charges will be calculated and displayed according to the defined guest type.
Functional Impact
When Enabled
- Guest Type field becomes active in Guest House booking
- Billing is calculated based on configured guest type charges
- Guest Type dropdown becomes visible in booking workflow
When Disabled
- Guest Type selection is not required
- Standard room charges apply to all bookings
Dependency Note
This setting depends on:
- Guest Type configuration
- Guest House room charge configuration
If no Guest Types are configured, guest-type-wise billing cannot be applied.
Expenditure Head Type
Admin(with guest_house_admin role) can add the expenditure head types available in the guest house by clicking on Add Expenditure Head Type button present on the top right side of the portal and fill in the required details:-
Expenditure Head Type Master
| S.No | Field Name | Description |
|---|---|---|
| 1 | Expenditure Head Type | Name of the expenditure head type |
| 2 | Status | ACTIVE / INACTIVE |
View
Admin(with guest_house_admin role) can view the details by clicking on view icon available in front of every entry.
Edit
Admin(with guest_house_admin role) can update the details by clicking on edit icon available in front of every entry.
Impact:
- Updated expenditure head will appear in Guest House booking workflow
- If set to INACTIVE, it will not be available for new selections
- Historical records remain unaffected
Set Cancel Button Disable Time
Allows administrators(with guest_house_admin role) to define the time restriction for cancelling a guest house booking request. After the configured time limit, the Cancel button will be automatically disabled for the user.
This can be configured by clicking on Set Cancel Button Disable Time and entering the required value.
Set Guest House Alert Disclaimer
Allows administrators(with guest_house_admin role) to define disclaimers or alert messages related to the guest house. This message will be displayed to users when accessing guest house services.
Request Guest House
Employee/Admin/User having administrative account can request to book a guest house by clicking on the “Request Guest House” button present on the top right side of the portal and fill in the required details:
Guest House Booking Request Form
| S.No | Field Name | Description |
|---|---|---|
| 1 | Guest House Name | Select the guest house where accommodation is required from the available list. |
| 2 | Guest Type | Select the category of guest (used for charge calculation and policy applicability). |
| 3 | Expenditure Head Type | Select the applicable expenditure head under which the booking expense will be recorded. |
| 4 | Name of the Guest | Enter the full name of the guest for whom accommodation is requested. |
| 5 | Designation with Address | Provide the official designation and complete address of the guest. |
| 6 | Contact Number of the Guest | Enter a valid mobile number for communication and coordination purposes. |
| 7 | Email of the Guest | Provide a valid email address for official correspondence. |
| 8 | Nationality of the Guest | Select the nationality of the guest from the dropdown list. |
| 9 | Type of Account (Employee / Administrative) | Visible only on Admin Login. Select whether the booking is under an Employee account or Administrative account. |
| 10 | Employee Name / Administrative Account | Visible only on Admin Login. Select the responsible employee or administrative account under which the booking is being processed. |
| 11 | Purpose of the Visit | Clearly mention the reason for the guest’s visit (official meeting, seminar, inspection, etc.). |
| 12 | Name & Relationship of Accompanying Person | Provide details of any accompanying person along with their relationship to the guest (if applicable). |
| 13 | Date and Time of Arrival | Select the expected arrival date and time of the guest at the guest house. |
| 14 | Date and Time of Departure | Select the expected departure date and time of the guest. |
| 15 | Guest House Incharge Name | Auto-filled based on the selected Guest House Name for coordination purposes. |
| 16 | Guest House Incharge Mobile Number | Auto-filled contact number of the respective Guest House Incharge. |
| 17 | Guest House Incharge Email | Auto-filled email ID of the respective Guest House Incharge. |
| 18 | Room Type | Select the required room type as per availability and requirement. |
| 19 | Upload Document | Upload supporting document (approval letter / ID proof / official communication) at the time of request. |
| 20 | No. of Occupancy | Enter the total number of persons who will be staying in the room. |
| 21 | No. of Rooms Required | Specify the total number of rooms required for the booking. |
| 22 | Meal Included (Yes / No) | Select whether meal service is required during the stay. |
| 23 | Meal Preference | Specify meal preference (Veg / Non-Veg / Other) if Meal Included is selected as Yes. |
| 24 | Any Special Requirement | Mention any special arrangements or additional requirements (extra bed, early check-in, accessibility needs, etc.). |
View
Admin/Employee/User having administrative account can view the details by clicking on view icon available in front of every entry.
Update
Admin/Employee/User having administrative account can update/edit the details by clicking on edit icon or update button.
Cancel
Admin/Employee/User having administrative account can cancel the request by clicking on the cancel button, prompting you to cancel the request.
Submit
Admin/Employee/User having administrative account can finally submit details after adding/editing by clicking on the Submit button.
Once the Submit button clicked, No further changes can be made and admin approves the request, it can not be cancelled.
Approve
Only Admin(with guest_house_admin/guest_house_incharge role) can approve/reject/cancel the request by clicking on tick icon and allot the room number.
Check-In
Once the request is approved , the admin(with guest_house_admin/guest_house_incharge role) need to mark the guest status as Check-In and upload Reference document and visitor Id proof.
Check-Out
When the request status is Check-In the admin(with guest_house_admin/guest_house_incharge) need to change the status to Check-Out at the time of guest departure and record the departure date and time of the guest.
Extend Request (Before/After Check In)
A user can request to extend their stay in this section either before or after checking in. Only the admin can accept or reject the request.
Admin/Employee/User having administrative account can take the print of the request granted by clicking on the print icon.
Transport
The Transport Section enables employees and administrative users to request official transport services for organizational purposes. This module ensures proper vehicle allocation and efficient management of transport resources.
Employees can log in and submit a transport request by providing required details such as travel date, pickup and drop location, purpose of travel, duration, and number of passengers. Administrative users may also initiate transport requests on behalf of employees or departments when required.
Upon submission, the request is routed through the configured approval hierarchy. The Admin or transport manager reviews the request, checks vehicle availability, assigns a vehicle and driver (if approved), or rejects the request based on policy and availability.
This structured workflow ensures optimal utilization of transport resources, maintains transparency in vehicle allocation, and keeps proper records of official travel requests.
Workflow for Tranport Request
Request Transport
Employee/Admin/User having administrative account can request to book a transport facility by clicking on the “Request Transport” button present on the top right side of the portal and fill in the required details:-
Vehicle Booking Request Form
| S.No | Field Name | Description |
|---|---|---|
| 1 | Type of Vehicle | Select the type of vehicle required (e.g., Car, Bus, Van, etc.) based on availability and purpose of travel. |
| 2 | Sitting Capacity | Enter or select the required seating capacity as per the number of passengers. |
| 3 | Request For | Specify for whom the vehicle is being requested (Self / Guest / Official Work, etc.). |
| 4 | Guest / Person Name | Full name of the guest or person for whom the vehicle is requested. |
| 5 | Address | Complete address of the guest/person for reference and record purposes. |
| 6 | Contact No. | Valid mobile/contact number of the guest/person for coordination. |
| 7 | Departure (From) | Starting location from where the vehicle pickup is required. |
| 8 | Arrival (To) | Destination location where the vehicle needs to drop. |
| 9 | Reason for Request | Mention the purpose of vehicle booking (official visit, airport pickup, meeting, etc.). |
| 10 | Type of Account (Employee / Administrative) (Admin Login Only) | Visible only on Admin Login. Select whether the booking is under an Employee account or Administrative account. |
| 11 | Name of Person Incharge at University / Administrative Account (Admin Login Only) | Visible only on Admin Login. Select the responsible university official or administrative account handling the request. |
| 12 | Date From (Select from Calendar) | Select the start date of vehicle requirement from the calendar. |
| 13 | Date To (Select from Calendar) | Select the end date of vehicle requirement from the calendar. |
| 14 | Any Other Information | Provide any additional instructions or special requirements related to the booking. |
View
Admin/Employee/User having administrative account can view the details by clicking on view icon available in front of every entry.
Update
Admin/Employee/User having administrative account can update/edit the details by clicking on edit icon or update button.
Cancel
Admin/Employee/User having administrative account can cancel the request by clicking on the cancel button, prompting you to cancel the request.
Submit
Admin/Employee/User having administrative account can finally submit details after adding/editing by clicking on the Submit button.
Note: Once the Submit button is clicked, changes cannot be made and the admin approves the request, can not be cancelled.
Approve Transport Request
Only Admin(with transport_request_admin role) can approve/reject/cancel the request by clicking on tick icon and allot the transport requested.
Assign Vehicle
| S. No. | Field Name | Description |
|---|---|---|
| 1 | University Vehicle | Select Yes if the vehicle belongs to the university fleet, or No if it is an external/private vehicle. |
| 2 | Vehicle | Choose the vehicle from the available vehicle list based on availability and requirement. |
| 3 | Driver | Assign the driver associated with the selected vehicle. |
| 4 | Other Details | Enter any additional information such as remarks, special instructions, trip notes, or external vehicle details (if applicable). |
Admin/Employee/User having administrative account can take the print of the request granted by clicking on the print icon.
Email Logs
This section consists of four types of email logs namely:
Parking Request Email Logs
Conference Hall Request Email Logs
Guest House Request Email Logs
Transport Request Email Logs
Parking Request Email Logs
Admin(with parking_admin role) can view the email logs of parking request in this section.
Conference Hall Request Email Logs
Admin(with conference_hall_admin role) can view the email logs of conference hall request in this section.
Guest House Request Email Logs
Admin(with guest_house_admin role) can view the email logs of guest house request in this section.
Transport Request Email Logs
Admin(with transport_request_admin role) can view the email logs of transport request in this section.
Logs
This section consists of four types of logs namely:
Parking Request Logs
Conference Hall Request Logs
Guest House Request Logs
Transport Request Logs
Parking Request Logs
Admin(with parking_admin role) can view the logs of parking request in this section.
Conference Hall Request Logs
Admin(with conference_hall_admin role) can view the logs of conference hall request in this section.
Guest House Request Logs
Admin(with guest_house_admin role) can view the logs of guest house request in this section.
Transport Request Logs
Admin(with transport_request_admin role) can view the logs of transport request in this section.
Reports
This section consists of four types of reports namely:
Parking Request Report
Conference Hall Request Report
Guest House Request Report
Transport Request Report
Guest House Room Availability Report
Conference Hall Availability Report
Parking Request Report
-The Parking Admin(with parking_admin role) can generate the parking request report based on the following filters namely:
Employee Name
Organization Unit
Type of Account(Employee/Administrative)
Administrative Account
Vehicle Type(Two Wheeler/Three Wheeler/Four Wheeler/Heavy Vehicle)
Vehicle Registration Number
Allotted Parking Number
Status
Start Date
End Date
Submit(Yes/No)
We can generate the parking request report by clicking on the Search button.
We can export the parking request report in the form of CSV by clicking on CSV button.
We can copy the parking request report data by clicking on Copy button.
We can download the pdf of the parking request report by clicking on PDF button.
Conference Hall Request Report
-The Conference Hall Admin((with conference_hall_admin role)) can generate the conference hall request report based on the following filters namely:
Conference Coordinator’s Name
Name of Organising Department/ College/ Institute/ Centre
Type of Account(Employee/Administrative)
Administrative Account
Conference Level
Title of the Conference
Total No. of speakers and participants expected
Hall No
Status
Submit
Start Date
End Date
We can generate the conference hall request report by clicking on the Search button.
We can export the conference hall request report in the form of CSV by clicking on CSV button.
We can copy the conference hall request report data by clicking on Copy button.
We can download the pdf of the conference hall request report by clicking on PDF button.
Guest House Request Report
- The Guest House Admin(with guest_house_admin/guest_house_incharge role) can generate the guest house request report based on the following filters namely:
Employee Name
Organization Unit
Type of Account(Employee/Administrative)
Administrative Account
Nationality of the Guest
Mode of Payment
No of Rooms Required
Room No
Status
Submit
Date and Time of Arrival
Date and Time of Departure
We can generate the guest house request report by clicking on the Search button.
We can export the guest house request report in the form of CSV by clicking on CSV button.
We can copy the guest house request report data by clicking on Copy button.
We can download the pdf of the guest house request report by clicking on PDF button.
Transport Request Report
- The Transport Request Admin(with transport_request_admin role) can generate the transport request report based on the following filters namely:
Name of person in-charge at University
Organization Unit
Type of Account(Employee/Administrative)
Administrative Account
Vehicle Type
Sitting Capacity
Request For
University Vehicle
Date From
Date To
Status
Submit
We can generate the transport request report by clicking on the Search button.
We can export the transport request report in the form of CSV by clicking on CSV button.
We can copy the transport request report data by clicking on Copy button.
We can download the pdf of the transport request report by clicking on PDF button.
Guest House Availability Report
The Guest House Authority(with guest_house_admin/guest_house_incharge role) can generate the guest house availability report based on the following filters namely :
Guest House
From Date
To Date
On clicking Generate button we can view the rooms which are available in the selected guest house.
Available rooms are represented by green color and booked rooms are represented by red color.
If the booking date is not selected then the rooms are represented by white color.
On clicking the View All button on the rooms , you can view all the bookings of a particular room.
Conference Hall Availability Report
The Conference Hall Authority(with conference_hall_admin/conference_hall_incharge role) can generate the conference hall availability report based on the following filters namely :
From Date
To Date
On clicking Generate button we can view the halls which are available on that date.
Available halls are represented by green color and booked halls are represented by red colour
On clicking the View All button on the halls , you can view all the bookings of a particular hall.
Annexure
Role & Permission Structure
| Section | Role Name | Description |
|---|---|---|
| Parking | parking_admin | Can create a parking request on behalf of an employee and also has authority to approve or reject the request. |
| Parking | parking_verifier | Verifies parking request details such as slot availability, duration, and requester eligibility before forwarding it for approval. |
| Parking | parking_approver | Has final authority to approve or reject parking allocation requests after verification. |
| Parking | parking_view | Can view parking request workflow, status, reports, and overall process details but cannot perform any administrative actions. |
| Conference Hall | conference_hall_admin | Can create a conference hall booking request for employees and also approve or reject such requests. |
| Conference Hall | conference_hall_verifier | Reviews and verifies conference hall booking details including availability, schedule, and purpose before forwarding to the approver. |
| Conference Hall | conference_hall_approver | Provides final approval or rejection for conference hall booking requests. |
| Conference Hall | conference_hall_incharge | Can view and monitor conference hall availability and scheduling details but does not have approval authority unless assigned. |
| Conference Hall | conference_hall_view | Can view booking workflow, status tracking, reports, and scheduling overview but cannot take any administrative action. |
| Guest House | guest_house_admin | Can raise guest house booking requests on behalf of employees and also approve or reject them. |
| Guest House | guest_house_verifier | Verifies guest details, room availability, booking duration, and eligibility before forwarding the request for approval. |
| Guest House | guest_house_approver | Has final authority to approve or reject guest house booking requests. |
| Guest House | guest_house_incharge | Can view room availability and manage occupancy details but cannot approve requests unless given approval rights. |
| Guest House | guest_house_view | Can view booking workflow, occupancy reports, and overall process monitoring but cannot perform administrative actions. |
| Transport | transport_request_admin | Can create transport or vehicle requests on behalf of employees and also approve or reject them. |
| Transport | transport_verifier | Verifies transport request details including vehicle type, availability, route, dates, and purpose before forwarding for approval. |
| Transport | transport_approver | Grants final approval or rejection for transport or vehicle requests after verification is completed. |
| Transport | transport_view | Can view transport request workflow, vehicle utilization reports, and overall process status but cannot take administrative action. |
Technical Glossary — Essential Services Module
| Term | Technical Definition |
|---|---|
| Master Data | Configurable reference data stored in the system database and reused across module transactions. |
| Approval Hierarchy | Configurable multi-level workflow defining verification and approval sequence for requests. |
| Approval Hierarchy Master | Configuration entity used to define approval type, organization unit, verifier, approver, and status. |
| Verifier Role | Workflow role responsible for validating requests before approval. |
| Approver Role | Workflow role responsible for granting final authorization. |
| Essential Facility Usage Flag | Configuration setting that enables facility-wise approval workflow mapping. |
| Guest House Master | Configuration entity storing guest house metadata and operational details. |
| Conference Hall Master | Configuration entity storing conference hall details and incharge mapping. |
| Room Type | Classification entity referenced during guest house room configuration. |
| Payment Detail Configuration | System configuration that determines when payment information is captured in the booking process. |
| Tax Method Configuration | Billing configuration defining tax type, percentage, and applicability. |
| Expenditure Head Type | Financial classification used to map facility-related expenses. |
| Cancel Button Disable Time | Time-based configuration restricting cancellation action after a defined duration. |
| Disclaimer Configuration | UI configuration that displays alert or policy messages during service access. |
| Status Flag (ACTIVE/INACTIVE) | Logical indicator controlling availability of master records in system operations. |
Functional Glossary — Essential Services Module
| Term | Description |
|---|---|
| Master | Basic configuration data created by Admin and used in dropdowns and forms. |
| Submit / Publish | Action used to finalize configuration so it becomes available in the system. |
| Status (ACTIVE / INACTIVE) | Controls whether a configuration can be used in the module. |
| Guest House Master | Section where guest house details are configured. |
| Conference Hall Master | Section where conference hall details are configured. |
| Room Type | Category of rooms (AC, Non-AC, Deluxe, etc.) used while adding rooms. |
| Room Details | Information about individual guest house rooms including number, type, and amount. |
| Guest Type | Category of guest used for billing or policy configuration. |
| Guest House Incharge | Person responsible for managing guest house operations. |
| Hall Incharge | Person responsible for managing conference hall operations. |
| Payment Configuration | Setting that defines when payment must be collected. |
| Tax Method | Defines which tax is applied during billing. |
| Expenditure Head | Category used to track expenses. |
| Approval Hierarchy | Step-by-step approval process for facility requests. |
| Verifier | User who reviews a request before approval. |
| Approver | User who gives final approval. |
| Disclaimer / Alert Message | Message shown to users when accessing services. |
| Cancel Disable Time | Time limit after which booking cancellation is not allowed. |
| Uploads | Documents or images attached to facility records. |
FAQs — Essential Services Module
General
1. What is the Essential Services module used for?
The Essential Services module manages institutional facilities such as Guest House, Conference Hall, Parking, and Transport requests through a centralized workflow system.
2. Who can use the Essential Services module?
Employees, administrative account users, and administrators can use the module based on assigned roles and permissions.
3. Can an admin submit requests on behalf of employees?
Yes. Administrators can create and manage requests on behalf of employees or administrative account users.
4. What does ACTIVE and INACTIVE status mean in configurations?
ACTIVE records are available for use in workflows and dropdown selections, while INACTIVE records remain in the system but cannot be used for new transactions.
5. What happens after clicking the Submit button in a request?
After submission, the request enters the approval workflow and typically cannot be edited or cancelled.
Approval Workflow
6. What is Approval Hierarchy Configuration?
It defines the multi-level verification and approval workflow for facility requests.
7. Can approval hierarchy be disabled?
Yes. When disabled, requests can be processed without structured approvals.
8. Who is a Verifier?
A verifier reviews and validates request details before approval.
9. Who is an Approver?
An approver provides final authorization for a request.
Guest House
10. When can room details be added to a guest house?
Room details can be added only after the Guest House Master record is submitted (published).
11. Can guest house incharge be changed after publishing?
Yes, only the incharge details can be updated after publishing.
12. When is payment collected for guest house bookings?
Payment collection depends on the configured Payment Detail Configuration.
13. What is Guest Type-wise billing?
It allows billing to be calculated based on configured guest categories instead of standard room charges.
14. Do tax or payment configuration changes affect existing bookings?
No, configuration changes apply only to future bookings.
15. What happens during Check-In and Check-Out?
Check-In records guest arrival and uploads required documents, while Check-Out records departure details and completes the booking lifecycle.
Conference Hall
16. Why must hall types be created before adding conference halls?
Hall types are required during conference hall configuration and appear in dropdown selections.
17. Can a conference hall be edited after submission?
Core configuration cannot be edited after submission, but hall incharge details can be updated.
18. What happens if a conference hall is marked INACTIVE?
It will not appear in new booking requests but remains available in reports.
Parking
19. What information is required to request parking?
Vehicle type, registration number, account type, duration, and description are required.
20. Can parking requests be cancelled?
Yes, parking requests can be cancelled before approval.
Transport
21. Can transport requests include university vehicles?
Yes, administrators can assign university vehicles during request processing.
22. Who assigns vehicles and drivers in transport requests?
Only administrators can assign vehicles and drivers.
Reports and Logs
23. What reports are available in the module?
Reports are available for parking, conference hall, guest house, transport requests, and availability tracking.
24. What is the difference between Logs and Email Logs?
Logs track workflow actions and system changes, while Email Logs track system-generated email notifications.
25. What does the Availability Report show?
It shows the availability of guest house rooms and conference halls using visual indicators.
Workflow Diagrams
Activity Diagram
Use Case Diagram
