Residence Allocation (E-Housing)
| Document Title | “Residence Allocation (E-Housing)” |
|---|---|
| Document Number | EMS-001 |
| Version | 2.0 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | 13 February, 2026 |
Introduction
The Residence Allocation Module (E-Housing) is a user-friendly, scheme-centric online system that enables employees to apply for residential accommodations owned by the University/HEI. Once a housing scheme is made live, employees can submit applications by filling in basic details and selecting their preferences. They can also retain a copy of the application for future reference.
Features
The Residence Allocation Module (E-Housing) provides a transparent and efficient platform for managing university residential allotments. It enables configuration of housing schemes and residential inventories, allows employees to apply online based on eligibility and preferences, supports defined approval workflows, ensures fair allocation, and maintains complete records and reports for monitoring and future reference.
Accessing the Residence Allocation Module
Login as Admin User » Campus Services » Visit Residence Allocation Module
Dashboard
The E-Housing Dashboard provides users and administrators with a consolidated view of residence allocation activities, including application status, scheme details, allotment updates, and key housing information, enabling easy monitoring and quick access to relevant actions.
As an Admin
As an Employee
The dashboard is divided into three sections to provide a clear and organized view of key information and actions.
Residential Building (Estate Management)
Before starting with Residence Allocation Module (Ehousing) some configurations should be done in Estate module with Residential Buildings and Houses
This ensures that the building is a University residential building and is vacant, after which the building will be visible for the Scheme.
1: Go to the Estate Module. Add a new building. Mark the field “Is it the Residential Building” as “YES” and fill in all the required details.
To understand how to add building and related details, kindly refer to the Estate Management User Manual.
2: Add the floor details accordingly and then the house details.
3: To add the house details, the admin needs to configure “Type of Houses” in the “Settings” section.
Add House Type (Estate Management)
Estate Admin can add a house type by clicking on the “Add House Type” button present on the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name of the house type | Yes | — |
| Description | Brief description of the house type | No | — |
| Pay Level | Pay level of employees eligible for this house type | Yes | — |
| Status | Whether the house type is Active or Inactive | Yes | — |
Add House (Estate Management)
Estate Admin can add house details by clicking on the “Add House” button present on the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| House Type | Type of house (selected from Type of House in Settings) | Yes | Requires House Type configuration |
| House Number | Unique number/identifier of the house | Yes | — |
| Floor | Floor on which the house is located (selected from dropdown) | Yes | — |
| Remarks | Any remarks about the house | No | — |
| Description | Brief description of the house | No | — |
| Status | Whether the house is Occupied or Vacant | Yes | — |
| Visible | Whether the house is visible to E-Housing schemes (Yes/No) | Yes | — |
Note: If the admin marks the status of the house as Occupied, then it will not be visible for the E-Housing scheme.
E-Housing Schemes
In this section, the admin can add a housing scheme for vacant houses by creating a new session. To add a housing scheme, the admin needs to click on the “Add Housing Scheme” button and then fill in the required details.
Before adding E-housing schemes following settings should be configured
- Settings for House
Settings for House
Steps to configure
- Go to Settings
- Click on the Settings for House
- Click Add House Type
In this setting, the E-Housing Admin can create house types by defining the types of houses available in residential buildings and specifying the employee levels eligible for each house type. To create a house type, the admin can click the action button, select the “Type of House” option, and fill in the required details.
After submitting the details, the admin can view and update the information as required.
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name of the house type | Yes | — |
| Description | Brief description about the house type | No | — |
| Pay Level | Pay level of employees eligible for this house type | Yes | — |
| Status | Whether the house type is active or inactive | Yes | — |
Impact
- These house types are required later when allocating or creating a scheme.
The admin creates a new housing scheme by filling in all the required details for vacant house allocation.
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Scheme Name | Name for the housing scheme | Yes | — |
| Short Code | Short code/identifier for the scheme | Yes | — |
| Start Date | Start date from which the scheme is available for applications | Yes | — |
| End Date | End date until which the scheme remains open | Yes | — |
| Block(s) | Blocks containing residential buildings available under the scheme | Yes | Requires configured residential blocks in Estate Management |
| Building(s) | Buildings available within the selected block(s) | Yes | Requires Block(s) selection |
| House Type(s) | Types of houses available in the selected buildings | Yes | Requires Settings for House and Building(s) |
| House(s) | Specific houses available for allocation | Yes | Requires House Type(s) and Building(s) |
| House Preference Count | Maximum number of house preferences an employee can submit | Yes | — |
| Status | Whether the scheme is active or inactive | Yes | — |
Impact
- Only houses configured as Vacant in Estate Management and linked through this scheme will be available for employees to apply against.
- Proper configuration of scheme fields ensures that eligibility, preferences, and allocation workflows function correctly.
Once the admin publishes a housing scheme, it becomes visible in the employee’s account, allowing employees to apply for vacant houses under that scheme. The admin can also update the scheme or unpublish it after publication.
The admin can also view the number of applications received for upgradation, relocation, and fresh house allocation.
Applications for E-Housing
In this section, the admin can view the total number of applications and check how many employees have applied for houses under the housing schemes.
Apply for Scheme
Apply for Housing Scheme:
Employees whose payroll has been configured can apply for the scheme published by the admin by clicking on the ‘Apply’ button.
Registration
In this section, the admin can view all housing applications, check their status, see which employees have applied for houses, and take actions such as allocating a house, rejecting the application, or updating the application details.
Registration Form Declaration (Setting)
In this setting, the admin can add a declaration to provide important information to employees. Once added, the declaration will be displayed at the end of the application form for employees to review before submission.
Impact
- The declaration text configured here is shown with the Declaration field in the registration form.
- If no declaration is configured, employees will not see any declaration while submitting applications.
Before employees can submit applications, the following should be in place:
- Residential buildings and houses configured in Estate Management (marked as Vacant).
- At least one E-Housing Scheme published and active.
- Settings for House and Registration Form Declaration configured in the E-Housing module.
Employees can fill out the registration form by entering the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Application Type | Type of application (e.g., Fresh, Upgradation, Relocation) | Yes | — |
| Scheme | Name of the housing scheme published by the admin | Yes | Requires active E-Housing Scheme |
| Pay Level | Employee’s current pay level | Yes | — |
| Pay in Pay Matrix | Employee’s pay in the pay matrix | Yes | — |
| Preference for House | Ordered list of preferred houses under the scheme | Yes | Depends on houses configured in Scheme |
| Drawing Pay Matrix Date | Date from which the current pay in pay matrix is drawn | No | — |
| University Accommodation (Yes/No) | Indicates whether the employee already has university accommodation | Yes | — |
| Spouse University Accommodation (Yes/No) | Indicates if spouse has university accommodation | No | — |
| Spouse University Allottee Name | Name of spouse who is university allottee | No | Required if Spouse University Accommodation = Yes |
| Spouse University House Type | Type of house allotted to spouse | No | Required if Spouse University Accommodation = Yes |
| Spouse University Locality | Locality of spouse’s university accommodation | No | Required if Spouse University Accommodation = Yes |
| Spouse University Block | Block of spouse’s university accommodation | No | Required if Spouse University Accommodation = Yes |
| Spouse University House No | House number of spouse’s university accommodation | No | Required if Spouse University Accommodation = Yes |
| Spouse Government Accommodation (Yes/No) | Indicates if spouse has government accommodation | No | — |
| Spouse Government Name | Name of government organisation | No | Required if Spouse Government Accommodation = Yes |
| Spouse Government Allottee Name | Name of spouse as government allottee | No | Required if Spouse Government Accommodation = Yes |
| Spouse Government Allotment Address | Address of spouse’s government accommodation | No | Required if Spouse Government Accommodation = Yes |
| Spouse Government Allotment Date | Date of government house allotment | No | Required if Spouse Government Accommodation = Yes |
| Spouse Own Property (Yes/No) | Indicates if spouse owns residential property | No | — |
| Years of Service | Total completed years of service | Yes | — |
| Mobile | Employee’s primary mobile number | Yes | — |
| Alternative Mobile | Alternate contact number | No | — |
| Employee’s official/personal email ID | Yes | — | |
| Medical Ground | Details if applying on medical grounds | No | — |
| Photo | Recent photograph of the employee | Yes | — |
| Signature | Scanned signature of the employee | Yes | — |
| Address Proof | Document uploaded as proof of current address | Yes | — |
| Remarks | Any additional comments by the employee | No | — |
| Declaration | Confirmation of correctness and acceptance of terms | Yes | Uses text from Registration Form Declaration setting |
- After filling in the registration form, click on the Submit button. A prompt will appear to confirm submission.
Note: Once the form is submitted, no changes can be made.
- After clicking on the OK button, the application gets submitted. The employee can then print the form by clicking on the “Print PDF” button.
Impact
- Submitted applications become available to admins under the Registration section for scrutiny and allotment.
- Accurate and complete registration details directly influence eligibility checks, preference handling, and allotment decisions.
Print PDF
Once the application is submitted, the applicant can print the submitted form by clicking on the Print PDF button.
View Application Received
The admin can view the applications submitted for approval by going to the Registration section and clicking on the ‘View’ icon.
Filter Application
If the admin wants to view selected applications, this can be done by applying filters as required:
a) Pay Level b) Pay in Pay Matrix c) Scheme d) Years of Service
- Click on the Search button present at the bottom left of the filters displayed.
- The admin can reset the filters anytime by clicking on the Reset button.
- After filtering, the admin can view the details by clicking on the ‘View’ icon.
Allotment
The admin can allot a house to the employee by clicking on the Allotment button.
A prompt will appear asking for the following details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Employee Name | Name of the employee (auto-fetched from application) | Yes | — |
| Scheme | Name of the scheme (auto-fetched from application) | Yes | — |
| House Allotted | House allotted to the employee (selected from dropdown) | Yes | Must be Vacant in Estate |
| Allotted On | Date on which the house is allotted | Yes | — |
| Allotted Till | Date until which the house remains allotted | Yes | — |
| Allotment Letter | Uploaded allotment letter/document | No | — |
| Status | Whether the allotment is Pending or Processed | Yes | — |
As soon as the Save button is clicked, a message appears confirming that the house has been successfully allotted.
Print PDF
Once the house is allotted, the admin can also print the submitted/allotted form by clicking on the “Print PDF” button.
House Allotted
When the admin allocates the house to the employee, it must be confirmed by the applicant whether he/she wants to proceed with the allotment.
The employee must follow the procedure below to confirm the allotment:
1: The Employee must go to the Dashboard. 2: Click on the View button under the House Allotted section. 3: After viewing the details, click on the Confirm Allotment button. A prompt will appear to select the confirmation status. 4: Select the status as “Confirmed” (or “Rejected” if not required) and click on the Save button to confirm.
Housing Employee Records
In this section, the admin can view how many employees have been allocated houses, check whether employees have confirmed their allotments, and view or update the related applications.
In this section, the admin can allocate houses to existing employees in bulk by clicking the “Add Bulk Employee Record” button, downloading the Excel template, filling in the employee data, and uploading it to complete the bulk allocation process.
Annexure
Roles in Residence Allocation
To use the module, the Administrator or User Management System Admin must assign roles as follows:
| User Role | Description |
|---|---|
| ehousing_admin | Can add housing schemes for vacant houses and allocate houses to employees who apply under these schemes |
| ehousing_employee | Can submit applications for house allocation |
Workflow Diagrams
Activity Diagram
Use Case Diagram
External Resources
FAQ
Glossary
| Term | Definition |
|---|---|
| E-Housing | An online module used to manage residential house allocation for university employees. |
| Housing Scheme | A defined allocation cycle/session under which vacant houses are made available for application. |
| House Type | A category of residential unit defined based on eligibility criteria such as pay level. |
| Pay Level | The employee’s level in the pay matrix that determines eligibility for specific house types. |
| Pay Matrix | Structured salary framework used to determine employee compensation level. |
| Allotment | The process of assigning a specific house to an eligible employee. |
| Allotment Letter | Official document issued to confirm house allocation to an employee. |
| Registration | The process by which an employee submits an application for housing. |
| Estate Admin | User role responsible for managing residential buildings, house types, and house inventory. |
| Bulk Allocation | Feature that allows allocation of houses to multiple employees using an Excel upload template. |
| Declaration | A mandatory statement displayed to employees during application submission for acknowledgment. |
| Occupied Status | Indicates that a house is currently assigned and not available under any housing scheme. |
| Vacant Status | Indicates that a house is available for allocation under a housing scheme. |
| Confirmation | The action taken by the employee to accept or reject the allotted house. |