Schedule Demo
Please submit your information below and a SpaceBasic representative will reach out shortly.
Oops! Something went wrong while submitting the form.
Are you a hostel warden, admin, or PG owner struggling with a constant flood of complaints? Managing a busy student hostel or PG accommodation means dealing daily with issues like leaking taps, faulty Wi-Fi, noisy neighbours, meal problems and so on. Same is the case for the residents, as they have to keep on calling the wardens, write emails, and frantic messages to get things fixed. While dealing with all these, between the residents and fixing the issues the staff will have to struggle to keep the daily hostel operations run smoothly.
If this sounds familiar, you’re in the correct place. Manual complaint handling is time-consuming, inefficient, and frustrating for both staff and residents. But what if there was a way to simplify this process, where complaints can be logged within seconds, tracked in real time, and resolved faster, all without residents having to chase down wardens to remind them or ask for updates.
This is exactly what the SpaceBasic Complaint Management System offers, a powerful digital tool designed specifically to streamline complaint handling in university hostels and PG accommodations, improving resident satisfaction and hostel operational efficiency. Through this article we are trying to give you a clear picture of how SpaceBasic’s complaint management system can be helpful for your hostels or PGs in resolving the never ending complaints smoothly and efficiently, making it more organised, transparent, and effective.
Traditional manual complaint management methods are paper logs, verbal reports, or uncoordinated emails, which are prone to delays, miscommunication, and lost complaints. This leads to:
SpaceBasic automates and digitises complaint submission, tracking, and resolution, offering:
This digital transformation not only speeds up complaint resolution but also builds trust and improves the overall living experience.
SpaceBasic provides a mobile app and web portal where residents can report issues anytime, anywhere. The portal allows users to:
This ease of use encourages timely reporting and reduces the chances of complaints going unreported.
Tailor the system to your hostel’s needs by defining complaint categories and priority levels. For example:
This helps staff focus on critical issues first and allocate resources efficiently.
Configure the system to automatically assign complaints to the relevant maintenance teams, vendors, or staff members based on complaint type and location. This reduces manual intervention and speeds up response times.
The system auto-tags the complaint by type and location. For example, if it’s a water leak in Room 207, it’s logged under "Plumbing - Room 207".
The assigned team gets an instant notification and can accept or assign the task further based on roles and availability.
Once the problem is fixed, the staff member marks the complaint as "Resolved". Residents get notified instantly.
The resident has the final say, they review the resolution and mark the issue as "Closed" if satisfied. If not, they can reopen the complaint.
Once a complaint is submitted, SpaceBasic instantly logs it in the system and sends automated notifications to the relevant staff or vendors responsible for resolution. This eliminates delays caused by manual forwarding or missed messages.
It also facilitates residents to provide detailed descriptions and photos when submitting complaints for quicker diagnosis.
SpaceBasic allows you to assign complaints to specific team members or external service providers. You can monitor progress in real time, set deadlines, and receive updates on status changes.
SpaceBasic’s reporting tools help you analyse complaint patterns over time. For example, if you notice frequent plumbing issues in a particular block, you can plan preventive maintenance or upgrades.
Benefits:
Instead of waiting in queues or calling the warden, residents can simply open the SpaceBasic app, go to the Complaint tab, and raise a new ticket. They can:
The system logs the complaint instantly and assigns it to the relevant staff member, cutting down the time lost in manual reporting.
Every complaint goes through a defined workflow:
Residents and staff can view this status in real-time. No more guesswork. No more repeated calls.
SpaceBasic sends out automatic notifications at each stage of the complaint process via the app and email. This ensures that:
Every complaint can be assigned to a specific team member or department. If the issue isn’t resolved within a defined timeframe, it gets automatically escalated to higher authorities.
This escalation matrix ensures that no issue falls through the cracks and that accountability is built into the system.
For owners or managers, SpaceBasic provides real-time analytics such as:
This data-driven approach allows administrators to identify patterns, improve service quality, and allocate resources better.
Residents often feel frustrated when they don’t know the status of their complaints. SpaceBasic sends automated updates via app notifications or SMS, keeping residents informed from submission to resolution.
Benefits:
After a complaint is resolved, SpaceBasic can prompt residents to provide feedback on the service quality. This helps you gauge satisfaction levels and identify areas for improvement.
Benefits:
Wardens no longer have to track complaints manually. Everything is logged, tracked, and managed digitally.
With tags like “Urgent” or “High Priority,” wardens can resolve critical issues first, ensuring safety and comfort.
Forget physical complaint registers. All data is digital, time-stamped, and easily searchable.
Since all complaints are recorded and visible to multiple stakeholders, there’s no chance of duplicated efforts or missed updates.
Ensure everyone knows how to use the system effectively. Conduct training sessions for staff and provide easy-to-follow guides or videos for residents.
Define service level agreements (SLAs) for different complaint categories to manage expectations and improve accountability.
Use SpaceBasic’s analytics to hold periodic reviews, identify bottlenecks, and refine your processes continuously.
SpaceBasic’s UX is designed with students and young professionals in mind. It’s quick, modern, and easy to navigate.
Whether you run one PG or multiple hostels across cities, SpaceBasic adapts to your operations.
Recognised by HolonIQ, Forbes, NITI Aayog, and the GSV Cup 50, SpaceBasic is backed by a strong team and vision.
New features roll out every quarter, based on real customer feedback. Our support team is fully involved and available in providing any support required.
Managing complaints efficiently is crucial for maintaining a safe, comfortable, and happy living environment in hostels and PGs. SpaceBasic’s Complaint Management System offers a comprehensive, easy-to-use solution that digitises the entire complaint lifecycle, from submission to resolution and feedback.
By adopting SpaceBasic, you reduce administrative burden, improve response times, enhance communication, and gain valuable insights to continuously improve your hostel operations. This not only boosts resident satisfaction but also elevates your hostel’s reputation as a well-managed, resident-friendly facility.
Ready to streamline your complaint management and create a better living experience? SpaceBasic is the trusted partner you need to make it happen.
It is a digitally, centralised platform designed to simplify complaint handling in hostels and PGs, improving resident satisfaction and operational efficiency.
Yes, SpaceBasic provides real-time status updates at every stage; logged, assigned, in progress, resolved, and closed. Both residents and staff can view progress instantly.
Complaints are automatically categorised and assigned to the relevant staff or department based on type and urgency. Priority levels (such as high, medium, or low) help staff address critical issues first, ensuring timely resolutions
Madhavi Shankar is the CEO and Co-Founder of SpaceBasic, an award-winning SaaS platform transforming student hostel management and campus operations across India. Recognised by Forbes Asia’s 30 Under 30, Entrepreneur India, Australian Govt, Niti Ayog among other recognitions, she is a tech entrepreneur on a mission to digitise campus life for hostel students while making administration smarter and student experiences better.
.png)
