Cookie preferences
Essential cookies keep this site working. With your permission, we use cookies to recognise you when you return and to remember your activity history. External content such as Google services may also be loaded. You can withdraw your consent at any time.
Project
Dormitory Management System
An enterprise system that brings person, accounting, scholarship, human resources and process management together in a single system for an education organisation running hundreds of student dormitories, branches and education centres.
netYurt is an enterprise management system we developed for a long-established education organisation that runs hundreds of student dormitories, branches and education centres across Türkiye. From person and institution records to accounting, from scholarship and donation tracking to human resources, from process management to bulk communication, the organisation's entire operation is managed from a single system.
The system is a web-based, phone-friendly platform that runs with more than 15 main modules, hundreds of screens and tens of thousands of person records. Every list and report uses the same table framework; once users have learned one screen, they have learned the whole system. With features such as role-based authorisation, two-step verification, passwordless sign-in with Passkey and Report Studio, both the security side and the decision-support side are designed to match the scale of the organisation.
For decades the organisation had been running a growing dormitory network with separate programs, Excel files and e-mail traffic. Student records were kept in one place, instalment and donation tracking in another, and staff and leave transactions in a third. As the number of branches grew, the head office had started to receive three different answers from three different sources to the same question: “How many students do we have this term, how many of them owe money, and which dormitory is short of staff?”
The first goal was to bring this data together in a single source. We placed the person at the centre: students, staff, alumni, scholarship recipients, donors and tenants became different roles of the same person record rather than separate lists. We treated institutions the same way: dormitories, branches, education centres and suppliers were defined hierarchically under a single institution structure. Once these two backbones were in place, the accounting, scholarship, human resources, process management and communication modules were added on top of them, one after another.
The project grew with the organisation over the years. Each phase brought new requirements: staffing norm planning, evaluation forms, tracking of sacrificial animal (kurban) shares, dormitory internet access, a library and an alumni portal. Most recently, all list and report screens were moved to the new table framework, and two theme options and a new sign-in experience were put into service. Today the system is an integral part of the organisation's daily operations.
Tell us what you need; we'll set out the scope, integrations and roadmap in writing in the first meetings. Built around the way you work, without touching your ERP, accounting or banking systems.
The main screens and their highlights: on every image we magnify the area that matters most. Tap an image for details.
Several people use the same computer in the dormitories, so we built the new sign-in screen around that reality. Users sign in with their e-mail, ID number or username, pass human verification and, if they wish, type their password on the virtual keyboard as a safeguard against keyloggers. On an account with a Passkey, the device's own screen lock (PIN, etc.) is enough; no password is needed.
Each user manages their two-step verification methods from their own security settings: SMS, e-mail, Authenticator and Passkey. They turn each method on or off separately, or make one of them the default; the sign-in screen puts the default method first. The screen recommends keeping at least two methods enabled; when one is unavailable, the user signs in with another.
Users start the day from the console. On the left are shortcuts to the reports and lists they use most, along with the work groups and projects they are associated with; the Kanban board on the right gathers tasks in To Do, In Progress and Done columns. Adding tasks, creating subtasks and searching for tasks are on the same page too; users do not wander through menus to reach their work.
Students, staff, alumni, scholarship recipients and donors are not in separate lists but in the same person list; each person's category stands out with a badge. Users filter tens of thousands of records with the filter row under the headings, group them by dragging a column, and page through the results. The same table framework runs in every list in the system; whoever learns one list learns them all.
The top band of the person card brings together identity details, the institution the person belongs to, their position and badges showing their roles. The tabs below separate records, family information, forms, activities, files, leave, timesheets and roll calls. So as not to get lost among more than 40 fields, users type into the field search box and go straight to the information they need.
The dormitory capacity and placement report gives each dormitory's capacity, number of students placed and occupancy rate in a single table; a coloured bar immediately highlights low occupancy. With the filter drawer, users narrow the report by region, branch, education level and term. The footer row summarises total capacity and the overall occupancy rate on the same screen.
The screen lists account transactions by date, account and institution; each row shows the voucher, customer account, description, debit, credit and balance. Users enter collection, payment and transfer vouchers here with the New transaction button. The bottom strip shows cash, work advance and bank status in real time; the system exchanges transactions in both directions with the commercial accounting software.
The scholarship flow runs in four steps: scholarship request, approval, payment creation and payment list. The Approved Scholarship Recipients screen shows each student's education level, scholarship type, monthly amount, start date and status. Before creating the payment list, users check the bank details with the Verify IBAN button, then prepare the list with Create payment.
The work tracking screen lists tasks by title, work group, assignee, due date and status; the row colour shows at a glance whether a task is in progress, awaiting approval, completed or overdue. Users switch the same tasks to a Kanban or calendar view with one click. Subtasks progress under their parent task; the Expand all button opens them all at once.
The manager dashboard summarises the requests coming into process management on a single screen: total and active request counts, average closing time and rejection rate sit at the top. Below are the monthly trend of opened and closed requests, the status distribution, the most active units and the fastest approvers; managers see where the workload is concentrated without asking for a separate report.
The staffing norm report compares the staff each dormitory and unit should have with the current staffing, position by position. It shows a surplus in red, a shortfall in orange and full staffing in green; the head office sees in a single table which dormitories have a gap in deputy managers, security or cleaning staff, and plans the term accordingly.
The position hierarchy shows all position definitions, from the branch and central boards to the dormitory and education centre directorates, in a single organisation chart. Users open and close branches by clicking, act through the right-click menu, and reorder positions by dragging; they examine the chart with search, filters and full screen, and export it as an image.
On the bulk SMS screen, users select recipients by group, person, Excel file or a manually entered phone list; only one message goes to the same number. Ready-made templates such as payment reminders, scholarship approvals and meeting invitations speed up writing; the person's name is added at the start of the message, and the preview shows the final text before sending.
Evaluation forms consist of scored question sections; as the evaluator selects answers, the system calculates the score and shows the total at the top of the form. A comment can be written for each question; an authorised role adds its opinion without touching the answer or the score, even when the form is locked. At the end of the evaluation, the form concludes with an approval or rejection decision.
The stock item report lists, for every item in the dormitories such as cleaning and food supplies, the previous balance, incoming, outgoing and remaining quantity with unit price and amount; the footer row gives the totals. Users narrow the report by period, group, customer account and institution. Alongside the stock flow from product card to order, fixed assets are tracked with QR labels.
In the dormitory libraries, every book is recorded with its title, author, publisher, category and ISBN; the librarian finds a book by barcode, lends it and takes it back from the same screen. The list shows who has which book, with the date. The library runs in the same package as applications such as dormitory internet access and document control.
In Report Studio, an authorised user takes any table with its current filter and, by dragging fields, builds column, line, pie, pivot, KPI and gauge components. The dormitory occupancy dashboard on screen was prepared this way; reports are saved, versioned, shared by role, person or institution, and printed in A4 landscape layout.
The new interface supports the dark theme and the phone view from the ground up; users choose between the classic and the new theme as they wish. On a phone the menu collapses, panels stack vertically, tables scroll horizontally, and the bottom bar takes users to the console, people, reports, notifications and settings with a single tap; the dormitory report opens in the field too, with its filter and Excel tools.
Students, staff, alumni, scholarship recipients, donors and tenants on the same record; clean data with duplicate detection and merging tools.
Head office, region, branch, dormitory and unit in a single tree; contact, address, map and service information for each institution.
Role permissions per page, visibility per user; the same report shows everyone their own scope.
Column filters, grouping, column calculations, Excel/CSV export and saved views in every list; learn it once.
Charts, pivots, KPIs and dashboards from any table by drag and drop; save, version and share by role, person or institution.
Capacity, occupancy rate, student placement and term comparison per dormitory.
Cash, bank, customer account and instalment tracking; two-way transfer of vouchers, invoices and bank transactions with commercial accounting software.
Scholarship request, approval, payment creation and payment list flow; donation and share records, duplicate finder, donor list.
List / Kanban / Calendar views, subtasks, SLA badges, task inbox and manager dashboard.
Leave, timesheets, payroll, staff pay, staffing norm report and organisation chart (position hierarchy).
Scored question sections, automatic score calculation, authorised opinion, period keys and comparison reports.
Recipient selection by group, person or Excel, personalised bulk SMS, ready-made message templates and delivery reports.
Product card, stock voucher, request and order flow; QR-labelled fixed asset tracking.
Human verification, virtual keyboard, two-step verification by SMS / e-mail / Authenticator / Passkey, passwordless sign-in.
Classic and new interface on the same code; dark mode and phone view supported from the ground up.
News, pages, tenders and dormitory presentation pages; alumni portal user and content management from the same panel.
Library (ISBN/barcode, lending), dormitory internet access (automatic password), document control, projects and activity records.
Keep scrolling
Move between slides with the arrow keys or by swiping.
How we work
This project was run on the same four principles; yours will be too.
Scope, integrations and roadmap are written down and agreed in the first weeks; no surprises along the way.
ERP, accounting, banking, e-invoicing: whatever you run, we integrate on top of it and your data stays where it is.
Role-based access, two-factor authentication, data-protection compliance and a log of every action are built into the foundation, not bolted on later.
Maintenance, monitoring and new releases come from the team that built the project; someone who knows your system is always a call away.
netYurt
The sign-in screen protects the account even on computers shared in the dormitories: human verification and the virtual keyboard secure the sign-in, and a user with a Passkey signs in with the device's own screen lock (PIN, etc.) without typing a password.
The username field accepts an e-mail, an ID number or a username; everyone signs in with the information they have at hand. The eye icon in the password field shows or hides what is typed. If the user has chosen Passkey as the default method, the screen offers passwordless sign-in directly. Below the sign-in button is the human verification box, and at the bottom are the help and virtual keyboard links. Users can use the screen in a light or dark theme.
Several people sign in to the system from the same computer in the dormitories; password security and ease of use had to be achieved at the same time. The virtual keyboard reduces the risk of the password being picked up by keyloggers, and human verification checks that the sign-in comes from a real person. On an account that uses Passkey, the password never comes into play, so there is no password left to forget or share. In this way the organisation keeps the accounts of hundreds of users on the same security line without slowing their work.
On the verification methods screen, users choose for themselves how their account is protected with a second step: SMS, e-mail, Authenticator and Passkey sit in a single list, and each can be turned on, turned off or made the default separately.
At the top of the screen are the account security summary and the number of enabled methods. Below, each method has its own row: SMS sends a one-time code to the phone, e-mail sends a verification code to the address, the Authenticator app generates the code itself, and Passkey provides passwordless sign-in with the device's own screen lock (PIN, etc.). The registered phone number and e-mail address appear masked, and the Passkey row shows the number of registered devices. Users turn off a method they do not want, or delete it entirely.
A person who relies on a single phone-based method cannot reach their account when they lose the phone. That is why the warning in the bottom band of the screen recommends keeping at least two methods enabled; even if the phone is lost, the user signs in with the other method. Leaving the choice to the user lets everyone use the route that suits their own device and habits. The organisation, for its part, protects even sign-ins from the shared computers in the dormitories with a second step beyond the password.
The console is the user's daily workspace: shortcuts, the work groups and projects they are associated with, and the Kanban work board sit on a single page, so users reach their pending work and the screens they open often from the same place.
The My Links box gathers the reports and lists the user opens often; users add a new shortcut from the same box. Below it are the work groups and projects they are associated with. The work board on the right switches between list, Kanban and calendar views. The Kanban card shows the task's type, work group and assignee; users create a subtask from the card and add a new task from the bottom of the column. The column headings give the number of tasks in each status.
netYurt runs with more than 15 main modules and hundreds of screens; finding what they need every day in the menus takes users time. The console eases this burden for each person: everyone sees their own shortcuts, the work groups and projects they are associated with, and the task board is right beside them. A dormitory manager and a unit manager at the head office start the day with the same screen, but each finds their own work on it. A frequently opened report is one click away, a pending task one glance away.
The person list gathers all individuals of the organisation in a single table: students, staff, alumni, scholarship recipients and donors share the same record structure, and the shared table framework offers filtering, grouping and paging in the same way in every list.
The list opens with columns for registration number, full name, phone, e-mail, institution, category and status. The quick selections at the top separate staff, student or scholarship recipient records with one click. Users drag a column heading into the grouping area and manage columns, filters and column calculations from the panel on the right. The Excel button exports the list, and the Studio button takes the table into Report Studio for authorised users. The bottom bar gives the total and displayed record counts.
In the past the same person was recorded in different lists with different spellings; someone registered as a student appeared as a separate row in the scholarship recipient or staff list. The single person record ended this scatter: each individual has one record, roles are attached to it, and duplicate detection and merging tools keep the data clean. The shared table also makes learning easier; someone who uses the person list opens the dormitory report or the accounting transactions with the same habits.
Person details gather everything about an individual on a single card: the identity band and role badges are at the top, records, family, forms and timesheets sit in tabs, and field search takes users straight to the information they want.
On the left of the Information tab are the number of filled fields and the categories: personal, contact, education, institution and position, record and transaction, accounting, health and social, student, staff, bank and IBAN. When a user clicks a category, they see only those fields. The right side groups the fields under identity, contact, communication preference, address and education headings; the ID number appears masked. The Update, Record status and Actions buttons are in the top band, and the Print button is above the fields.
When the student record is kept in one place, instalments in another and leave transactions in a third, understanding a single person meant opening several files. The person card gathers this information in one record; a dormitory administrator and a head office staff member alike see the whole picture on the same screen. The badges make it clear that a person can be both staff and a student. Field search also removes the effort of scrolling through a card with more than 40 fields.
The dormitory capacity and placement report gathers each dormitory's capacity, placed students and occupancy rate on a single screen; the head office sees the whole network, while branch and regional managers see only the dormitories within their own scope.
The report lists each dormitory with its province, district, the region it belongs to, education level and type; capacity, placed students and occupancy columns sit side by side. The occupancy rate appears both as a percentage and as a coloured bar: a high rate is green, a medium rate yellow, a low rate red. From the filter drawer, users select branch, province, education level, type and term. The footer row totals capacity and placed students and gives the overall rate; users export the report to Excel with one click.
In the past, the head office got three different answers from three different sources to the question “How many students do we have this term?” Today the report is fed from a single source and gives a single answer. Institutions sit in a single tree stretching from the head office to the regions and from the branches to the dormitories; thanks to scope-based authorisation, the same report shows everyone their own area: the branch manager sees their own branch, the regional coordinator several branches, the head office the whole network. A dormitory whose occupancy drops also stands out immediately in the coloured bar.
The accounting screen gathers cash, bank, customer account and instalment work in a single flow: users follow transactions with their debit, credit and balance and enter a new voucher from the same screen; the system exchanges records in both directions with the commercial accounting software.
Users set the period, account and institution from the selectors at the top; the table lists that account's transactions with voucher, date, customer account, description, debit, credit, balance and debit account columns. The Instalment information tab keeps instalment tracking on the same screen. The New transaction button opens a collection, payment or transfer voucher without leaving the list. The bottom strip shows the selected account's income, expense and balance, and the general cash, work advances received and bank status in separate boxes.
Instalment and donation tracking used to be kept in a place separate from the student records; the head office got different answers from different sources to the question “how many owe money?” Today collection, payment and transfer are followed on the same screen, by institution and account. The bottom strip shows cash and bank status without waiting for a report. Because vouchers, invoices and bank transactions flow in both directions with the commercial accounting software, the accounting team does not enter the same record into two systems separately.
The scholarship and donation module manages the whole flow from a scholarship recipient's request to the payment list in one place; IBAN verification runs before payment, and donation, share and donor records are in the same module.
A scholarship request first goes for approval; the approved student moves to the Approved Scholarship Recipients list. The list shows education level, school, scholarship type, monthly amount, start date and status; a recipient awaiting payment stands out in the status column, and the label at the top indicates the payment period being worked on. The Verify IBAN button checks the bank details, and Create payment prepares the payment list for that period. Cancellation and withdrawal requests are approved in a separate queue.
IBAN verification surfaces a record with wrong bank details before the payment list is created; the problem is not carried over to payment day. Period-based payment lists, the bulk payment file and bank transaction matching keep the scholarship payment in the same system from start to finish. Because the scholarship type and amount can also be followed from the person card, the recipient's information sits in one place. Donation and share records, the donor list and the duplicate finder put the donation side in the same order.
Process and task management gathers inter-unit work in a single list: each task's assignee and due date are visible, status stands out by colour, subtasks attach to the parent task, and the manager sees the summary on the dashboard.
In the list view each row is a task: title, type, related work group, assignee, due date and status sit side by side. The row colour carries the status; yellow means in progress, blue awaiting approval, green completed, red overdue. The Expand all button opens the subtasks under the parent tasks. Users filter the columns, create a task with Add new and follow the same tasks in Kanban or calendar view with one click.
In the organisation, work circulates among the head office, branches and units; decisions, contracts, and lawsuit and document tracking also run in the same process module. The task list gathers this flow in one place: managers can tell from the row colour which work is under way, which is awaiting approval and which is late. The task inbox brings together the requests that fall to each user; the manager dashboard shows the total and active requests, the average closing time and the most active units.
The manager dashboard gathers the requests in process management on a single page as numbers, trends and distribution. The head office follows the course of the work, the closing speed and the units where the load is concentrated without having a separate report prepared.
The dashboard summarises the requests coming into process management, with unit and status information, on a single screen. The top strip contains total requests, active requests, average closing time and rejection rate. The monthly trend chart compares opened and closed requests, and the donut chart gives the share of approved, pending, in-progress and rejected requests. The bottom section ranks the most active units and the fastest approvers; the Detail links drill down into the details.
In the period when the organisation ran its work through separate files and e-mail traffic, the head office got different answers from different sources to the same question. The dashboard answers these questions from a single source: managers notice on the same screen that the closing time is getting longer or the rejection rate is rising, balance the load among units and step in promptly on work whose approval is held up. There is no need to compile tables separately before a meeting.
The staffing norm report compares the staffing each dormitory should have, by term and institution type, with the current staff. Staff shortfalls and surpluses appear in a single table, by position, distinguished by colour.
Users select the term, the institution type and the calculation basis; when registered students are taken as the basis, the report places each dormitory in a group according to its student range. For every position, from manager to dining hall staff, the difference between the current and the required headcount is written in a separate cell; positions are gathered under the administrative staff and support services headings. Including subcontracted staff, grouping by parent institution and the cost view are each switched on with a toggle.
The head office used to get different answers from different sources to the question of which dormitory has a staff shortfall. The staffing norm report gives this answer in a single table; missing positions feed directly into the recruitment plan, and surpluses into staffing rebalancing. The report opens with live data and, when needed, a snapshot is taken to store that day's table. The norm table and the staff list are downloaded as separate Excel files.
The position hierarchy turns the organisation's boards, directorates and position definitions into a clickable, draggable organisation chart. Which position reports to which unit, and the map of responsibility between units, can be read on a single screen.
The chart is made up of the positions in the human resources definitions. Branch and central boards, the dormitory directorate and the education centre directorate stand as separate branches; each branch opens into the positions beneath it, from manager to clerk, from teacher to security guard. A node with sub-positions carries a separate marker and opens and closes on click. The position search box and the filter take users quickly to the position they want in a large chart, and the pencil icon opens editing.
In a multi-layered structure of head office, region, branch, dormitory and unit, seeing in a single chart where each position reports makes it clear who holds responsibility. The same hierarchy is also used in process management as the map of responsibility between units. The chart is not redrawn in a separate drawing program; the order of positions changes by dragging, and an image of the current chart can be added directly to a presentation or correspondence.
The bulk SMS screen gathers recipient selection, message writing and sending on a single page. The organisation reaches dormitory managers, scholarship recipients or parents with a personalised message in a few steps, without sending a second message to the same number.
In the left panel, users select recipients in four ways: ready-made groups, people they search for and add, an Excel file filled in according to the template, or a bulk phone entry where they type one number per line. Counters show the people selected, the excluded records and the remaining total. While the message is being written, the middle panel counts the characters and the number of SMS; if the person name option is on, the preview shows the text the recipient will see. The message is sent immediately, scheduled for a later time or kept as a draft.
For a placement list announcement, a payment reminder or a meeting invitation, there is no longer any need to collect numbers from separate files. Because recipients come from the person and group records in the system, the list stays current; because only one message goes to the same number, no SMS is wasted. The name at the start of the message turns the announcement into a notice written to the individual. The delivery report, in turn, makes it possible to review what was sent afterwards.
Evaluation forms run performance and activity evaluations with scored questions. The score is calculated automatically from the answer; comments, the authorised opinion and the approval decision stay on the same form, and comparison across periods is done with reports.
The performance form on screen consists of the sections dormitory services and administrative management, education and culture activities, and volunteer work. Next to each question is the highest score it can receive. The evaluator selects the answer from a list; yes or present gets the full score, no or absent gets zero, and in single-choice questions the score is calculated proportionally. The top strip shows the number of answered questions and the total score, and the authorised opinion is entered as a separate row under the relevant question.
Because the system's rule calculates the score, the same answers give the same result in every dormitory, and calculation errors arising from manual totalling disappear. Because the authorised opinion does not change the answer or the score, the record of the evaluation is preserved, and the authorised person's note stays on the same form. Period keys and comparison reports place the results side by side across periods; management follows the progress without preparing a separate table.
Stock and asset management follows the consumables going to the dormitories in a single flow, from product card to order. The stock item report gives incoming, outgoing and balance with their amounts; fixed assets are tracked with QR labels.
The flow starts with the product card: each material is defined with its code, category and unit. Warehouse movements are processed with stock vouchers; the dormitories' needs arrive as institution requests and turn into order forms. The stock item report lists these movements by institution and product; users narrow the report by selecting the period, group, customer account and institution, take subtotals with column calculations, and export the result to Excel or turn it into a chart in Report Studio.
The head office follows each dormitory's material movements from the same table; because the balance appears together with its amount, consumption and cost can be read at the same time. The institution-based stock adequacy report also shows separately which item falls short in which dormitory. Because requests and orders progress in the same flow, a dormitory's need turns into an order without getting lost in correspondence. Fixed assets, too, are linked to their own records with QR labels.
The library application records the books in the dormitories by ISBN and barcode and runs lending and returns from the same list. The librarian sees at a glance which book is on the shelf and which is with whom.
A new book is entered with the Add book button; title, author, publisher, category and ISBN are kept in separate columns, and the ISBN query looks up a book by its number. The Print barcode button prints the labels of the selected books. The librarian scans the barcode or types the number in the search box, finds the book and gives it to a person with Lend; returns are taken from the same list. The Status column shows whether the book is registered or on loan, and the column next to it shows who has it and the date.
Because the books are registered in a single system, every dormitory's library is kept in the same order; users switch between libraries with the institution selector, and the book list is filtered and exported to Excel like the other tables. Because a book on loan stays in the list with the person and date information, there is no need for a separate ledger for tracking. The library runs in the same application package as dormitory internet access with automatic passwords, document control, projects and activity records, without requiring any extra installation.
Report Studio turns any table in the system into a dashboard with charts, pivots and KPIs, without waiting for a separate report screen. An authorised user builds the report themselves, saves it, versions it and shares it with the relevant role, person or institution.
After setting the filter in a list, the user presses the Studio button; the table arrives in the studio with its current filter, and its fields are separated into text and number in the data panel on the right. From the Create panel, the user chooses a column, bar, line, area, pie, pivot, KPI, gauge or text component, drags fields onto the axes and sets the sorting by value. Reports can also be built from ready-made data sources, without a table.
In an organisation each unit expects something different from a report: accounting wants a trial balance, human resources want timesheets, management wants a trend chart. Instead of writing a separate screen for each, Report Studio puts the report in the hands of the person who needs it. Versions keep the earlier states of the report, and sharing delivers the dashboard to the right people by role, person or institution. Scope authorisation applies here too; the same report shows each user only the branches within their own scope.
The new interface makes it possible to use the system just as comfortably in the dark theme and on a phone screen. The classic and new themes run on the same codebase; users choose the one they want, and reports open in the field too, from the browser, without any installation.
On a phone, the side menu retreats behind the hamburger button; the bottom bar gives direct access to the console, people, reports, notifications and settings. Panels stack vertically and wide tables scroll horizontally; the column, filter and column calculation tabs wait ready at the edge of the screen. The icon in the top bar switches between the light and dark appearance. The dormitory information report on screen opens on the phone too, with the desktop's filter, Excel and Studio tools.
Because hundreds of users could not stop their work, the new interface had to run alongside the old structure, on the same code. The classic theme was preserved, no module was rewritten, only the theme layer changed; the transition went ahead on the live system without interruption and in stages. Users can stay in the theme they are used to or switch to the new one. With the phone view, reports open in the field too, and nothing needs to be installed beyond the browser.
