PG and co-living management software
Bed-wise occupancy, automated rent and deposits, tenant KYC, and the daily operations — meals, laundry, housekeeping — that decide whether residents stay.
PG and co-living management software tracks inventory at bed level rather than unit level, automates rent collection and deposit handling for high tenant turnover, holds KYC and police verification records, and runs the food, laundry and housekeeping operations residents actually judge you on.
The hard parts of running a PG or co-living business
This is a hospitality business wearing a real-estate costume, and the operating tempo is what breaks systems built for apartments.
Bed-level occupancy changing every week
The unit of inventory is a bed, not a flat. A four-sharing room is four separate tenancies with four move-in dates, four notice periods and four deposits, and in a hundred-bed property something changes almost every week.
Property software that models a flat as the smallest unit cannot represent this, which is why most operators end up in a spreadsheet that only one person understands.
Rent, deposits and dues chased on WhatsApp
Rent is collected from individuals with varying start dates, so due dates are staggered across the month rather than falling on one day. Deposits are taken and refunded constantly. Part months at move-in and move-out need prorating.
Chasing this manually across a hundred residents on WhatsApp consumes a manager’s week and still produces a collection rate below where it should be.
Food, laundry and housekeeping complaints
Residents choose and leave a PG largely on the daily experience: whether the food is decent, whether the bathroom is cleaned, whether the laundry comes back. These generate the bulk of complaints and almost none of them are captured anywhere.
Without a record, an operator cannot tell whether complaints are rising, which property is worst, or whether the new cook improved anything — and in a business where churn is the main cost, that is the data that matters most.
How KeyMatrix runs a PG or co-living business end to end
Bed-level everything, and the daily operations treated as a first-class part of the system.
Bed and room-wise inventory
Inventory is modelled to the bed: each bed has a status, an occupant, a rate and a tenancy with its own dates. Occupancy, vacancy and revenue per bed are visible across properties in one view.
Pricing varies by sharing type, by room, and by whether the bed is air-conditioned or has an attached bathroom — all of which is configuration rather than a note in a spreadsheet.
Automated rent collection and deposits
Rent is billed per tenancy on its own cycle, with prorating for part months at both ends handled automatically. Payment links go out on each resident’s own schedule, autopay is available for those who want it, and reminders escalate without anyone sending them.
Deposits are held as liabilities against the tenancy and settled at move-out against dues and any damage, with the condition record attached — which is what makes deposit conversations short.
Tenant KYC and police verification tracking
Identity documents, employer or institution details, emergency contacts and police verification status are held against each tenancy, with expiry tracking where documents lapse. For operators this is a genuine compliance exposure and it is usually the least well maintained part of the operation.
The record is per person rather than per bed, so a resident moving between beds or between your properties carries their KYC with them.
Housekeeping and meal operations
Housekeeping runs on schedules with checklists per room and per floor, and completion is recorded. Meal service, laundry collection and other daily services are scheduled the same way, with resident feedback captured against each.
Complaints route by category with an owner and a deadline, and the resulting trend data is what tells an operator whether the food complaints are a cook problem, a property problem or a general one.
Features these teams use most
The same platform, but these are the parts this kind of operation leans on hardest.
Unit management
Inventory modelled to the bed rather than the flat, with a status, an occupant, a rate and a tenancy per bed — which is the thing apartment software cannot represent at all.
Online payments
Staggered due dates across the month, prorating at both ends of a stay, autopay for residents who want it, and reminders that escalate without a manager on WhatsApp.
Helpdesk
Food, laundry and housekeeping complaints captured with categories and owners, which turns the churn driver into a trend you can act on rather than a feeling.
Move-in and move-out
Weekly turnover handled as a process: dues checked before the move, deposit held as a liability, condition recorded at both ends, and access provisioned on arrival.
Why teams switch to KeyMatrix
Operators switch because the alternatives are apartment software that cannot represent a bed, or hospitality software that cannot represent a monthly tenancy with a deposit and a notice period. Co-living sits between the two and is poorly served by both.
The operational reason is churn. In a business where the main cost is turnover, the things that reduce it are consistent daily service and frictionless payment — and both of those are systems problems rather than effort problems.
The honest limit: KeyMatrix is not a booking-channel manager. If your business is substantially short-stay with online travel agency distribution, look at the short-term rental page instead, and if you run both models we should talk about where the boundary sits before you commit.
- Bed is the unit of inventory. Not the flat, which is where apartment software fails.
- Staggered cycles with prorating. Because move-ins do not land on the first.
- Daily service is measured. Which is what actually drives churn.
- Not a channel manager. Short-stay distribution is a different product.