What if my 16-bed dorm has 20 beds in the system?

• We find mismatches during setup. • You can't even save the floorplan until bed numbers match reality.

We have mixed gender dorms – awkward?

• Flags gender-specific beds, warns during assignments. No more accidental co-ed drama.

Bed Management That Won't Make You Want to Burn the Dorm Down

(Confession: We've all pretended a bed was “under maintenance” to hide booking mistakes.)

Hostel Managers: Sound Familiar?

Manual updates are the enemy. If you're still hopping between Booking.com, Airbnb, and your website to update prices and beds, you're inviting chaos. Here's the fix real hostels swear by:

Triple-booked bunk 5 because your spreadsheet lied (again)
Lost beds vanish like socks during staff shift chaos
Found 4 "phantom beds" in your "fully booked" dorm at 2 AM

We created Hostel Mate to eliminate these bed management nightmares.

Reclaim your sanity with automated bed allocation, real-time dorm inventory, and staff-proof shift handovers.

Hostel staff efficiently managing check-ins with digital bed management system

How Hostel Mate Fixes Your Bed Circus

Live Bed Tetris Dashboard

Green: Paid and check-in done (Reservation status: Check-in Paid)
Blue: Paid but not checked in yet (Reservation status: Paid)
Grey: Reserved reservation not paid and not yet tried guest card (Reservation status: Reserved)
Purple: The guest has been moved from one hostel to another (Reservation status: Reserved)
Orange: The amount is temporarily held but not charged (Reservation status: Authorized)

Bed Mapping Made Brainless

Our visual hostel calendar turns bed allocation into color-coded simplicity:

Click-to-assign - Match bookings to bunks in 2 taps
Auto-flag conflicts before overbooking happens
Group blocks highlight adjacent bed clusters instantly

See real-time availability across dorms + lockers in one grid

Allocate 20 beds faster than making a dorm coffee.

Drag-and-drop bed reassignment in Hostel Mate interface

This PMS Actually Gets Hostel Life

"Our seasonal staff used to need 3 days of bed chart training. Now the color-coded dorm grids let anyone master allocations in 20 minutes. Even the festival interns can't mess it up."
- Tomas V., General Manager
Desert Oasis Hostel • Marrakech • 110 beds
"Group bookings were our nightmare. The auto-cluster tool now groups 12+ guests with matching lockers in 2 clicks. Our Google Reviews jumped from 4.1 to 4.8 stars in 6 months."
- Ingrid S., Operations Director
Castle Stays Hostel • Edinburgh • 90 beds
"I used to lose sleep over double-booked top bunks. Now our real-time bed trackercaught 14 booking conflicts just last week. Our night crew isn't muttering Spanish curses at reception anymore."
- Diego R., Operations Lead
WaveCatcher Hostel • Medellín • 120 beds
"We once triple-booked a 6-bed dorm during Oktoberfest. Now our automated bed locksblock overbookings before they happen. Last month, we boosted revenue by 22% by reselling those 'phantom beds' we used to lose in spreadsheets."
- Lena K., Night Manager
Alpine Backpackers • Munich • 80 beds
"Check-ins used to take 45 minutes during peak hours. With drag-free bed mapping, we now assign 30 beds in 8 minutes flat. Even our grumpiest workawayer can handle shift changes now."
- Raj P., Owner
Urban Pods Hostel • Singapore • 150 pods
"Lost $12k last year in empty 'sold out' dorms. The bunk occupancy heatmap showed us 9 hidden beds we didn't even know existed. Now we upsell those to surf groups!"
- Alyssa M., Front Desk Lead
Saltwater Hostel • Bali • 200 beds
"Our seasonal staff used to need 3 days of bed chart training. Now the color-coded dorm grids let anyone master allocations in 20 minutes. Even the festival interns can't mess it up."
- Tomas V., General Manager
Desert Oasis Hostel • Marrakech • 110 beds
"Group bookings were our nightmare. The auto-cluster tool now groups 12+ guests with matching lockers in 2 clicks. Our Google Reviews jumped from 4.1 to 4.8 stars in 6 months."
- Ingrid S., Operations Director
Castle Stays Hostel • Edinburgh • 90 beds
"I used to lose sleep over double-booked top bunks. Now our real-time bed trackercaught 14 booking conflicts just last week. Our night crew isn't muttering Spanish curses at reception anymore."
- Diego R., Operations Lead
WaveCatcher Hostel • Medellín • 120 beds
"We once triple-booked a 6-bed dorm during Oktoberfest. Now our automated bed locksblock overbookings before they happen. Last month, we boosted revenue by 22% by reselling those 'phantom beds' we used to lose in spreadsheets."
- Lena K., Night Manager
Alpine Backpackers • Munich • 80 beds

Frequently asked questions

We find mismatches during setup.
You can't even save the floorplan until bed numbers match reality.

Flags gender-specific beds, warns during assignments. No more accidental co-ed drama.