Built only for student and long-stay accommodation

Run student and long-stay housing on one platform.

Money recovered automatically.

Digital leases, room audits with photo proof, QR-code issue reporting, automated work orders, cleaning schedules and cost tracking. Built for student and long-stay residences, from one building to a global portfolio.

Book a demo → See the platform

Calculate what you are writing off →

Runs student and long-stay residences across Europe & the UK 15,000 rooms live on the platform Built only for student and long-stay property
The numbers, on average

What operators see with Campus Pilot

Results vary by size, averages for 5,000–20,000 unit properties.

Biggest impact
+$2M
saved by recovering costs that were never invoiced back to students and long-stay residents
on average $500 per student, per year
+100 hrs
saved on housekeeping
per week
+3 hrs
saved across staff on communication
per day
+10%
profit on assets invoiced back
optional markup on recovered damages
+20%
student satisfaction
measured over the first year

Every euro of damage, invoiced back automatically.

Every asset in Campus Pilot carries its price and your markup. When something is damaged, missing, or requested as a paid extra, the charge is generated and pushed back to the student, with photo proof, at check-out.

Campus Pilot asset details screen showing the Pricing tab for a Coat Hangers asset, with price 28,6€, buying price 26€, tax and a 10% markup field, plus a PMS code for automatic billing.
Set a price and markup once, every charge after that is automatic.

See what you'd save: book a 20-min demo

Plug in your bed count and we'll walk you through the recovery and time savings, live on your own buildings.

Book a demo → See pricing
The problem

Student and long-stay housing operations aren't hotel operations.

Yet the tools available are built for hotels, or held together with spreadsheets. The pains stack up every week:

!
Paying for the wrong tool. Hotel PMSs charge for daily check-in machinery a student and long-stay residence never uses.
×
Running on spreadsheets. Leases, cleaning rotas and maintenance requests live in Google Sheets and SharePoint docs that never stay in sync.
×
Costs never recovered. Damages and missing items get absorbed because there is no workflow to cost and invoice them back to students and long-stay residents.
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Hours lost in chatter. Staff spend too much time on WhatsApp, email, paper and hallway conversations just to coordinate the day.
×
No building-wide visibility. Managers can't see what is happening across buildings, floors and clusters in real time.
×
Nothing built for student and long-stay operations. Every tool is either hotel software or a generic task app, never the full student and long-stay lifecycle.
The platform

Everything student and long-stay operations need. In one place.

Not a task tool. A full operating system for residences, connected to your PMS or your existing spreadsheets.

◔

Cleaning that plans itself

Monthly, weekly or bi-weekly cleans by floor, week, cluster or rate code. Schedules generate 30 days ahead and auto-allocate to cleaners each morning. One property runs its whole student and long-stay rota, floors 0-5, five set weeks a year, without touching a spreadsheet.

April · Floor 2Week 14
M
T
W
T
F
S
S
31
1
2
3
4
5
6
7
8
9
10
11
12
13
14
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Floor 2 · Week 14, auto-scheduled
✓

Check-in & check-out with photo proof

Residents complete a guided checklist themselves, every item linked to the unit's asset list. At check-out, damages are auto-costed, charged to the PMS deposit or routed for approval. No paper, no disputes months later.

📷
Kitchenette · cleanOK ✓
📷
Mattress · no marksOK ✓
📷
Desk lamp · brokenDamage, €45 · charged to deposit
▣

QR reporting, no app to download

A QR code in every room and communal area opens a simple web link. Broken microwave? Scan, report, see live status. Complaints become routed tasks and sync back to the guest profile.

Room 214 · MicrowaveReported 09:12
→
Routed to MaintenanceIn progress
✓
Fixed & photo-provedDone 11:44
⚙

Automated work orders

Rules route every task to the right person on shift, in their language, with priority, deadline and escalation. Failed audit items automatically create costed work orders.

!
Leak · Room 108High · SLA 2h
A
Assigned to AndreiAuto-routed
↑
Overdue → EscalateRule 07
≡

Reports that send themselves

End-of-day incident summaries, monthly check-out cost reports, the rooms with the most issues, the assets that keep failing, delivered automatically to the right people.

Weekly digestEvery Mon 08:00
Incidents by day · auto-sent
∞

Works with what you have

Direct PMS integration (like Mews) or plain Excel sync. Staff mobile app, digital logbook, lost & found, and tasks created via WhatsApp, all logged centrally.

Mews
⇄
Campus Pilot
⇄
Excel
Two-way sync · reservations & rooms
In your team's hands

The actual screens your staff and residents use.

Cleaner app · Room inspection

Cleaners see exactly what a finished room should look like.

Every zone has reference photos with numbered pins and a short checklist per photo, flowers, soap, pillows, plants, so nothing gets missed and any issue found on the spot becomes a maintenance ticket.

Room 214 · Inspection
Annotate Save
1
2
Bathroom 1
1
2
Living room
1
Pool area

1Bathroom 1

  • Fresh flowers on counter
  • Two soap bars, folded label
  • Scented candle, lit on request

2Living room

  • 3 pillows, angled 45°
  • Water the plant
  • Remote centred on table

3Pool area

  • Towels folded, 4 stacked
  • Water jug refilled
Cleaner app: reference photos, numbered pins, checklist per zone.
Student app · No download

Scan the QR in your room, and you're in.

Residents scan a QR sticker in their room, type their name and room number once, and land on a home screen with everything they need: cleaning preference, DND, issue reporting, residence info and a one-tap feedback row.

Campus Pilot student app home screen showing room details, cleaning preference, campus information, issue reporting and feedback.
The real thing: one screen for everything a student needs.
Student app · Issues in room

One tap to report what's broken.

Residents pick from common issue tiles or add their own. Every report becomes a routed task with the room, the reporter and a live status the resident can check anytime.

Campus Pilot student app Report Issues in Room screen with tap-to-report tiles for AC, TV, clogged sink and a chargeable Change towels request.
Issues in Room: tap a tile, task routed to the right team.
Check-out inspection · Cost recording

Damages costed and signed off before the student leaves.

Every issue found at check-out is priced against the asset list. Student and staff sign on the same screen, the PDF is sent automatically and the cost is charged to the deposit or invoiced with optional mark-up.

Campus Pilot check-out inspection comparing check-in condition photos against check-out, with a repair task automatically created and assigned to maintenance.
Campus Pilot check-out inspection summary showing total repair cost, student and checker digital signatures, and a Send PDF button.
Check-in condition vs check-out, damage costed and signed by both sides, then invoiced automatically.
The category

We fit the way you actually work.
No hotel PMS required.

If you already have a PMS, we connect live to it. Reservations, rooms and guest data flow straight into Campus Pilot, with no imports and no manual uploads.

See our integrations →

If you don't have a PMS, you don't need to buy one for us to work. Connect your reservations spreadsheet directly. We support Google Sheets and Excel, so your existing setup is enough.

SGoogle Sheets
XExcel
Reservations spreadsheet, connected live

Year-long student stays don't justify paying for hotel reservation machinery. You get the operations layer you need, audits, maintenance, cleaning, cost recovery, without another licence you won't use.

Hotel PMS
  • Priced for daily reservations and daily check-ins
  • Forces you to pay for rooms, rates and channel managers you don't need
  • Another licence on top of your existing tools
  • Not built for year-long student leases
Campus Pilot
  • Live integration with your PMS, or direct spreadsheet connection
  • Digital leases, audits, maintenance, cleaning, cost recovery
  • The operations layer, not another reservations system
  • Built for how student and long-stay property actually runs
Want a walkthrough with your own rooms and reservations?20 minutes, no slides, just the platform on your data.
Book a demo →
Student and long-stay lifecycle

STUDENT & LONG-STAY LIFECYCLE

One system, from the moment your resident checks in to the day they check out, every stage of the stay, connected.

1
Resident checks in
Arrival day, keys handed over, room assigned, everything logged from moment one.
2Optional
Lease agreement
Resident signs digitally; signed PDF sent to resident and admin automatically.
3
Check-in checklist (staff)
Live list of today's arrivals; each room walked through with photo-verified checks.
4Optional
Check-in checklist (resident)
Resident self-checks the room on their phone, agreeing to the initial condition.
5
Room issue reported
Resident scans the QR in their room, becomes a routed task with live status.
6
Common-area issue
QR codes in lounges, kitchens and laundry rooms route to the right team the same way.
7
Maintenance fixes
Auto-assigned to the right person on shift, with photo proof on completion.
8
Cleaners clean & report
Cleans auto-generated by floor, week and cluster; new issues logged on the spot.
9
Costs recorded
Every repair, damage and replacement costed against the room and asset.
10
Asset management
Every asset, bed, lamp, kettle, tracked per room; failures and replacements logged.
11
Check-out, compared
Check-out checklist shown side-by-side with the check-in list, differences priced automatically.
Ready to run your whole student and long-stay lifecycle on one platform?Live within a week, on your own buildings.
Book a demo →
Case study

How The Social Hub runs 15,000 hybrid rooms

Hybrid student and long-stay housing across Europe, with locations of 600–700+ rooms across multiple buildings, running on Campus Pilot with Mews.

89

89 cleaning rules

at a single property, every guest type, rate code and floor handled automatically

◔

Monthly student and long-stay cleans

scheduled by floor, week and cluster, staff know exactly which rooms, which day

↗

Demand-forecast staffing

peak cleaning days predicted ahead, so teams are never caught short

€

Millions of euros

recovered and protected across the portfolio through costed check-out damage tracking

Student and long-stay cleans by floor, week and cluster

Every floor gets its own rhythm, the platform knows which rooms, which day, which cleaner. No spreadsheet, no re-planning on Monday morning.

This week's cleans Other floors
0 1 Mon 2 Tue 3 Wed 4 5
“

Student and long-stay cleanings are auto-scheduled by building, floor and cluster across our 600+ room locations. Maintenance routes itself to the right worker. Labour is planned from forecast demand, not guesswork.

The Social Hub Hybrid student and long-stay housing · 15,000 rooms · running with Mews
Purpose-built for student and long-stay property Works offline Connects to your PMS or Excel
Common questions

Straight answers, before you book

Does it work without a PMS?
Yes. Campus Pilot syncs with plain Excel or Google Sheets, or integrates directly with PMS like Mews.
How long does setup take?
Live within a week with your own rooms and data. No IT project required.
Can residents report issues without downloading an app?
Yes. a QR code in each room opens a web link, no download needed.
Can it handle monthly student and long-stay cleaning rotas?
Yes. by floor, week, cluster or rate code, auto-scheduled and auto-allocated.
Can damages be charged back to students and long-stay residents?
Yes. costed at check-out with photo proof, charged to the PMS deposit or invoiced with optional mark-up.
Which properties is it for?
Purpose-built student and long-stay accommodation, university halls, hybrid student, long-stay and hotel, and coliving.

See it fly.✈

Bring your team to a live walkthrough. See exactly how Campus Pilot would run for your buildings, reservations and checklists, no paperwork required. Obviously.

Book a demo →