Custom housing administration software for migrant workers
Appfront builds software that helps housing providers and labour agencies administer the accommodation of migrant workers: which resident is in which bed at which location, with a separate tenancy agreement, registration, inspections and occupancy per location against the standard. So that when an inspection comes, you can show what is there, rather than having to reconstruct it.
What is accommodation administration software?
A housing administration records which locations you have, how many rooms and beds each location has, who lives in which bed and when, and under which agreement. For each resident, the rental agreement is kept separate from the employment contract, along with registration with the municipality or the register for non-residents, and occupancy per location is visible against the norm you follow. Inspections, maintenance and complaints are tied to the location they belong to.
Without software, occupancy sits in a spreadsheet per location, agreements sit in a folder, and inspections sit in the inbox of the inspecting body. When a municipality asks who lives at an address, or a quality mark asks for occupancy per room, someone has to work it out. And when a resident changes jobs, it turns out that housing and wages were in the same system, and that the separation the law requires only existed on paper.
We build custom software because the rules and practice differ for every housing provider. A staffing agency with its own accommodation keeps different records from a provider who rents to several employers, and an agricultural business housing seasonal workers on its own site has yet another setup. Which standard you follow, how you recharge costs and who may view the records are your arrangements, and the software should follow them.
Resident per bed
Who lives where, since when, under which agreement and with which registration. Per bed, not per location.
Occupancy against the standard
Per location, occupancy against the number of beds and the floor area per person the standard requires, with an alert when a limit is exceeded.
Inspections and maintenance
Inspections, your own rounds and maintenance reports per location, with photos and the status of each item.
How we build your accommodation administration software
We start with your locations and the standard you follow, as that determines what the software needs to monitor. We then build the administration from resident through to inspection.
Which locations, how many rooms and beds, which norm and which municipal requirements apply. We pull occupancy from the spreadsheets and set it against reality.
Resident, bed, tenancy agreement, registration and period. With the separation between accommodation and employment built into the data model from the outset.
Occupancy per location against the standard, inspections with checklists and photos, and maintenance reports with an owner and a status.
Accommodation costs passed on to invoicing or payroll, kept separate and within the limits that apply. After that, we take over management of the software.
What accommodation administration software actually does
The components below come up with almost every housing provider. Which ones you need depends on your locations and on the standard you follow.
Locations, rooms and beds
Each location with rooms, beds, floor area and facilities, and the requirements that go with them under each standard.
Resident file
Personal details, tenancy agreement, registration, check-in and check-out dates and the history for each resident.
Occupancy and alerts
Occupancy per location and per room against the standard, with an alert before a limit is breached.
Inspections with checklists
Your own rounds and external inspections per location, with the items, photos and follow-up.
Maintenance and complaints
Reports per location with an owner, a deadline and a status, visible to the resident who raised them.
Separate recharging
Accommodation costs per resident passed on to invoicing or payroll, separate from wages and within the applicable limits.
Who we build accommodation administration software for
The software is intended for organisations that manage several locations and need to show, during an audit or inspection, that their records are in order.
Staffing agencies with their own accommodation
You place people with employers and house them yourselves. The separation between work and housing must be visible in the records.
Housing providers
You rent to several employers or staffing agencies and manage dozens of locations. Occupancy per location is central to your business.
Agricultural and logistics businesses
Seasonal accommodation on or near your own site, with peak periods in which occupancy changes every week.
Organisations with a quality mark
You are inspected periodically and want your administration in order before the inspector arrives, not after.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
The software is a web application with an app for the on-site manager, connected to your payroll or invoicing administration. If your concern is the notification obligation and registration of foreign staff, see our page on A1 and notification registration. For the wider operations of a staffing agency, there is staffing agency software, and you can read about our approach under software development.
For work on site, with check-in per bed and reports in the worker's own language, there is our app for migrant worker accommodation.
Why choose Appfront for your accommodation management software?
The housing of migrant workers is under supervision, and that supervision is becoming stricter. An administration that can keep up with it is not a burden but a condition for staying in the rental business.
Separation built in
Accommodation and employment are two agreements and two cash flows. We build that separation into the data model, so it does not depend on how someone fills in a form.
Occupancy against the standard, per day
Not a spreadsheet updated at the end of the month, but an occupancy record that is accurate per bed and per day and raises a signal before a limit is exceeded.
Ready for inspection
A municipality or certifying body gets an overview per location of residents, agreements and inspections, without anyone having to search for a week.
Security and privacy in accommodation management software
The administration holds residents' personal data, often including identity details for registration. We build with data minimisation: only what is needed for accommodation and for legal obligations, with a retention period for each data item and access by role. An employer sees only the residents who work for them, and a manager sees only their own locations.
Residents have a right to information in a language they understand. The software provides the rental agreement and house rules in the resident's language and records that and when they were provided. Every change to a file is logged with name and time.
Frequently asked questions about accommodation management software
Questions that landlords and staffing agencies ask before getting started.
It keeps track, per location, of which rooms and beds exist, who lives in which bed and when, under which rental agreement, how occupancy relates to the standard, and which inspections and maintenance reports are open for each location. That way, during an inspection you can show what is in place rather than having to reconstruct it.
The standard you follow. Many accommodation providers work to the standards of a certification scheme for flexible housing, alongside municipal requirements that differ by location. We record which requirements apply per location, such as beds and floor space per person, and the software monitors them. What the standard precisely requires remains a matter for you and the certifying body.
Because the law requires it: a migrant worker housed by their employer or agency has the right to a rental agreement of their own that is separate from their work. The software records both separately and keeps the recharging of housing costs apart from wages, within the limits that apply.
Yes. For each resident we record whether and when they are registered with the municipality or in the register for non-residents, and the software gives a signal if a registration is missing for a stay that requires one. The registration itself is done by the resident or by you on their behalf; the software keeps track of it.
Yes, with an app for checking residents in and out, the inspection round with checklist and photos, and reporting maintenance. The manager does not need to go to the office to keep occupancy accurate.
Yes, with their own role that shows only the residents who work for that employer, with the data the employer needs and no more. You decide what each employer can see.
Sometimes, and we'll say so. Custom development pays off when you need to serve multiple standards and municipalities, when the separation between housing and employment isn't clear-cut in the package, or when the on-site manager needs an app the package doesn't offer.
Is your accommodation demonstrably in order?
Tell us how many locations you manage and which standard you follow. We'll compare your current administration against the requirements and show what software would concretely deliver in your situation.