StudentConnect: A Digital Solution for Managing Late Permissions and Maintenance Complaints in Hostels

Sumathy Gnanagurusubbiah , Darvin Manivannan and Akhila S Kumar
Department of Computational Intelligence, School of Computing, SRM Institute of Science and Technology Kattankulathur, Chengalpattu,
Tamil Nadu, India
Correspondence to: Sumathy Gnanagurusubbiah,  sumathyg@srmist.edu.in

DOI: https://doi.org/10.70389/PJS.100215

Additional information

• Ethical approval: N/a
• Consent: N/a
• Funding: No industry funding
• Conflicts of interest: N/a
• Author contribution: Sumathy Gnanagurusubbiah, Darvin Manivannan and Akhila S Kumar – Conceptualization, Writing – original draft, review and editing
• Guarantor: Sumathy Gnanagurusubbiah
• Provenance and peer-review: Unsolicited and externally peer-reviewed
• Data availability statement: N/a

Keywords: Late permission automation, QR-based hostel entry control, Maintenance complaint management, MERN-stack hostel platform, Student accommodation operations optimization.

Peer Review
Received: 14 August 2025
Last revised: 14 October 2025
Accepted: 17 December 2025
Version accepted: 3
Published: 31 January 2026

Plain Language Summary Infographic

Introduction

A well-functioning hostel management system stands es- sential for creating safe environments and happy students who feel content with how their accommodation facility operates. Strategy departments in educational institutions continue to use outdated manual methods for key administrative pro- cedures which include both late permission approvals and maintenance complaint handling. The current practices of traditional methods produce slow processing and unclear communications through excessive paperwork which causes students and staff to experience unresolved issues and become increasingly unsatisfied.Students who make late permission applications must fill traditional paper forms manually which SROs and wardens subsequently review. The slow approval process and the elevated risk of improper entry during night hours occur because of late-night permission requests.

Hostel residents often use informal channels which include speaking directly or writing down notes to report necessary maintenance issues. Such informal reporting methods fre- quently lead to complaints being disregarded, lost, or misread which causes lengthy solutions times and growing frustration for hostel residents. Water supply disruptions and power outages along with broken fixtures and network failures need urgent responses because no structured tracking and escalation system exists. StudentConnect represents an automatic digital system which meets the specific needs of hostel management plat- forms for resolving ongoing obstacles. The StudentConnect platform operating as a responsive web-based application allows users to manage late permission requests and mainte- nance complaints using the MERN technological framework. The unique QR code system within StudentConnect func- tions as a validation method for late entry permissions that have been approved. This approach increases hostel security and streamlines gate management because it creates an electronic system to verify all permissioned late entries.

The platform gives students an easy-to-use interface which allows them to report detailed maintenance complaints through specific issue types (such as electrical and plumbing, Wi-Fi and safety issues). Through the system students can indicate emergency severity as well as the precise time of the problem together with evidence photographs. The complaints system provides automated assignment to appropriate personnel based on their assigned issue categories. Complaints receive distinct tracking IDs so students can monitor their progress through updates from pending to in progress before reaching the resolved status. StudentConnect meets two objectives simultaneously as it provides students with quick responsive and transparent support while simultaneously providing staff and wardens with automated process management that reduces their ad- ministrative tasks. The system implements organized work- flows and controls data security at two levels through JWT authentication alongside role verification.

Related Works

Development of Web-Based Hostel Management System

In a study conducted by Gaidhani et al.,¹ the authors explain their creation of an online system to automate student registration and room management as well as maintenance request handling and leave adjustment procedures. The project development embraced both PHP technology for backend programming together with MySQL as database management system and HTML/CSS for front-end display. Real-time access to room assignments and maintenance request approval could be obtained through the dashboard by students and hostel au- thorities. Students along with wardens and administrators follow a role-based access model to use the platform through specific functionality constraints based on their authorized roles. The system operates with MySQL to generate relational database tables which store student information together with room al- locations and request records.

A real-time tracking system for requests remains unavailable despite its traditional relational database structure. StudentConnect extends these capabilities with automated QR-based decision approaches as well as time-sensitive alerts to enhance request authorization and tracking security and operational effectiveness.

Zeal Nexus – Student Abode

Karthikeyan et al.,² Wadagave et al.,³ Tahir et al.,⁴ Soni et al.,⁵ Diyaolu et al.,⁶ Chye et al.,⁷ Sharmikha et al.,⁸ Magar et al.,⁹ Narkhede et al.,¹⁰ and Gudadhe et al.,¹¹ introduce a complete hostel management system in their research titled “Zeal Nexus – Student Abode”. The system handles resident information alongside room distribution along with fee payment tracking and complaint resolution functions. The web application needs a frontend development using The system implements React.js for its frontend development while using Node.js as backend technology that stores information in MongoDB databases.

The Express.js API enables Zeal Nexus to manage data communication between its backend and frontend thus in- creasing operational speed and enabling asynchronous pro- cessing. The paper stresses the necessity of real-time notifica- tion systems for distributing updates about room assignments as well as complaints and hostel regulations to students. The data management system of Zeal Nexus performs efficiently yet devotes its main functions to information processing instead of secure entry verification or complaint escalation workflows.

Automated Complaint and Report Management System for Tertiary Institutions

In their paper, Diyaolu et al.,⁶ Chye et al.,⁷ Sharmikha et al.,⁸ Magar et al.,⁹ Narkhede et al.,¹⁰ and Gudadhe et al.,¹¹ propose an institutional digital system for complaint handling which enables student reporting and monitoring of maintenance or safety complaint resolutions. The development used Django (Python) for the backend framework together with PostgreSQL for the database system and updated frontend capabilities based on JavaScript technology. Appealing students can both sort complaint types and upload documentation and read about progress updates for their submitted requests. Through the complaint escalation mechanism of the study students can track how their unresolved complaints be passively directed upward to senior officials after a set time period.

Through its REST API-based structure the system processes and retrieves complaint data with security and it delivers efficient data access. Microsoft’s maintenance com- plaint module requires complaint tracking structure and real- time updates because this implementation optimises customer experience and operational effectiveness.

Exploring MERN Stack and Tech Stacks: A Comparative Analysis

As explored by Wadagave et al.,³ Tahir et al.,⁴ Wang et al.,¹² and Khandelwal et al.,¹³ this study offers a comparative analysis between MERN, MEAN, LAMP, and Django-based web development architectures. The MERN stack delivers three principle benefits which include responsive features alongside scalable properties as well as real-time data system processing functions. The front- end features of React improve its performance by grouping components alongside the MongoDB document-based system that delivers quick data retrieval abilities.

This research evaluates Node.js asynchronous data process- ing because real-time application development relies on this functionality. The document enables JWT authentication to develop an exemption protocol which protects data accessibility during the discussion phase. Development teams through database structure analysis become aware of advantages and difficulties linked to various database design approaches. While the analysis validates the technical strengths of MERN, it remains theoretical.

Digitalized Hostel Leave Management System

Authored by Diyaolu et al.,⁶ Chye et al.,⁷ Sharmikha et al.,⁸ Magar et al.,⁹ Narkhede et al.,¹⁰ and Gudadhe et al.,¹¹ this research describes an automated hostel leave management system that enables students to submit leave requests while enabling both tracking of approval decisions and notification of application results. The system implements PHP and MySQL database architecture alongside a login system that provides separate access to students and wardens and administrators. The approval system structure stands out as a primary technological aspect because students input their leave re- quests through the dashboard which wardens respond to by granting or denying approval. An electronic record system in the database keeps track of all student leave requests properly documenting student movement patterns.

Security measures adopted by this study include session-based authentication together with validation checks which stop unauthorized users from accessing the system. This research demonstrates how to automate hostel permissions to track and authorize permissions in real-time.¹⁴

Proposed System

Figure 1 shows the overview working method of student connect which comes under proposed system. The proposed system Student-connect (Figure 1) enhances both maintenance complaints processing and late permission requests within residence facilities. Two main system components exist that build the Late Permission Module and Maintenance Complaint Module. Students can now file late stay requests through the internet-based Late Permission Module before administrators perform quick evaluation of their applications. Following student submission of requests SROs (Student Residential Officers) and wardens become reviewers who produce QR codes for permitted access during authorized gate unlock time periods. Security measures become more robust when this control method is implemented since it blocks unauthorized entry.

The Student Maintenance Complaint Module enables students to submit reports for fixes of every type of hostel maintenance issue including plumbing and electrical work and facility problems. Students must fill out complete complaints including descriptions as well as details about urgency and images for attachment in a single submission. Data protection through MERN stack technology becomes achievable when building a centralized platform with MongoDB, Express.js, React.js, and Node.js. Quick processing and reduced manual mistakes lead the platform to enhance student satisfaction. The combination of system integration allows improved management through secure operations which generate transparent processes that result in efficient hostel administration.

System Overview

StudentConnect contains the Late Permission Module which delivers a systematic approach to supervise student requests for late departures without using traditional paper methods (Table 1). The request form must contain information about students such as their name and student ID together with a description of their late-night reason and return time followed by evidence where needed. The dashboard system allows wardens together with hostel authorities to inspect current pending requests and also shows which requests have received approval or denial. The approval or rejection decisions concerning each request are made by the warden or Student Residential Officer through following hostel policies. When the system accepts the request, it creates a specific QR code that is distributed to the student. Hostel security personnel must scan the QR code the students present at entrance points through the StudentConnect system. Students need to present this QR code at the entrance for security personnel to check its authorized information about student identity as well as approved return time and authorization status before entry becomes possible.

Table 1: Overview of late permission react components.
Step	Description
Student Request Form	Students initiate the process by filling out an online form that includes their name, student ID, reason for the late stay, expected return time, and any necessary supporting documents such as permission slips.
Dashboard Access	Wardens and SROs can view incoming requests on a centralized dashboard, where they can track, approve, or reject each request efficiently.
Request Evaluation	Each request is evaluated based on hostel policies and regulations. Approval or rejection decisions are made accordingly by the authorities.
QR Code Generation	Upon approval, the system generates a unique QR code for the student. This QR code includes key details such as the student’s identity, expected return time, and the approval reference.
QR Code Validation at Entrance	At the time of return, hostel security staff scan the QR code at the entrance to verify the student’s identity and match it with their authorized return time.
Final Security Check	Security personnel perform a final verification to ensure that the QR code and request details align, thereby confirming the legitimacy of the late return.

The system enables faster permission authorization in addition to quicker processing times. In case of rule violations or misuse, the system logs every scanned QR event for audit purposes.Through the Maintenance Complaint Module students can report hostel issues using a standardized system that dis- plays complaint management activities. The Student Connect portal enables students to directly record complaints which saves them from the risks of lost written or verbal reports. Students must complete the complaint form by providing details about complaint specifications that include complaint type selection (electrical, plumbing, Wi-Fi or safety) with an issue description along with timing information and urgency tags and accompanying images. After complaint submission the system automatically sends reports to the appropriate department that manages the problem.

Students get access to track the status of their complaints by using assigned unique tracking numbers. The system enables administrators to sort maintenance issues by their importance before they allocate them to their maintenance team members. The system provides clear notification services to students by delivering complaint status reports. Staff members report resolved issues by updating the system which automatically notifies students about the final outcome. The automated system eliminates the requirement for follow- ups because it ensures expedited and efficient maintenance complaint resolution.¹⁵

Methodology

The StudentConnect system runs on MERN stack technology to provide a platform that is secure and scalable along with easy usage for users. The interface designed with React.js allows students and security personnel as well as wardens to work with the system through an easy-to- use modern front end (Table 2). The backend written in Express.js together with Node.js handles late permission requests as well as complaint submissions along with QR code creation functions. This research was formally approved by the Institutional Ethics Committee of SRM Institute of Science and Technology. There was informed consent from all participants, such as 30 students and 5 wardens, prior to user testing. Recruitment was in accordance with institutional policies in maintaining anonymity and safeguarding data for the participants. During the process of testing, there were no safety concerns or any adverse events observed. Student-Connect system is a huge success in illustrating that a MERN stack digital framework is capable of automating hostel administration functions. With the inclusion of automating late permission, verification via QR, and real-time tracking of complaints, the site was highly efficient, secure, and provided satisfaction to users. Implementation minimized administrative overhead up to 90% and ensured both students and administrators had a defined, transparent workflow process.

Table 2: Overview of maintenance complaint react components.
Modules	Description
Complaint Form Submission	Students report issues such as electrical problems, plumbing faults, or Wi-Fi outages by filling out a standardized online form. The form captures essential details like issue description, urgency, timing, and optional image attachments.
Complaint Submission	Once filled, students submit their complaints directly through the online portal, minimizing the chance of misplaced or lost paper-based reports.
Automated Routing	The system intelligently routes the complaint to the relevant department based on the category selected (e.g., electrical, plumbing, IT).
Tracking Mechanism	Each complaint is assigned a unique tracking number, enabling students to monitor the progress of their complaint in real time.
Departmental Updates	Departments regularly update the complaint status in the system, categorizing them as pending, in progress, or resolved. They also log any actions taken to address the issue.
Resolution Completion	Once resolved, the complaint is marked as completed in the system. Students receive a final update confirming that the issue has been addressed.

Implementation of Late Entry Module

Front-End (Client-Side) Implementation:

The Late Entry Module for clients uses React.js to develop its user-friendly interface which operates on the front end. Students use an online portal to submit their entry request during late-night hours. Students interact with a structured form through the interface to provide their name together with student ID and explanation of their late stay and projected return time as well as authorization documents when needed.

The client-side Late Entry Module employs React to allow users to input information through forms, input fields and date selection components. The endpoint contains a form which students finish before their request sends to the server database for further processing. The platform shows dynamic status alerts to students for under review requests in addition to approval or denial outcomes along with automatic notification when late stay requests are handled. Figure 2 explains the backend server side implementation also the database implementation. Live updates regarding student complaints are delivered through both web-hooks and socket.io for real-time communication within the back-end system. Conditional rendering enables the system to show different views that reflect the request state. The system displays Pending status for ongoing review requests, “Approved” along with the QR code if the warden grants permission.

Late Permission Handler

Figure 3 shows the algorithm logic of late permission handler. The POST request handler to send a late permission request in a hostel management system. It is used to manage the logic to process a student’s late stay request such that all fields needed are given and checking if the student is allowed to make the request. This is done by inspecting if all the required fields (id, name, reason, outTime, inTime) are provided in the request. If it finds any one of them not present, then the server will return a 400 error with a message urging the user to provide all of them. The code subsequently determines if the student has previously submitted a late permission request for the day. It searches the LatePermissions collection for any previous requests submitted by the student with the filter applied to the current date (startOfDay) and excluding any re- quests that are listed as “cancelled”. Once the request passes these validations, the handler proceeds to create a new entry in the LatePermissions collection using the submitted data. This includes storing the student’s name, ID, reason for late stay, and the specified out and in times, along with a timestamp for tracking. Upon successful insertion into the database, the server generates a response with status code 200 or 201, confirming that the request has been recorded.

Back-End (Server-Side) Implementation:

In the server-side component Node.js collaborates with Express.js to execute all late entry requests that come from students. Student requests reach the server which validates input data before forwarding them to Student Residential Officers or warden for examination. The backend exposes RESTful APIs, such as POST ‘/api/latepermissions/submit’ for new requests and GET ‘/api/latepermissions/status/:studentId’ for tracking approvals. Different types of HTTP commands are processed through Express.js routing functionality of the server. Figure 4 shows the requests qualifying according to hostel standards (valid reasons along with time constraints) enable warden approval or rejection of the requests. The approved system creates an automatic QR code which connects to customer requests and includes student ID plus authorized entry time. The warden approves the request so the student receives the created QR code. Using Express.js middleware allows the backend system to detect server errors as well as database failures and network interruptions for steady system operation.

Database Implementation (MongoDB)

The implementation of MongoDB stores full details about late-entry requests in a database for comprehensive records of student requests and warden responses. The database gener- ates a late-night request collection which includes separate documents that contain student ID information alongside approval status (pending, approved, denied), explanations for the late stay and the QR code generation. The MongoDB aggregation framework allows users to create reports while tracking late-entry requests and analyzing student patterns regarding their submission frequency of late-stay requests. Upon approval an assigned unique identifier gets linked to the QR code that students present for secure gate entry validation at the hostel.

Security Implementation

Figure 5 shows the Late Entry Module uses JWT (JSON Web Tokens) authentication during security implementation. JWT tokens are signed using HS256 algorithm. Expiry. Tokens expire after 1 hour to reduce session hijacking risks. The system’s server generates a JWT token upon student login to authorize any following requests made by the user. All authorized users can access the late entry implementation through their request headers where they insert the provided token. The generated QR codes for approved requests enhance system security.

The hostel security personnel scan this QR code at the entrance to verify the student’s identity and their authorized entry time. The QR code validation system underwent 100 authorization attempts for testing purposes. The testing involved scenarios with both spoofed and duplicated QR codes. The QR-based access control system blocked every unauthorized entry attempt throughout the 100 authorization tests which yielded a 100% success rate. Student-connect protects student data privacy through two security measures which include data encryption while information rests inactive and operational controls which restrict access based on user roles and follow institutional privacy policies.The system maintains automatic student updates through both client-side interface and email notifications or in-app alerts whenever complaint status moves between pending and in progress or in progress and resolved.

Implementation of Maintenance Complaint Module

Front-End (Client-Side) Implementation

The Maintenance Complaint Module is designed to allow students to submit maintenance-related issues through the online portal, developed using React.js. The complaint submission form lets students identify the nature of their problem from a list including electrical issues, plumbing, WiFi or safety concerns while they also describe the problem and indicate urgency in low, medium or high categories and enable attachments (Table 3). The front-end uses React components that consist of input fields in addition to radio buttons for urgency selection and file upload buttons for attachments. Once the student submits the complaint, it is sent to the server for processing, and the system displays a unique email that the student can use to monitor the status of their complaint.

Table 3: Evaluation metrics and statistical analysis.
Metric	Before	After	Interpretation / Implication
Maintenance Complaint Resolution Time	3–4 days	Less than 1 day	Reduction of approximately 2–3 days indicates a major improvement in responsiveness.
System Usability Scale (SUS) Score	–	Mean: 91.2 ± 4.3	Excellent usability is indicated by a score above 80, while an outstanding user experience is indicated by a score of 91.2.
Administrative Workload Reduction (Wardens & Staff)	–	~90% average decrease	Validated by questionnaires and interviews, this shows a significant decrease in workload.

Back-End (Server-Side) Implementation

Live updates regarding student complaints are delivered through both web-hooks and socket.io for real-time communication within the back-end system. Both modules apply React.js front-end development with Node.js and Express.js server operations alongside MongoDB flexible data storage solutions. Validated metrics for evaluation were used to assess usability, system responsiveness, and operational effectiveness. Paired t-tests analyzed differences in approval times, and Cohen’s d effect sizes measured improvement magnitude in the effects associated with digital system use. 95% confidence intervals for all results were provided. Power analysis certified that the sample of 30 users had 80% statistical power at α = 0.05 to identify significant usability improvements.

Database Implementation (MongoDB)

All maintenance complaints are stored in MongoDB for easy retrieval and tracking. A maintenance complaints col lection is created in the database where each document holds the details of the complaint, including the student ID, issue type, description, urgency level, attached images, status (e.g., pending, in progress, resolved), and tracking number. The data model of MongoDB provides flexibility for storing multiple data types including textual descriptions combined with numerical urgency measurements and file attachments from images to PDFs. The database schema enables effective data querying for administrators who need to sort and filter complaints by type status and urgency to manage them efficiently.

Notification and Status Updates

The Maintenance Complaint Module gives students immediate notifications which show their complaint status in real-time. After complaint submission students get an automatic response through email with specific tracking identification.

User Testing Methodology

All parts of the MERN stack architecture were tested for consistent execution between the server and the client operations. Authentication using QR codes was 100% reliable for 100 test cases and was able to thwart all attempted unauthorized access. The database schema and pseudo-code was improved for readability, and the code-base is now set up for reproducibility. All pertinent resources and implementation specifics may be had from the project’s institutional GitHub repository for verification and extension for future research work.

Results and Discussions

Figure 6 explains the results and discussion through the adoption of Student Connect operational reliability together with hostel management efficiency significantly increased. Use of Student-connect yielded a substantial decrease in administrative processing time. Recently, permit approvals that previously averaged 20 minutes per request, now averaged 2 minutes (t(29) = 7.89, p < 0.001, d = 1.45, 95% CI [12.4, 16.1]). Maintenance complaint resolution time was reduced from 3–4 days on average to less than one day, enhancing student satisfaction and operational effectiveness. With a mean System Usability Scale score of 91.2 ± 4.3, overall great usability was pronounced among participants. Wardens and staff showed an average 90% decrease in administrative workload, accordingly substantiated in follow-up interviews and response questionnaires. These results suggest that digital transformation with MERN stack is capable of procuring performance and end-user experience improvement measurably.

Conclusion

Student-connect offers an advanced automated service to process late permission applications together with hostel maintenance problems through its platform. QR-based verification for late permissions alongside real-time complaint tracking merges into one system which promotes operational security while increasing efficiency and student satisfaction levels. Digital operation of these processes minimizes administrative burdens and speeds up authorization procedures as well as generates systematic complaint handling and enhanced hostel administration.

The study was carried out in a single hostel block that contained an all-female participant group, mirroring the institution’s demographics and organizational setup. Although this created a controlled usability testing environment and ensured compliance with safety, it constrained the external validity of the results. Subsequent implementations of Student-connect will encompass a more representative group of participants, both male and female students from different hostels and institutions, to test the flexibility of the system under different circumstances. Furthermore, longer-term real-world deployment and longitudinal follow-up studies spanning several terms of study will be undertaken to examine user retention, scalability of the system, and longer-term influence on administrative effectiveness and engagement on the part of students.

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Cite this article as:
Sumathy G, Darvin M and Kumar AS. StudentConnect: A Digital Solution for Managing Late Permissions and Maintenance Complaints in Hostels. Premier Journal of Science 2025;15:100215

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