Help Guide

What the Dashboard shows

You land here every time you log in.

1. Four top cards: total rooms / vacant / occupied / overdue
2. “Revenue this month” (green) = money collected, “Outstanding bills” (red) = still unpaid
3. Below that: a “Financial Reports” card (net profit this month — Pro plan and up) and a “Repairs” card (pending requests) — tap either to see details
4. Quick Actions row: Add tenant / Record meters / Bill now / Vacant rooms — shortcuts to the most common tasks
5. Left menu has 8 items: Dashboard · Room Map · Rooms · Tenants · Meters · Monthly Billing ⭐ · Invoices · Settings
6. The “Bill this month” button (top-right) is a shortcut straight to billing

Start your free 60-day trial

1. Go to islanddorm.com and click “Start Free Trial”
2. Enter your name, phone, email and password (min 8 chars, letters + numbers)
3. Open the verification email, click confirm — you’re in

Set up your dorm — 7 steps

After verifying your email the wizard opens automatically.

1. Name your workspace (e.g. “Sukjai Residence”)
2. Dorm details: name, address, phone (shown on bills)
3. Add buildings and number of floors — floors are auto-created
4. Name the floors (editable, e.g. “Floor 1 – Shops”)
5. Add rooms: prefix, count and rent per floor (or Import CSV if you already have a list)
6. Set water & electricity rates (see next section)
7. Upload your logo (optional) — then you’re on the dashboard

Set per-unit water & electricity rates

1. Settings → “Utilities” tab
2. Enter water (THB/unit) and electricity (THB/unit) as you actually charge
3. Optionally set minimum charges (e.g. min water 50 THB/month) and a late fee (THB/day)
4. Click “Save” — applies to new bills only (never changes past bills)

How to set flat-rate water (fixed amount, no meter reading)

Many Thai dorms charge a flat water fee, e.g. 100 THB/room/month, with no water meter.

1. Settings → Utilities → under “Water billing method” choose “Flat rate”
2. Enter the flat amount per room/month (e.g. 100 THB) and save — the whole dorm switches instantly
3. Want one room different? Rooms menu → open that room → set its own water mode (metered / flat / included)

Tenant pays water/electricity directly to the utility company

Some dorms have tenants pay MEA/PWA bills themselves, not through the rent bill.

1. Settings → Utilities → set “Water billing method” or “Electricity billing method” to “Direct to utility”
2. Save — that room's bill drops the water/electricity line entirely (different from “Included in rent”, which folds the cost into the room price)

Add a recurring per-bill charge (e.g. common-area fee)

A fixed charge every room pays every month — common-area fee, cleaning, Wi-Fi.

1. Settings → Utilities → scroll to “Recurring charges (every bill)”
2. Click “Add charge”, name it, set the amount, and pick which building it applies to
3. It's added automatically to every room in that building at billing time — editable or removable per room during billing

Allow decimal amounts (e.g. 1,500.50)

Your rent or service fees end in satang, not whole baht.

1. Settings → “Appearance” tab
2. Turn on “Decimals for money”
3. Every money field now accepts decimals like 1,500.50

Add a tenant to a room

1. Tenants menu → “Add Tenant”
2. Step 1: name (required), phone, email, pick a room (only vacant ones show), move-in date, deposit
3. Step 2: record the water & electricity meter readings on move-in day (important — prevents a wrong first bill)
4. Step 3: review the summary and click “Save”

How to handle a foreign tenant

The tenant is a foreigner using a passport instead of a Thai ID card.

1. Add or edit the tenant as usual — the name field accepts English letters
2. Tick “Foreign tenant” — the “ID card number” field switches to accept a passport number instead
3. Fill in the tenant's address too — used when generating a lease contract or tax invoice

Record meters for the whole dorm

1. Meters menu → pick the month (defaults to current)
2. Choose a view: “Table” (fill many rooms fast) or “Walk” (one room at a time)
3. Enter the current water & electricity readings — last month’s reading is pre-filled and units are calculated automatically
4. Click “Save all”

Bill the whole dorm

1. “Monthly Billing ⭐” menu (or the “Bill this month” button on the dashboard)
2. Step 1: choose the billing month, click “Next”
3. Step 2: review/fill any missing meter readings — old & new are editable here
4. Step 3: review each room’s total (rent + water + electricity + extras), edit any field, then click “✓ Issue bills”

Send a bill to a tenant

1. Invoices menu → on that room’s bill click “Share” or “Copy message”
2. The system writes a message + pay link — send via LINE or SMS instantly
3. Or “Save image / Download PDF” to send the bill as a file

Record payment / approve a slip

The tenant has paid — cash, direct transfer, or a slip sent via the link.

1. Cash/direct transfer: Payments menu → “Record payment” → pick the bill (amount auto-filled) → choose method → save
2. Slip via link: a yellow “slips to review” banner shows on the dashboard → open the slip → “Confirm received” or “Reject”
3. On confirm, the bill flips to “Paid” automatically

View and chase overdue rooms

1. Check the “Overdue” card on the dashboard (tap to see the list)
2. The system lists every overdue bill with how many days late
3. Tap “Share/Copy” to resend a reminder + pay link via LINE/SMS

Check a tenant out

1. Tenants menu → open the tenant → “Move out”
2. The system pulls any unpaid bills — enter the deposit to return and any damage deductions
3. Confirm — the room becomes “vacant” automatically, ready for the next tenant

Take a repair request and close it out

1. Tenants open the repair link you share (no login) — they describe the issue and can attach a photo
2. The “Repairs” menu lists every pending request across all rooms, filterable by status or date range
3. Once fixed, click “Close”

Turn on VAT for your dorm

Your dorm/apartment business is registered for VAT with the Revenue Department.

1. Settings → “Property” tab → fill in the registered issuer name and your 13-digit tax ID in full
2. Scroll to the “VAT” card → select “VAT registered”
3. Enter your 5-digit branch code (leave blank for head office) and the VAT rate
4. Choose how VAT applies to rent: “All rent exempt from VAT” (default, applies to every room instantly, no per-room setup) or “Set exemptions per room” if some rooms' rent includes furniture/services that are VAT-able

View monthly P&L and export reports

1. Dashboard → “Financial Reports” card → open it
2. “Overview” tab: net profit = actual cash received (confirmed that month) minus expenses
3. “Expenses” tab: log costs like repairs, staff wages, common-area utilities — one-off or set as a recurring monthly expense
4. “Export” tab: download a P&L summary CSV, a “sales tax report” for filing PP.30 (VAT-registered dorms), and a custom date range up to 12 months

Publish a listing and see your property page

1. Settings → “Listings” tab → “Manage listings”
2. Click “New listing”, pick the room, add photos and price, then publish
3. Turn on “Auto-draft listings” ahead of time — the moment a room goes vacant, the system drafts a listing for you (it isn't published until you confirm)
4. Every dorm gets a “Property profile” — an automatic mini-website (islanddorm.com/p/…) that bundles all your live listings on one page — share that link with room-seekers

Invite a staff member

1. Settings → “Staff” tab (owner-only) → “Add staff”
2. Enter their name and email, then pick a role: “Manager” (almost full access, except managing staff and the subscription) or “Caretaker” (meters / payments / repairs only)
3. Click “Create invite link” and send it to them to join

Room Map (see the whole dorm at once)

1. The “Room Map” menu shows every room as a colour-coded tile
2. Green = vacant · Blue = occupied · Red = overdue · Grey = maintenance
3. Tap a room to see tenant details

Plans, renewal and data backup

1. Settings → Package: view your current plan and expiry
2. Click “Upgrade/Renew” → pick a plan → transfer → upload slip → activated within 1 business day
3. Download all your data as a ZIP any time for backup

How long is the free trial?

60 days with full Pro features. No credit card required.

How many rooms are supported?

By plan: Starter 40 rooms (฿299/mo), Pro 100 rooms (฿490/mo), Business 300 rooms (฿990/mo) — all plans bill unlimited rooms per batch.

Is my data lost when the plan expires?

No. It’s kept for 90 days after expiry — renew and continue immediately.

Does it work on mobile?

Any device with a browser, plus installable as an app (PWA) on iOS and Android.

Does it support VAT-registered dorms?

Yes, on every plan — turn on the VAT switch in Settings and the system auto-generates tax invoices and a sales tax report (for filing PP.30).

Can I add staff or helpers?

Yes, on every plan — invite two roles: Manager (near-full access) and Caretaker (meters/payments/repairs only).