STUDENT APARTMENT MANAGEMENT SYSTEM

Submitted by:

Alojado, Roman
Cabana, Eleanor
Caga, Angelo Jay
Coronado, Rhiane Gracel
Murillo, Jelaine Joy
Noble, Karl Peter
Torres, Aljade
Yusop, Datu Ramzy

Submitted to:

Lovelove A. Mancera

ICT 05a

APPLICATIONS DEVELOPMENT AND EMERGING TECHNOLOGIES

BACHELOR OF SCIENCE IN INFORMATION SYSTEMS

DECEMBER 2025
 INTRODUCTION

Student apartments play an essential role in providing safe and affordable

housing for college students, yet many apartment operators continue to rely on manual

processes to manage daily operations. These traditional methods—such as handwritten

records, manual billing, and face-to-face transactions—often result in delayed

payments, disorganized documentation, and communication gaps between

administrators and tenants. As the number of tenants grows, these issues become more

difficult to manage, highlighting the need for a modern, digitized solution.

The Student Apartment Management System (SAMS) was conceptualized to address

these challenges by offering an integrated platform that automates apartment

operations and ensures organized, accurate, and efficient management. By utilizing

technology and cashless payment solutions, the system provides convenience for both

administrators and tenants, promotes transparency in financial transactions, and helps

maintain a secure and well-managed living environment. This documentation outlines

the foundational components of the system, including its overview, purpose, and defined

scope and limitations.

System Overview

The Student Apartment Management System (SAMS) is a comprehensive digital

platform designed to streamline the management of student apartment operations. It

integrates essential functionalities such as tenant account management, room

assignment, rent and utility billing, automated payment tracking, maintenance request

handling, and an AI-powered companion for basic inquiries.

SAMS uses a centralized database that stores all tenant and apartment-related

information, allowing administrators to easily monitor account statuses, update records,

and generate reports. Tenants can log in to view their room details, track their payment

history, submit maintenance concerns, and review apartment policies and terms. The

platform incorporates a cashless payment system integrated with GCash, giving tenants

a convenient and secure way to settle their monthly payments.

With its intuitive interface and secure backend processes, SAMS ensures accuracy,

enhances transparency, and reduces the administrative burden on apartment staff. The

system is designed to support real-time access, simplified workflows, and seamless

interaction between users, ultimately improving the overall management of student

housing.

Purpose

The main purpose of the Student Apartment Management System (SAMS) is to

simplify and modernize the management of student apartments by replacing

manual and paper-based procedures with a secure, automated, and user-friendly digital

platform. More specifically, SAMS aims to:

1.​ Digitize Tenant Information​

Provide an organized platform where tenant profiles, room assignments, and

occupancy records can be stored, updated, and accessed easily.

 2.​ Streamline Billing and Payments​

Automate rent and utility bill generation and track payment statuses through an

integrated cashless payment system to reduce delays and errors.

3.​ Enhance Transparency and Communication​

Allow tenants to view billing details, payment history, apartment terms, and

maintenance updates in real time.

4.​ Improve Administrative Efficiency​

Reduce manual workloads for administrators by providing automated tools for

reporting, record management, and monitoring system activity.

5.​ Ensure Security and Accuracy​

Implement secure authentication, encrypted data handling, and reliable system

processes to protect sensitive user information.

6.​ Support User Convenience​

Offer a fast, accessible, and intuitive platform that students can use anytime to

manage their apartment responsibilities.

Scope and Limitations

Scope

The SAMS project includes the design, development, and implementation of a

web-based system with the following features:

●​ Tenant Account Management​

Registration, login, viewing and updating personal details, and room assignment

tracking.

●​ Room and Occupancy Management​

Monitoring available rooms, assigning tenants, viewing occupancy status, and

handling move-in/move-out records.

●​ Billing and Payment System​

Automatic generation of rent and utility bills, viewing billing details, and tracking

payments made through GCash.

●​ Maintenance Request Module​

Submission of maintenance issues, notification updates, and tracking progress

until completion.

●​ AI Companion​

A built-in assistant to answer common questions, guide users, and improve

overall user support.

●​ Terms & Conditions and Policy Management​

Providing tenants with access to apartment rules, agreements, and updated

policies.

●​ Administrator Dashboard​

Tools for managing records, generating reports, viewing tenant statuses, and

monitoring system activity.

 ●​ Security Features​

Role-based access control, data validation, and secure authentication for

tenants and administrators.

Limitations

Despite its comprehensive functionality, SAMS has certain limitations:

●​ Single E-Wallet Integration​

Payments are currently limited to GCash; future expansion may include

PayMaya, bank transfers, or other digital wallets.

●​ Real-Time Payment Delays​

Payment confirmation relies on GCash’s response time and may experience

delays due to external system issues.

●​ AI Companion Limitations​

The AI assistant provides only general answers and cannot resolve highly

specific or technical concerns.

●​ Hardware & Technical Constraints​

Device issues, browser incompatibilities, or power interruptions are outside the

system’s control.

●​ Non-Automated Physical Processes​

Physical activities such as room inspections, repairs, and onsite verifications

must still be performed by apartment staff.

Statement of the Problem

Student apartment operations commonly rely on manual processes such as

handwritten records, physical logbooks, and traditional in-person payment collection.

These outdated practices often lead to various problems, including disorganized tenant

information, delayed rent payments, inaccurate billing, and poor communication

between administrators and tenants. As the number of boarders increases, these issues

become more frequent and harder to manage, resulting in inefficiency, inconsistency,

and lack of transparency.

Specifically, the current manual system struggles with the following issues:

1.​ Inaccurate and scattered tenant data due to handwritten or loosely stored

records.

2.​ Delayed rent and utility billing, often caused by manual computation and slow

distribution of notices.

3.​ No real-time payment tracking, making it difficult for administrators to monitor

who has paid or has remaining balances.

4.​ Time-consuming administrative tasks, such as record updates and report

generation.

5.​ Lack of centralized communication, resulting in missed announcements or

unclear policies.

6.​ Absence of cashless payment options, requiring tenants to pay personally and

increasing chances of discrepancies.

These problems highlight the need for an automated and centralized system to support

efficient apartment management.

Target Users

The Student Apartment Management System (SAMS) serves the following users:

1. Apartment Administrators / System Administrators

This includes both general administrators and finance/billing personnel.​

They are responsible for tenant records, room assignments, billing, payment monitoring,

maintenance concerns, and report generation. They need a centralized automated

system to streamline operations and ensure accurate, real-time information. Individuals

who oversee system maintenance, security, and user access. They ensure that the

system runs smoothly and remains secure.

2. Student Tenants

Residents who use the system to view their room details, billing statements, payment

history, maintenance requests, and apartment policies. They benefit from convenient

access, transparency, and cashless payment options.

Proposed Solution

The proposed solution is to develop a digital platform that simplifies and

modernizes student apartment management. The system will integrate all essential

apartment operations into one accessible and user-friendly web-based application. The
main goal of the system is to streamline processes by providing the following core

features:

1.​ Tenant Account Management​

A centralized module where administrators can manage tenant profiles, track

personal information, and monitor move-in/move-out records. Tenants can view

their account details anytime for transparency and convenience.

2.​ Room Assignment System​

A digital tool that enables administrators to assign, update, or transfer room

placements efficiently. The system will store room availability, occupancy status,

and tenant history for easy reference.

3.​ AI Companion​

An integrated AI assistant designed to support users by answering frequently

asked questions, guiding navigation, and providing quick information about

apartment policies and procedures.

4.​ Terms and Conditions Module​

A dedicated section where tenants can easily access apartment rules,

agreements, and guidelines. This ensures that all policies are clearly

communicated and readily available.

5.​ Rent Payment and Billing Management​

Automated generation of rent and utility bills to eliminate manual computation

errors. The system will provide updated billing statements, due dates, and

payment confirmations.​
 6.​ Cashless Payment Integration via GCash​

A secure digital payment method that allows tenants to settle their dues

conveniently. Integrating GCash ensures fast transactions, reduces the need for

in-person payment, and minimizes discrepancies in financial records.

7.​ Concerns & Maintenance Reports

It allows tenants to easily submit issues such as plumbing, electrical, internet, or

security problems. Users can upload photos or videos to clearly show the

concern, and communicate directly with the landlord or staff through the SAMS

platform for updates and quick resolution.

8.​ Secure Login and Role-Based Access Control​

Ensures that administrators and tenants access only the features appropriate to

their roles, ensuring security and data [Link] & Maintenance Rep

Overall, the proposed solution aims to replace manual, time-consuming processes with

a centralized, efficient, and secure system that benefits both administrators and

student tenants. By incorporating digital billing, streamlined room assignments,

accessible policies, and cashless payment options, the system enhances transparency,

reduces administrative workload, and improves the overall apartment management

experience.
 SYSTEM REQUIREMENTS

Functional Requirements

The functional requirements define the specific features and operations that the

Student Apartment Management System (SAMS) must perform. Based on the data

gathered from surveys, interviews, and process analysis, the system must include the

following functions:

1. Tenant Account Management

The system shall:

1.​ Allow administrators to create, update, and deactivate tenant accounts.

2.​ Store and manage tenant personal information, contact details, and emergency

contacts.

3.​ Record and update tenant move-in and move-out history.

4.​ Allow tenants to view their profiles, account information, and status.

2. Room Assignment System

The system shall:

1.​ Display all available rooms, their occupancy status, and related details.

2.​ Allow administrators to assign rooms to new tenants.

3.​ Support room transfer requests and update room assignments accordingly.

4.​ Maintain a record of historical room occupancy for each tenant.

3. AI Companion

The system shall:

1.​ Provide an AI assistant to answer frequently asked questions.

2.​ Assist users in navigating system features and functions.

3.​ Provide quick access to information on policies, procedures, and general

apartment guidelines.

4. Terms and Conditions Module

The system shall:

1.​ Display apartment rules, agreements, and guidelines in a dedicated section.

2.​ Allow tenants to read and acknowledge the terms and conditions before using

the system.

3.​ Allow administrators to update or modify the posted rules and guidelines.

5. Rent Payment and Billing Management

The system shall:

1.​ Automatically generate monthly rent and utility bills for each tenant.

2.​ Display billing statements, due dates, and payment history.

3.​ Notify tenants of upcoming due dates and unpaid bills.

4.​ Provide administrators with tools to track and manage billing records.

6. Cashless Payment Integration via GCash

The system shall:

1.​ Allow tenants to pay rent and utility bills through GCash.

2.​ Record all digital payments made through the integrated payment gateway.

3.​ Provide real-time confirmation of successful transactions.

4.​ Reduce manual processing by generating automated receipts.

7. Concerns & Maintenance Reports

The system shall:

●​ Allow tenants to submit reports for issues or concerns, including plumbing,

electrical problems, internet connectivity, security issues, and others.

●​ Enable users to upload supporting media such as photos or videos to clearly

show the problem for faster assessment and resolution.

●​ Provide direct communication between tenants and the landlord or designated

staff through the SAMS platform for updates and coordination.

8. Secure Login and Role-Based Access Control

The system shall:

1.​ Provide a secure login process for all users.

2.​ Allow administrators and tenants to access only the features permitted for their

roles.

3.​ Protect sensitive information through user authentication and authorization.

4.​ Log user activities for monitoring and security purposes.

Non-Functional Requirements

Non-functional requirements describe the quality standards and constraints that the

system must meet to ensure performance, safety, and user satisfaction. The SAMS

project identified the following:

1.​ Security

○​ The system must protect all tenant and administrator data through secure

authentication and encrypted storage.

○​ Only authorized users shall access sensitive data through role-based

access control.

2.​ Reliability

○​ The system must operate consistently without unexpected failures.

○​ The system must ensure data accuracy even during high usage.

3.​ Usability

○​ The user interface must be simple, intuitive, and easy to navigate for both

tenants and administrators.

○​ The system should provide clear instructions, icons, and prompts to guide

users.

4.​ Performance

○​ The system must load pages within reasonable time and handle multiple

users simultaneously.

○​ Payment processing and data retrieval must be responsive.

5.​ Scalability
 ○​ The system must be capable of adding new features in the future, such as

additional payment methods and enhanced modules.

6.​ Maintainability

○​ The system must be easy to update, fix, and enhance without disrupting

ongoing operations.

7.​ Compatibility

○​ The system must work smoothly on commonly used web browsers and

mobile devices.

Software and Hardware Requirements

To ensure proper development and deployment of the SAMS platform, the

following software and hardware resources are required:

Software Requirements

The Student Apartment Management System (SAMS) was developed using

modern web technologies and tools that support efficient and scalable system

development. The following software components are required:

1. Development Tools

●​ Laravel Framework (PHP)​

Used as the main backend framework for routing, controllers, models,

authentication, and system logic.

 ●​ Laragon​

Local development environment providing Apache/Nginx, MySQL, PHP, and

easy project setup.

●​ Composer​

Dependency manager for installing Laravel packages.

●​ [Link] & NPM​

Required for frontend asset compilation (Laravel Mix or Vite).

●​ VS Code / Any IDE​

For coding the backend and frontend of the system.

2. Database

●​ MySQL / MariaDB​

Database used to store all system data such as tenants, rooms, payments, bills,

and logs.

3. Web Technologies

●​ HTML, CSS, JavaScript​

For the frontend interface and layout designs.

●​ Bootstrap / Tailwind (optional)​

For responsive UI components.

●​ GCash API / Payment Gateway Integration​

For processing cashless payments.

4. Server Requirements (Deployment)

If deployed online, the following are needed:

●​ PHP 8.x

●​ Apache or Nginx server

●​ MySQL/MariaDB

●​ SSL certificate (for secure payments)

●​ Hosting with at least 1GB RAM and 10GB storage

Hardware Requirements

1. For Development

●​ Laptop or desktop with:

○​ At least 4GB RAM (8GB recommended)

○​ Dual-core processor or higher

○​ Minimum 10GB free disk space for local database, frameworks, and

server tools

○​ Stable internet for downloading dependencies and using payment APIs

2. For Deployment (Server Hosting)

●​ Cloud server or shared hosting with:

○​ 1–2 GB RAM

○​ 20GB storage

○​ PHP-compatible environment

○​ Database support (MySQL/MariaDB)

3. For End Users (Admins & Tenants)

●​ Smartphone, laptop, or desktop

●​ Updated web browser (Chrome, Firefox, Safari, Edge)

●​ Stable internet connection

SYSTEM DESIGN

Use Case Diagram

Figure 1. The diagram shows a comprehensive system where the Admin has control

over most core management and security functions, while the Tenant/Student is

primarily involved in operational tasks related to their occupancy, such as handling

maintenance issues and managing payments. The shared use cases are critical for the

day-to-day interaction and service delivery within the accommodation system.

DFD / System Flow

Level 0: Context Diagram

Figure 2.1. Level 0: Context Diagram

This diagram breaks down the single SAMS process from the Context Diagram (Level

0) into its main functional processes and shows how data flows between them, the

external entities, and the system's data stores.

Level 1: Decomposed DFD

Figure 2.2. Level 1: Decomposed DFD

This diagram is the highest-level view of the system, showing it as a single process and

illustrating the data flows between the system and the external entities that interact with

it.

ERD

Figure [Link]-Relationship Diagram (ERD)

Figure 3 is an Entity-Relationship Diagram (ERD) that models the data structure for a

Student Accommodation Management System (SAMS). It illustrates five key entities

and the relationships that define how the data within the system is [Link] ERD

serves as a blueprint for the SAMS database, showing that the system is centered

around the Tenant, who is linked to their Room, responsible for Billing, and generates
Maintenance Reports. The Administrator acts as the central management role,

handling both the financial (Billing) and operational (Maintenance Report) aspects of

the system.

System Architecture

Figure 4. System Architecture of SAMS

In Figure 4, The diagram illustrates a flow where Admins and Tenants access the

system through web or mobile interfaces. Their inputs are processed through specific

Management Modules (like Room Assignment or Billing). These modules rely on a

backend AI/LLM Service for processing data, while financial transactions are routed

externally to the GCash Payment Gateway.

DATABASE DESIGN

Database Schema

Figure 5. Database Schema Diagram

Figure 5 presents the Database Schema Diagram for the underlying data structure of

the Student Accommodation Management System (SAMS). This diagram models the
tables (entities) and the connections (relationships) that define how data is stored and

linked within the system.

Table Descriptions

Table Name Primary Attributes Description Relationships

Key (PK)

Tenant Tenant_I Name, Stores personal Occupies Room

D Contact_No and contact (1 to 1 or 1 to M,
., Email information for indicated by the
each line), can have
resident/student. Billing records (1
to M), and creates
Maintenance
Reports (1 to M).

Room Room_ID Room_Num Stores details Occupied by a

ber, about each Tenant (1 to 1 or
Capacity, physical room in M to 1, depending
Status the on room sharing
(Occupied/ accommodation. rules).
Available)

Billing Bill_ID Amount, Tracks financial Linked to Tenant

Status records (M to 1) and
(Paid/Unpai (invoices, accessed by
d), payments) owed Administrator (M
Due_Date, by tenants. to 1).
Status
(Paid/Unpai
d)
 Maintenanc Report_I Description, Records Created by
e Report D Submission maintenance Tenant (M to 1)
_Date, issues reported and handled by
Type, by tenants. Administrator (M
Status to 1).

Administrat Admin_I Name, Stores Handles

or D Email, Role information Maintenance
about the staff or Reports (1 to M)
system and accesses
administrators. Billing records (1
to M).

IMPLEMENTATION

Tools and Technologies Used

The development of the Student Apartment Management System (SAMS) was carried

out using modern and reliable tools to ensure efficiency, scalability, and ease of

deployment. The following tools and technologies were utilized:

●​ Laravel Framework (PHP) – Used as the main backend framework for

developing system logic, handling authentication, routing, and database

operations.​
 ●​ Laragon – A lightweight and powerful local development environment used to

host and run the Laravel project during development.​

●​ MySQL Database – Used as the relational database management system for

storing tenant records, room assignments, billing details, and system

transactions.​

●​ HTML, CSS, JavaScript – Utilized for designing the frontend interface, providing

responsive and user-friendly layouts.​

●​ Bootstrap / Tailwind (optional if used) – For styling and creating visually

structured pages.​

●​ GCash API Integration – Used for enabling cashless payments and processing

digital transactions.​

●​ GitHub (if applicable) – For project version control and collaborative

development.

Key Features / Modules

The core modules of SAMS were developed and implemented to streamline apartment

management operations. These include:

1. Tenant Account Management Module

Handles tenant registration, profile management, and viewing of personal information.

Administrators can update or deactivate accounts as needed.

2. Room Assignment Module

Allows administrators to assign rooms, update occupancy status, and manage transfer

requests. Includes real-time room availability monitoring.

3. AI Companion Module

Provides an integrated AI assistant that guides users, answers FAQs, and offers

support related to system navigation and apartment policies.

4. Terms and Conditions Module

Displays apartment rules and agreements that tenants can view anytime. Administrators

can update or modify content when necessary.

5. Billing and Rent Payment Module

Automatically generates monthly rent and utility bills. Tenants can view billing

statements, track payments, and receive notifications for due dates.

6. GCash Payment Integration Module

Supports secure cashless transactions through GCash. Ensures accurate payment

tracking and automatic receipt generation.

7. Maintenance Module
Allows tenants to report maintenance issues, upload supporting photos or videos, and

communicate directly with the landlord or staff for updates and resolution.

8. Secure Login and Role-Based Access Control Module

Ensures that only authorized users—administrators or tenants—can access specific

system features. Implements security, authentication, and user activity logging.

Sample Screenshots

This section showcases sample screenshots of the system to illustrate the user

interface and core functionalities. These may include:

 SECURITY

Authentication

The system uses a secure authentication process to verify user identities before

granting access. Users are required to log in using their registered email and password,

which are encrypted using Laravel’s hashing technology. Laravel’s session

management ensures that each login session is properly validated and protected.

Additional security measures such as input validation and login attempt limits help

prevent brute-force attacks and unauthorized access.

Authorization

Authorization is enforced through Role-Based Access Control (RBAC), ensuring

that each user can only access features and modules that match their role.

Administrators can manage tenant accounts, room assignments, billing, and

announcements, while tenants can only view their personal information, bills, payment

history, and system updates. Laravel middleware is used to restrict access to specific

routes and prevent users from bypassing permissions.

Data Protection

The system ensures strong protection of all sensitive data stored within the

Student Apartment Management System (SAMS). Personal information, billing records,

payment logs, and administrative data are securely stored in the MySQL database.

Laravel’s built-in security mechanisms guard against SQL injection, Cross-Site Scripting
(XSS), and Cross-Site Request Forgery (CSRF) attacks. Passwords are hashed using

industry-standard encryption to prevent unauthorized access. All payment transactions

handled through GCash follow secure digital payment protocols to maintain

confidentiality and accuracy.

CONCLUSION

Summary

The development of the Student Apartment Management System (SAMS) marks

a significant advancement in modernizing and streamlining apartment operations for

students and administrators. Throughout the project, the team identified key issues in

traditional management practices such as manual tenant profiling, inefficient billing

processes, difficulty in tracking payments, delayed communication, and the absence of

a unified digital platform. These challenges often resulted in inaccuracies,

time-consuming procedures, and limited transparency for both administrators and

tenants.

SAMS was designed as a comprehensive digital solution to address these limitations. It

integrates essential apartment management functions into a single, web-based platform

that is accessible, secure, and easy to use. The system provides centralized

management of tenant records, allowing administrators to efficiently handle personal

information, room assignments, move-in and move-out documentation, and account

monitoring. The automated billing and rent management module minimizes manual
computation errors by generating accurate and real-time statements, due dates, and

payment confirmations.

One of the system’s core strengths is the integration of cashless payment through

GCash, enabling tenants to settle their financial obligations quickly and conveniently.

This not only enhances efficiency but also reduces risks associated with cash handling

and manual logging. Additionally, the Concerns & Maintenance Reports feature that

allows tenants to report maintenance issues, upload supporting photos or videos, and

communicate directly with the landlord or staff for updates and resolution.

To further enhance user experience, SAMS includes an AI Companion that assists

users by providing instant responses to frequently asked questions, system navigation

guidance, and access to apartment policies. The Terms and Conditions module

reinforces transparency by ensuring that tenants can easily access all rules and

agreements governing their stay.

Security was prioritized throughout the system’s development. With role-based access

control, administrators and tenants access only the features intended for them,

ensuring privacy and preventing unauthorized system actions. Data encryption, secure

authentication, and proper session management contribute to the overall safety and

reliability of the platform.

Overall, SAMS successfully achieves its goal of offering a unified, automated, and

efficient apartment management system. The platform significantly improves operational

workflow, reduces human error, enhances financial accuracy, and provides tenants with
a more convenient and transparent living experience. Its modular design also makes it

adaptable for future upgrades, ensuring long-term relevance and usability.

Recommendations

To further enhance the functionality, usability, and long-term sustainability of SAMS, the

following recommendations are suggested:

1.​ Improve Mobile Responsiveness​

Optimize the interface for better use on smartphones and tablets, allowing

tenants and staff to access features more conveniently.

2.​ Add Real-Time Notifications​

Integrate push notifications or SMS alerts to inform tenants instantly about bills,

announcements, or room updates.

3.​ Expand AI Companion Capabilities​

Improve the AI assistant to handle more complex inquiries, guide tenants

through payments, and assist with troubleshooting common issues.

4.​ Implement Maintenance Request Tracking​

Add a module where tenants can submit repair requests, track progress, and

view updates from apartment staff.

5.​ Introduce Analytics and Reporting Tools​

Provide administrators with dashboards that show occupancy rates, payment

trends, and other operational insights.

6.​ Backup and Disaster Recovery Enhancements​

Implement automated cloud backups and redundancy systems to strengthen

data recovery and system uptime.

7.​ Third-Party Integrations​

Explore integration with other e-wallets, student portals, or university systems to

expand the platform’s capabilities.

8.​ User Training and Documentation​

Conduct regular orientations or tutorials for tenants and admins to ensure proper

usage and maximize the system’s potential.