Online applications
Mobile-friendly forms with document uploads, guarantor details, preferences and status updates for every applicant.
Student accommodation software: applications & rooms
Student accommodation: applications to keys without the spreadsheet. Rooms allocated, rent collected.
Applications land in three inboxes, allocations live in a spreadsheet only one person understands, rent gets chased by hand and move-in day is 300 students and their parents queueing for keys. We build application, allocation, rent and maintenance systems for student accommodation providers that all talk to each other, then we host them and look after them.
Looking for student accommodation management software that handles the whole year?
Student housing runs on intakes. Semester one, semester two, summer stays and a steady trickle of mid-year arrivals, each with applications, preferences, offers, contracts, deposits and keys. Then there's the rest of the year: rent, repairs, parcels, guests, incidents and parents who want to know everything. Most providers juggle it with a booking form, a shared inbox, a giant spreadsheet and whoever's on reception.
Wollopit builds custom student accommodation software around how your residence actually runs. Students apply and pay online. Rooms get allocated against real preferences in an afternoon instead of a fortnight. Rent bills itself, repairs get tracked to done and move-in day runs on time slots. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from student accommodation providers
Does your student accommodation provider have these problems? Here's how we'd fix them.
Most student accommodation teams we talk to genuinely care about their residents. They're just doing it with a spreadsheet, a shared inbox and a lot of late nights before O-Week.
- The problemApplications by emailForms, enrolment letters, guarantor details and ID copies arrive as attachments across three inboxes. Comparing two applicants means opening ten files.How we fix itOne online application with uploads, guarantor details and status tracking. Every applicant on one screen, sortable and searchable.
- The problemAllocations in a spreadsheetQuiet floors, roommate requests, accessibility needs and room types juggled in Excel by one person over a fortnight.How we fix itAn allocation board that matches students to rooms by preference, rules and budget. Drag to adjust, then publish offers in one go.
- The problemOffers nobody acceptsOffers go out, half the students go quiet and rooms sit held while the waitlist gets nervous.How we fix itOffers with an expiry, online acceptance, deposit payment and auto-reminders. Lapsed offers roll to the next person on the waitlist.
- The problemContracts on paperAgreements printed, signed, scanned and filed. Somebody always signed the wrong version.How we fix itResidency agreements generated from the right template and signed online with DocuSign or a built-in signature.
- The problemRent chased every weekFailed direct debits, students paying the wrong amount and a spreadsheet of who's behind.How we fix itAutomatic rent billing on weekly, fortnightly or semester plans, card and direct debit retries and arrears reminders that send themselves.
- The problemRepairs lost in the inboxA dripping tap reported by email, a broken heater mentioned to an RA and nobody knows what's been fixed.How we fix itMaintenance requests from a phone with photos, priority and room access consent, tracked from logged to done.
- The problemMove-in day carnageEveryone turns up Sunday at 10am. The lift's jammed, keys are in envelopes and parents are double-parked out the front.How we fix itBooked move-in time slots, pre-arrival checklists, key and card handover logs and a live arrivals board for staff.
- The problemMove-out disputesNo photos from move-in, so every scuffed wall becomes an argument about the deposit.How we fix itDigital condition reports at move-in and move-out with photos, student sign-off and charges worked out from the difference.
- The problemParents on the phoneThe same questions about parking, laundry, Wi-Fi and payment dates, every day of January and February.How we fix itA parent and student info hub with guides, FAQs and payment details, plus emails that answer the question before it's asked.
- The problemMid-semester gapsA student drops out in week four and the room sits empty because the waitlist lives in someone's notebook.How we fix itA live vacancy view and waitlist so a room can be offered, accepted and paid for within a day.
- The problemParcels pile up at receptionBoxes stacked behind the desk and students wandering in asking if anything came.How we fix itParcel logging with a quick scan, automatic pickup notifications and a signature on collection.
02What we build
Solutions
What we build for student accommodation providers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Room allocation board
Rooms, floors and buildings on one board, matched by preference, roommate requests, accessibility and budget.
Offers & waitlists
Timed offers, online acceptance, deposits and a waitlist that fills lapsed offers and vacancies automatically.
Residency agreements
Contracts from the right template for each room type and stay length, signed online and stored against the student.
Rent billing
Recurring rent on weekly, fortnightly or semester plans with card and direct debit, retries and statements.
International payments
Payment options for students paying from overseas, with deposits and instalments reconciled into Xero or MYOB.
Maintenance requests
Phone-friendly repair requests with photos, priorities, contractor jobs and updates to the student.
Move-in scheduling
Bookable arrival slots, pre-arrival checklists, key and access card handover and a live arrivals board.
Condition reports
Photo-based room inspections at move-in, mid-year and move-out with student sign-off and charge calculations.
Student & parent portal
Rent balance, payment plans, requests, documents and house info in one login for students. Read-only info for parents.
Parcels & guests
Parcel logging with pickup alerts plus guest sign-in so reception knows who's in the building.
Resident life & RA tools
Events, floor meetings, RA duty rosters, incident notes and wellbeing check-ins in one private space.
A website that fills rooms
Room types, virtual tours, maps to campus and an apply button, built to rank for student accommodation near your uni.
03The systems
The big ones
Your whole residence, on one system.
These are the systems student accommodation providers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Applications & offers
Every applicant on one screen. Not ten attachments.
Students apply online from their phone, upload what you need and see exactly where their application stands. Your team reviews, shortlists and sends offers without leaving the system. Deposits and acceptances come back in automatically.
- Mobile-friendly application forms
- Enrolment, ID and guarantor uploads
- Room type and stay length preferences
- Application status for the student
- Shortlists, notes and tags for staff
- Timed offers with online acceptance
- Deposits paid at acceptance
- Auto-reminders before offers lapse
- Waitlist that refills itself
- Intake reports by course and country
Room allocation
Allocate a whole intake in an afternoon.
Every room, floor and building on one board with the rules that matter to you. The system suggests matches from preferences, roommate requests and accessibility needs, then you drag to fine-tune. Publish when you're happy and every student gets their offer at once.
- Buildings, floors and rooms in one view
- Room types, rates and features
- Roommate and flatmate requests
- Quiet floor and lifestyle preferences
- Accessibility and medical needs
- Suggested matches you can override
- Drag and drop to adjust
- Clash warnings before you publish
- Bulk offers in one click
- Occupancy by building and term
Rent & billing
Rent that bills itself. Arrears that don't sneak up.
Every resident gets a payment plan that matches their agreement, from weekly rent to a semester up front. Payments, retries and reminders run on their own and everything lands in Xero or MYOB so finance stops retyping.
- Weekly, fortnightly or semester plans
- Card and direct debit payments
- Payment options for overseas students
- Failed payment retries
- Arrears reminders by email and SMS
- Payment plans for students doing it tough
- Deposits and bond records
- Statements in the student portal
- Syncs to Xero or MYOB
- Arrears dashboard by building
Maintenance & inspections
Repairs tracked to done. Inspections with photos.
Students report problems from their phone with a photo and permission to enter. Your team or contractors pick up the job, update it and close it off. Condition reports at move-in and move-out end the deposit arguments.
- Repair requests with photos
- Priority and urgent flags
- Room entry consent captured
- Jobs assigned to staff or contractors
- Status updates sent to the student
- Repeat issue tracking by room
- Photo condition reports on a tablet
- Student sign-off on inspections
- Move-out charges from the comparison
- Planned maintenance over the break
Move-in & move-out
O-Week arrivals without the queue out the door.
Students book an arrival slot, finish their checklist before they turn up and walk in to keys that are ready. Staff see a live arrivals board on the day. Move-out runs the same way, with inspections booked and keys returned.
- Bookable arrival time slots
- Pre-arrival checklist and documents
- Parking and lift instructions sent ahead
- Key and access card handover log
- Live arrivals board for staff
- Late arrival handling
- Welcome pack and house rules
- Move-out inspection bookings
- Key returns tracked
- Forwarding details captured
Resident life
Know your residents, not just their room numbers.
Parcels, guests, events, RA rosters and incident notes in one place so reception and residential life staff are on the same page. Students and parents get the information they need without ringing the office.
- Parcel logging and pickup alerts
- Guest sign-in and overnight approvals
- Resident events and RSVPs
- Floor meetings and notices
- RA duty rosters
- Private incident and wellbeing notes
- Student and parent info hub
- Messages by building or floor
- Emergency contact details on hand
- Feedback and surveys each term
04How it changes
Before and after
An intake week, wolloped.
Here's how a semester one intake could change. Every residence is different, so we map yours first.
Before
- Applications scattered across three inboxes
- A fortnight in the allocation spreadsheet
- Offers chased by phone while rooms sit held
- Contracts printed, signed and scanned
- Everyone arrives at 10am on Sunday
- Rent set up by hand for each student
After
- Every application on one screen
- Rooms allocated against preferences in an afternoon
- Offers accepted and paid online, lapses refilled
- Agreements signed online before arrival
- Arrivals spread across booked time slots
- Rent plans start themselves from the agreement
05Services
Everything under one roof
Software, websites and systems for student accommodation providers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for student accommodation providers
Built around how your student accommodation provider actually runs: online applications, room allocation board and the admin in between, in one system you own.
Websites for student accommodation providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Student accommodation provider system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for student accommodation providers
Offers & waitlists and residency agreements: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect StarRez, Xero and MYOB so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your student accommodation provider, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside student housing platforms you're happy with or replace the ones holding you back.
- StarRez
- Xero
- MYOB
- Stripe
- Flywire
- DocuSign
- PropertyMe
- Console Cloud
- Mailchimp
- Microsoft 365
- Google Workspace
- Google Maps
- HubSpot
- Twilio
- Salto
- Deputy
- realestate.com.au
- Domain
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your student accommodation provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time on reception, with your allocations person and on a move-in day if we can, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your buildings, room types, applications, allocation rules, rent plans, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next intake.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things student accommodation providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can students choose roommates?
Yes. Students can request a roommate or flatmate on their application. Mutual requests get matched automatically and the allocation board flags any that can't work.
Can it handle our allocation rules?
Yes. Quiet floors, accessibility needs, room types, budgets and whatever else matters to you become rules the system follows. You can always override a match by hand.
Can international students pay from overseas?
Yes. We can set up payment options that suit overseas students, including platforms like Flywire, with deposits and instalments reconciled into your accounts.
We already use StarRez. Do we have to switch?
No. If StarRez or another platform is doing its job, we build around it: the applications, allocation tools, portals or website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can parents see what's going on?
We can give parents access to the info they need, like payment dates, guides and FAQs, without exposing anything a student wouldn't want shared.
How much does a student accommodation system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online applications or maintenance requests can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next intake.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most student accommodation providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a student accommodation provider problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.