A modern AI-driven platform designed to streamline hostel complaint management and improve communication between students and hostel authorities.
This system replaces manual complaint registers and fragmented communication with a centralized digital platform powered by AI and cloud technologies.
This project was developed during a Tech Sprint organized by Google Developer Group,Vishveshwaraya Technological University, Belgaum where it was selected among the Top 12 projects.
Problem Statement
In many college hostels, maintenance issues such as plumbing, electrical faults, cleanliness, infrastructure damage, or internet problems are still managed through manual registers or informal communication channels.
This often leads to:
- Delayed complaint resolution
- Lack of transparency for students
- Difficulty identifying urgent issues
- Repeated problems in the same hostel areas
- No structured data for maintenance planning
Solution
The AI-Powered Hostel Complaint & Maintenance Management System provides a centralized platform with dedicated dashboards for students and hostel managers.
Students can easily report issues, while wardens can track, prioritize, and resolve complaints efficiently using AI-powered insights and analytics.
Key Features
👨🎓Student Dashboard
Students can report and track hostel issues through a simple and intuitive interface. Features include:
- Secure login and authentication
- Submit complaints with category and description
- Optional image or video upload
- Track complaint status
- Pending
- In Progress
- Resolved
- Real-time notifications for updates
- Submit feedback after issue resolution
- Multilingual support: English,Hindi, Kannada
🧑💼 Warden / Manager Dashboard
Wardens can efficiently manage complaints and monitor hostel maintenance activities. Features include:
- Secure admin login
- Floor-wise and hostel-wise complaint management
- Default view for today’s complaints
- Advanced filtering by:
- Date
- Floor
- Category
- Status
- Update complaint status and add remarks
- Upload resolution proof (image/video)
- Maintain digital complaint records
- Send maintenance notifications to students
AI-Powered Capabilities
- AI-assisted complaint categorization
- Automatic complaint summaries
- Priority recommendations for urgent issues
- Detection of recurring floor-wise problems
- Complaint heat maps for hostel floors
- Analytics dashboards showing:
- Most common complaints
- Category distribution
- Resolution trends
These insights help wardens identify systemic problems and improve maintenance planning.
📢 Proactive Maintenance Notifications Wardens can send advance notifications about maintenance work such as:
- Plumbing repairs
- Electrical maintenance
- Internet service checks Notifications can be sent to:
- Entire floors
- Specific rooms Students receive alerts about upcoming work and expected timelines, improving transparency.
Technologies Used
- Frontend : React / Next.js
- Backend : Node.js
- AI : Gemini API
- Authentication : Firebase Authentication
- Database : Firebase Firestore
- Notifications : Firebase Cloud Messaging (FCM)
- Cloud Infrastructure : Google Cloud Platform
System Workflow
- Student logs in and submits a complaint
- AI assists in categorization and prioritization
- Complaint appears on the warden dashboard
- Warden reviews and updates the complaint status
- Student receives real-time notifications
- Complaint data contributes to analytics and insights
Use Cases
This system can be used in:
- College hostels
- University residential facilities
- Institutional housing systems
- Student accommodation platforms
Impact
This platform helps improve hostel administration by:
- Reducing complaint resolution time
- Increasing transparency for students
- Helping wardens prioritize urgent issues
- Identifying recurring maintenance problems
- Enabling proactive communication for repairs
🏆 Hackathon Context
This project was developed as a project submission to Tech Sprint organized by Google Developer Groups,Vishveshwaraya Technological University,Belgaum where it was selected among the Top 12 projects.
The goal was to design a real-world AI-assisted solution that improves everyday campus life through smarter complaint management.
Future Improvements
- Mobile application for students and wardens
- AI-based image recognition for maintenance issues
- Integration with campus maintenance teams
- Predictive maintenance analytics
- Role-based access for technicians
- More improvements in multilingual support
License
This project is developed for educational and hackathon purposes.
Use Case
This solution is suitable for:
- College hostels
- University residential facilities
- Any institution requiring structured complaint management
Conclusion
The Smart Hostel Complaint Management System replaces outdated manual processes with a transparent, efficient, and AI-driven platform, improving both student experience and hostel administration efficiency.