Configurable Required Sections
Make employment, rental history, references, and other sections required or optional based on your applicant profile.
College & Student Housing Management Made Effortless
A smarter way to handle leasing, payments, communication, inspections, and maintenance, all in one place.
Mobile-First Field Operations
Inspections and maintenance managed directly from phones or tablets.
Built for High-Turnover Housing
Purpose-built for rapid move-ins, move-outs, and shared units.
Free
The full platform at no cost — no per-bed pricing, no feature tiers.
Secure Online Payments
Seamless card and ACH processing powered by Host Merchant Services.
Manage High-Volume Student Housing and Payments from a Single Platform
Cloud Rental Manager centralizes your student housing operations in one platform, so your team can manage high volumes of residents, rapid turnovers, and tight academic timelines without chaos.
With integrated online payments powered by Host Merchant Services, students and guarantors can pay securely by card or bank transfer from any device, and you can stay ahead of move-in season with full financial visibility.
Execute Leases and Collect Payments Before Move-In
Student housing timelines are compressed, and your leasing process needs to lead, not lag. Cloud Rental Manager allows students and guardians to complete the entire pre-arrival process online: review terms, digitally sign individual or joint leases, upload required documents, pay deposits, and make first rent or fees ahead of time.
Payments are processed through Host Merchant Services, ensuring secure, reliable handling of tuition-linked funds and housing charges. As a result, units are reserved, revenue is confirmed, and your team enters move-in week with a clear picture of who is arriving, what has been paid, and what still requires attention.
Configurable Online Applications
An Application Built for Applicants Who Have Never Rented Before
Most student applicants are signing their first lease, usually with a parent hovering over their shoulder. Cloud Rental Manager lets you shape the online application to match your process.
You decide which sections are required and exactly how many entries each section needs, so applicants know what to provide before they reach submission.
Exact Number of References
Require exactly the number of references your team needs, such as two complete references before an application can be submitted.
Additional Occupants and Adult Roommate Flags
Capture each occupant’s name, date of birth, and relationship. Anyone over 18 can be flagged to file a separate application.
Live Completion Summary
Applicants see what is complete, what is missing, and what still blocks submission, reducing abandoned and half-finished applications.
Application Fees Paid Online
Applicants can pay application fees during submission, including Google Pay on supported Android devices, helping reduce drop-off at the final step.
Every application lands in one review queue where your team can compare candidates, annotate profiles, and run screening without switching to another system.
Section Settings
References
Required
2
Require phone number
Every reference must include a valid phone
Require email address
Used for reference verification
Allow additional entries
Applicants may provide more than two
Application Progress
Completion Summary
75%
Personal details complete
Two references added
Adult roommate application required
Application fee pending
Review Queue
12 applications ready
Text Every Resident Instantly
Communication is the backbone of student housing, and Cloud Rental Manager simplifies it. Use built-in texting tools to send real-time alerts, reminders, announcements, safety notifications, or event notices to the phones of every resident.
Be it notifying the building’s repair work, or reminding students of the approaching rent, or other community updates; text communication ensures speed and high engagement. Less confusion, fewer missed messages, and a stronger connection with your students.
Email carries the formal record alongside it: every message the platform sends is logged with open tracking, so “I never got the move-out notice” is a claim you can actually check.
File Compliant Inspections Directly from the Field
Move-ins, move-outs, and mid-term inspections are core to student housing, and Cloud Rental Manager streamlines all of them. With the right technology, managers perform inspections face-to-face on any mobile device, upload pictures, enter notes, and create reports all in real-time, right in the field. Zero paperwork, zero delays, and zero double entry.
With real-time syncing, your records are complete, compliant, and readily available for audits or disputes. This ensures compliance with housing standards, saves administrative time, and ensures quick turnover during peak seasons.
Track Maintenance Trends and Tasks with Total Visibility
Because student housing units have a higher level of activity and wear, maintenance tracking is a necessary part of management. Cloud Rental Manager gives you complete visibility about every request, repair, and other repetitive issues in your buildings. Monitor trends, identify patterns, plan preventative maintenance, and invest where needed most.
By logging, tracking, and monitoring each maintenance task, repairs happen faster; repeat issues are less frequent, while improving student living experience. With time, these insights reduce long-term repair costs and increase reliability of your housing operations.
Built for the Pace and Demands of Student Housing
Student housing has a unique operational cycle: early leasing, pre-term payments, co-signers and guarantors, high-density occupancy, accelerated move-ins and move-outs, and continuous communication demands throughout the academic year.
Cloud Rental Manager supports:
- Individual and Shared Leases
- Early Payment Collection and Deposit Management
- High-Volume, Time-Sensitive Communication
- Rapid Turnover Workflows
- Ongoing Compliance with Housing and Safety Standards
Because the platform is provided at no cost, you can modernize your housing operations without committing to heavy software licensing upfront, while still gaining enterprise-grade reliability and integrated payment processing through Host Merchant Services.
Frequently Asked Questions
How does Cloud Rental Manager help us avoid move-in day bottlenecks?
By allowing students and guarantors to sign leases, upload documents, and pay deposits/first rent online weeks in advance, Cloud Rental Manager clears most admin tasks before they arrive. On move-in day, your staff is verifying and handing out keys, not chasing signatures or payments, cutting check-in lines and room delays dramatically.
Can we support individual bed leases and co-signers in the same system?
Yes. You can lease by bed, room, or unit, attach multiple residents to one space, and add separate guarantors/co-signers for each student. Each resident has their own ledger and documents, while you still see an aggregated view for the entire unit or apartment, ideal for shared student housing.
What advantage do we get from payments powered by Host Merchant Services?
Integrated payments through Host Merchant Services let students and guarantors pay via card or bank transfer (ACH) directly from the portal. Funds settle quickly, fees are transparent, and every transaction is automatically tied to the right lease and unit. That means faster cash flow, fewer manual reconciliations, and less time spent matching bank statements to housing records.
How can texting actually reduce no-shows, late payments, and confusion?
Built-in SMS lets you send targeted, time-sensitive messages (rent reminders, check-in instructions, safety alerts, inspection schedules) to specific buildings, floors, or the entire portfolio. Because messages land directly on their phones, you see fewer missed deadlines, fewer “I didn’t know” complaints, and higher response rates than relying on email alone.
What does your mobile inspection workflow change for our staff in peak season?
Instead of filling paper forms and retyping them later, staff walk units with a phone or tablet, tap through checklists, capture photos, and submit inspections instantly. This means more inspections completed per day, fewer disputes about damages, and faster unit turns between semesters, because everything is captured once and synced immediately.
How does Cloud Rental Manager help us control maintenance costs in high-wear student housing?
Every request is logged and categorized, so over time you see patterns by building, room type, asset, or time of year. That lets you shift from reactive repairs to planned preventative maintenance, replace problematic assets sooner, and budget more accurately, reducing repeat calls, avoiding emergency work, and improving student satisfaction.
We manage multiple campuses or properties; can we still keep a clear oversight?
Yes. You can manage multiple properties or campuses in one account while filtering by site, building, or portfolio. Dashboards, reports, occupancy, maintenance, and payment performance can be viewed per property or across all locations, giving central management a clean, comparative view without separate systems or spreadsheets.
What does "free" realistically mean for our housing operation?
The full platform is available at no cost, with no per-bed pricing and no feature tiers. You can onboard properties, set up leases, run communications, and operate core workflows without heavy software licensing costs, while integrated HMS payments provide enterprise-grade payment processing.
How do students and guarantors keep their accounts secure?
Every account — student, guarantor, staff, vendor — supports Two-Factor Authentication, and payment methods are vaulted with PCI-compliant
processing through Host Merchant Services. A shared laptop in a dorm
common room is not a security incident waiting to happen.
Manage Student Housing with Confidence and Clarity
When leases are completed early, payments are processed securely, residents receive timely updates, inspections are handled in the field, and maintenance is tracked with full visibility, student housing becomes structured, predictable, and easier to scale.
Cloud Rental Manager provides that structure in one place, tailored to the demands of colleges, universities, and private student housing providers.
Manage student housing with clarity, professionalism, and control. Get started today with Cloud Rental Manager.