Abstract: This web-based application is designed for management of gate pass for students in hostels and has been designed to automate and streamline the movement of students at the gate. The computerized system does not allow any manual entry and hence provides a safer, quicker, and more transparent means of checking and verifying the movement of students. The students will online enter the gate pass request alongside the reason for leaving school, date, and return time-all this information then sent to the warden or Head of Department (HOD) for either approval or rejection so that movement is duly checked and controlled. Only authorized personnel will have access, hence securing data and maintaining the integrity of the request management system through role-based authentication. This entire computerized mechanism reduces paperwork, minimizes errors in processing, and optimizes management effectiveness. The system has a centralized database allowing easy accessibility to records, tracking of student movement in real-time, and report generation. Accurate records of passes approved and rejected will enhance accountability and compliance within the institution. The application sends alerts about the status of requests to the students, while actually hostel authorities save time in tracking movements. It acts as a barrier against unauthorized entry, ensures records are maintained without loss, and, of course, sidesteps delays. This results in an organized hostel management system that is credible. Therefore, this system secures and streamlines hostel entry for students while also aiding in providing more safety and organization for hostel life and simplifying all administrative work.

| DOI: 10.17148/IJIREEICE.2025.13455