Staff villages are usually managed at room level on a whiteboard, which works until someone leaves at short notice and their bed stays unofficially occupied for a month.
Allocate the bed, not the room
A room has a capacity; a bed has an occupant. Recording allocation at bed level is what lets the system answer the only question anyone asks — where can this new arrival sleep tonight.
Tie it to the employee record
When accommodation is attached to the employee rather than kept beside it, a departure frees the bed the same day, and occupancy stops drifting from reality.