Selecting the proper time and attendance system is crucial for hotels and resorts to efficiently manage their large and variable workforce. The right system can optimize scheduling, increase productivity, and control labor costs. This blog post examines the key factors hotels and resorts should consider when choosing a time and attendance system.
With fluctuating occupancy rates, hotels and resorts need flexible shift scheduling capabilities. Look for a system that makes it easy to assign variable shifts and swap last-minute changes. Employees should be able to conveniently swap shifts via a mobile app. The system should also automatically notify managers of open shifts to simplify shift coverage.
Resorts and hotels often double their staff during peak seasons. Ensure the system can seamlessly onboard seasonal employees. It should automatically configure new seasonal roles with appropriate pay rules, schedules, and time-off policies. And it should be simple to deactivate seasonal roles when no longer needed.
Employees should be able to clock in and out via multiple methods like badge scanners, biometrics, mobile apps, web portals, and wall clocks. This provides convenient options for a dispersed workforce. The system should automatically calculate hours worked, flag overtime, and alert managers of missed punches or early/late arrivals.
Look for automated scheduling capabilities that forecast staffing needs based on past occupancy patterns and events. This allows managers to optimize schedules and labor costs. The system should also enable "what-if" scenarios to evaluate the impact of potential schedule changes.
Larger hotels and resorts need to track staff across multiple locations. Choose a centralized system that gives visibility into the entire workforce while handling any location-specific requirements. Make sure it offers easy tools for managing employees across sites.
A time system tailored for hospitality needs can simplify compliance with complex labor laws and union rules. Ensure it automatically handles wage calculations, enforced breaks, one day off in seven, overtime calculations, and other requirements.
Mobile functionality is essential for hotels and resorts with a dispersed and mobile workforce. Employees should be able to request time off, swap shifts, view schedules, and more via user-friendly mobile apps. This improves engagement and enables employees to manage schedules on the go.
Look for robust reporting capabilities like labor cost percentage breakdowns, overtime analysis, absence trends, and more. The ability to extract these insights in real-time allows hotels and resorts to identify issues as they occur rather than after the fact.
Choose a system that readily integrates with common hotel property management systems like Opera, Onity, Infor, and more. This allows for seamless data exchange and eliminates dual data entry between the systems. Employees can also use credentials from one system to access the other for convenience.
Ensure the system can scale with your organization by easily adding additional locations, employees, and functionality as needed. Cloud-based systems offer the most flexibility to grow on demand.
Consider a vendor that provides expert consultants to help you configure the system and tailor it to your specific workflows. They can also assist with change management to drive user adoption. This helps maximize your return on investment.
With large seasonal staffs and complex labor rules, hotels and resorts have unique workforce management needs. Choosing the right time and attendance system can optimize scheduling, control costs, and improve compliance. Just be sure to evaluate key factors like flexibility, mobility, analytics, and hospitality-specific capabilities when selecting a system customized for properties of all sizes.
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