AI-Powered Hotel Staff Scheduling
Maintain team rosters with ease for optimized cost.
Dynamically schedule staff based on availability, skills, preferences, and occupancy forecasts for cost savings in the order of 1-4% of total revenue.
The Scheduling Dilemma
One evening, Laura, an F&B Manager, overwhelmed and anxious, worked late to finalize the staff roster. The next morning, just before breakfast preparations begin, she receives a call. An essential employee is calling in sick. "Oh no!" she exclaims as she scrambles to cover the gap.
Some days, too many employees crowd the floor. On others, key shifts remain uncovered, causing delays and guest dissatisfaction. One costly error leaves Laura frustrated and heartbroken, exposing the inefficiencies of manual scheduling.
Laura’s struggle is all too common, draining time, eroding profits, and undermining service quality.
Imagine Effortless Planning
Everything is intuitive and easy to use. Your AI HR Assistant runs on a private instance of an open-source Human Resources System and manages employee records. Departmental AI assistants track capacity requirements, monitor staff availability, and maintain schedules. Employees use a mobile app to submit holiday requests, scheduling preferences, and ask AI assistants about their rosters. Meanwhile, the HR Assistant generates detailed reports for managers.
Onboarding
- Onboard the HR AI Assistant and make it aware of your teams (departments) and local labor law requirements.
- Your users (employees, contractors) connect their AI personas with your organization and teams. They also specify their availability preferences.
- Tell the AI Assistant how to access up-to-date occupancy information, usually through a PMS integration. If an integration is required and your PMS is modern and supports APIs, we’ll handle it.
- Your team managers explain the departmental AI assistants how they approach staffing and roster building.
Prefer using your existing HR system? Let us explore custom integration.
Operations
- Departmental AI Assistants create draft rosters in advance (for example, weekly) using your scheduling rules, skill and capacity requirements, employee preferences, and labor regulations.
- Managers review, adjust if necessary, and approve these drafts.
- The assistants apply day‑to‑day changes in real time, keep managers informed, and allow overrides whenever needed.
- Employees receive instant mobile notifications for new or updated shifts and can confirm or decline them directly in the app.
- Every change is captured in an audit trail, with dashboards and exportable reports for full transparency.
Key Benefits
- Tailored rosters that factor staff members' skills, availability, and preferences.
- Occupancy-based scheduling avoids over- or under-staffing.
- An estimated 1–4% cost savings from total revenue by optimized labor.
- Fewer scheduling headaches for managers through AI-driven logistics.
- AI assistants deliver more than workforce management, enhancing daily operations and employee support.
Pricing
Hotels can use the foundational AI-managed roster scheduling for as little as €5 per employee per month.
Hotels that wish to optimize their staffing needs dynamically, by feeding in actual operational forecasts either via PMS/POS API integration or manual planner input, can add the Dynamic Capacity skill for €10 per employee and month.
Dynamic Capacity is available with AI Assistants on the Standard plan or higher. Our AI Assistants do much more than shift scheduling. They deliver hotel-tailored AI search, training, and diverse automation for your employees. If roster scheduling is the only skill you need, budget €99 per assistant (team) per month.
To ensure each planning cycle is fully informed by labor-law compliance as well as roster-to-payroll reporting and reconciliation, you can additionally equip your HR Assistant with the Employee Scheduling Administration skill for €30 per month.
In select countries, you can optionally reinforce employee scheduling by a labor law compliance review service from credible third party experts for €100 per month.
Staff scheduling also gives you access to an AI-managed, full-fledged HR Management System with modules for recruitment, onboarding, attendance, payroll, employee asset allocation, performance management, helpdesk, leaves, and offboarding.
ROI Calculator
Ready to transform your staff scheduling?
Reach out today to learn the details and explore how our solution can benefit your hotel.