hotel employee scheduling system review

Smart Scheduling for Hotel and Hospitality

ICON, Inc. helps hotel increase their bottom line with automated scheduling and more efficient time and attendance tracking.

The Bayside Hotel and Resort is a 135-room, 5-story complex which includes a hotel, two restaurants, and a small business center. There is no “typical” day for The Bayside Hotel, and they count on a diverse workforce to manage a wide range of guest requests at every hour of the day.

To keep an otherwise busy operation running smoothly, Bayside faces labor force challenges that range from last-minute sick leave to schedule changes to unexpected overtime. With their reputation resting squarely on their ability to serve patrons with personal attention, workforce management is a principal concern at Bayside. Their ultimate goal; increase customer service without increasing labor costs.

Daunting Workforce Management Challenges

The management staff had been struggling to find an employee timekeeping and scheduling system that prevented understaffing, could be adjusted on the fly, kept all parties informed about scheduling changes, tracked data for DOL compliance, and guaranteed that time cards were turned in on time to the payroll service. For Bayside, this was no easy task with so many diverse departments including hospitality, housekeeping, maintenance, and operations. In every department, managers needed reliable data to create scheduling strategies that eliminated waste while maintaining a distinctive standard of service for their guests.

Bayside needed a hotel employee scheduling solution that would meet scheduling targets while providing greater flexibility for staff members and less busy work for supervisors.

Time and Attendance Made Easy With ICON, Inc.

The Workforce Management Suite time tracking tool, TimeClock, started delivering benefits during the very first pay cycle. With mobile access built in, TimeClock allows associates to clock in/out on their mobile device wherever they are—whether they work in housekeeping, guest services, security, or maintenance. Because the PunchLogic feature dramatically reduces missed and duplicate punches, time card accuracy has improved substantially.

TimeSimplicity Cleans up the Scheduling Mess

TimeSimplicity has revolutionized the scheduling process for Bayside managers and employees. It provides supervisors smart tools for simple, hassle-free scheduling and allows staff members to take over many tasks previously done by supervisors. Bayside managers are amazed at how effortless it is to design, save, and modify recurring schedules.

SOLUTION — Workforce Management Suite

  • TimeSimplicity for expedited scheduling and mobile coordination.
  • TimeClock for integrated time and attendance tracking.
  • Mobile access offers employee access and management control.

Employees and management welcome the automation and centralization of scheduling operations. Employees put schedule requests to the Virtual Trade Board and view which additional shifts they may pick up. Once a manager has authorized a schedule change, TimeSimplicity alerts the staff member; eliminating endless phone calls, texts, and emails.

TimeSimplicity has reduced under-staffing which has accelerated room turn-around, shortened front desk guest wait times, and increased staff efficiency.

Employee hours are controlled with customized system alerts and there are nine pay-rate fields and employee groups/sorting/filtering functions to give every department supervisor scheduling precision.

Workforce Management Suite is the same system used by Hilton, Embassy Suites, Ramada, Sheraton, Holiday Inn and Marriott to save time, limit labor costs, and maintain regulatory compliance.