How Hotels Use Identification Technology to Keep Track of Employees Working Hours

In the hospitality industry, where every minute is important, monitoring staff working hours is becoming critically important. For most hotels, one of the vulnerabilities remains errors in schedules, ‘buddy punching’ – when one employee clocks in for another, and manual data entry. The solution is obvious, the integration of digital identification technologies, previously used only for guests, is now actively used to account for employees.

Why is a Digital Log More Effective Than a Classic Report?

The event log is a part of integrated management software solutions that automates the recording of inputs and outputs. Each input is recorded to the nearest second and includes:

Biometric verification or scanning via ID scanner
Registration via a kiosk type terminal
The timestamp
The device ID

This is not just an alternative to a report card; it is an accurate, secure and objective data source associated with hotel PMS systems.

Biometrics and ID Scanning as a Guarantee of Transparency

Substitution at the entrance is a serious problem for night shifts and employees working outside the office. With the help of mobile id verification or hotel ID scanner integrated into the hospitality kiosk, the hotel can confirm that the right employee has arrived at work.

Such solutions can be linked to Opera Cloud PMS, synchronizing with business modules and supporting business intelligence software solutions for subsequent analysis of labor costs and efficiency.

Accounting of Shifts and Automation of Calculations

Entrance to the shift is carried out through a device connected to the hotel check in software. The system records:

Beginning of the shift
Length of stay at the hotel
Moving through zones
Exit from the work area

Reports are automatically exported to business software management, eliminating the need for manual input and errors from the HR department.

Expansion Based on Guest Solutions

Most of the solutions already work for guests: hotels with mobile check in hotels and hotel mobile check in app do not need to duplicate the infrastructure. The hotel kiosk software and hotel self service kiosk used in the hotel can easily be scaled to meet the needs of employees.

Integration with property management software for hotels allows you to display both guest and internal activity in one system. This is especially true for network facilities with a large number of employees.

Access Control and Security

The technology also solves access control issues. Only an employee who has been verified through a passport scanner or driving license scanner can enter restricted areas: kitchen, warehouse, server room. The entrance is recorded in the digital log linked to the hotel digital key or portable check-in terminal.

Control is possible even when using self-check in hotel or paperless check in hotel solutions, which is especially important when implementing contactless hotel checkin.

Advanced Features and Analytics

The system can be integrated with hotel PMS software, which allows you to analyze the effectiveness of shifts, identify deviations and optimize resources. Using business intelligence software solutions opens up the possibility of predicting staff workload depending on the season, booking level or activity in the hotel food ordering system.

You can also set up access control at the zone level, for example:

Kitchen for catering staff only
Spa area for therapists
Technical rooms are for engineering personnel

Every action is recorded by the hotel software system, and in the event of an incident, the log is lifted in seconds.

Versatility and Ease of Implementation

One of the main advantages is scalability. Solutions that support mobile hotel check in are suitable for both guest check-in and employee check-in. They can be easily adapted to any facility from a boutique hotel to a chain hotel.

Integration with the hotel reservation table and hotel table reservation makes it possible to track the activity of service-related employees, such as waiters or event administrators.