All-In-One software for Hospitality Workforce Management with Employee Scheduling, Time and Attendance, Absence Management, Clocking and many other capabilities.
Hospitality Workforce Management
- · Create Employee Rosters
- · Automate Staff Clocking
- · Manage Absences of any type
- · Reduce Cost and Improve Productivity
- · Increase Payroll Accuracy
- · Report in Real-Time
Softworks software for Hospitality Workforce Management key modules are Staff Scheduling, Time and Attendance, Flexible Working, Absence Management and Employee Clocking. It is used by a variety of organisations in the Hospitality industry to help control costs while supporting them in their delivery of outstanding levels of quality and customer service.
Organisations can struggle with balancing workforce costs and profitability. By overstaffing, they drive up costs, and by understaffing they sacrifice service levels. Softworks software automates the entire Time and Attendance and Employee Scheduling process whilst managing and tracking holidays, absences, overtime and leave balances.
Benefits of Workforce Management Systems
- Record and manage employee Time and Attendance across all locations.
- Implement advanced Clocking Systems like Face or Fingerprint recognition.
- Make it easy to create and optimise Staff Rosters.
- Manage HR or integrate with the existing HR system.
- Quickly find shift cover in case of an Absence e.g. someone calls in sick.
- Use Employee Self-Service App to clock in and out, view rosters and more.
- Allow staff to submit expenses with ease.
- Track staff Skills, Training and certification like HACCP.
- Implement Access Control to restricted areas.
- Eliminate time theft and “buddy punching” with biometric clocking.
- Eliminate paper-based timesheet errors and improve Payroll accuracy.
- Ensure compliance with employment legislation and Health and Safety regulation.
- Integrate with all leading ERP and Payroll Systems.
- Reduce operating costs and increase revenue.
Areas We Help
Hospitality Clocking Systems
What We Do – The Softworks Story…
From Time and Attendance Tracking to a complete Workforce Management Solution…
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We can help you reduce costs, improve efficiency and increase employee engagement.
Hospitality Workforce Management
Streamline HR & Empower Staff with Employee Self-Service Software
At Softworks, we empower organisations like yours by transforming complex operational challenges into streamlined, strategic advantages.
In today’s rapidly evolving environment, the need for robust, integrated systems to manage your most valuable assets—your people—is more critical than ever.
This is precisely where our cutting-edge Hospitality Workforce Management Software, as an integral part of a comprehensive Workforce Management (WFM) platform, becomes an indispensable business ally.
Trusted By Businesses All Around the World
Softworks has pioneered and perfected hospitality workforce solutions for over three decades.
We recognise that cultivating an efficient and flexible workplace isn’t just about adapting to current trends; it’s about: employee well-being, engagement, profitability, unwavering compliance.
Our solutions are engineered to make a positive difference in the working lives of your employees, their managers, and the organisation as a whole.
Increasing Productivity and Decreasing Manual Processes
For over three decades, Softworks enabled organisations worldwide to streamline processes, increase productivity, and reduce costs through superior management, scheduling, and utilisation of workforce resources.
We have achieved this by offering flexible, intuitive solutions that provide real-time insights for:
- Time & Attendance
- Scheduling/eRostering
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- Flexible & Remote Working
- HR functionality
- Absence Management
- Project Tracking
Our hospitality workforce management solutions allow organisations to drive efficiencies, ensure compliance, reduce errors, and improve reporting—all while promoting a safe and positive working environment for all employees.
We are proud to help businesses all around the world achieve lasting competitive advantages.
What does Hospitality Workforce Management Software Do?
Softworks’ WFM software automates all the work rules and pay policies already in place in your organisation, enabling you to eliminate time-consuming manual tasks.
The effective management of employee Time and Attendance, Leave, Rostering/Scheduling, and HR processes is critical to your organisation’s success and your employees’ satisfaction levels.
Our comprehensive approach achieves optimal operational efficiency and a truly engaged workforce, especially within the demanding and often 24/7 environment of the hospitality sector. Transform Labour Scheduling from an administrative burden into a strategic function, directly linking staff deployment to your core service and sales goals.
Streamline Your Hospitality Operations with an All-in-One Solution
The hospitality sector operates in a fast-paced, highly competitive environment, where growth and profitability depend on operational efficiency and outstanding customer experiences.
Many hotels, restaurants, and service-based businesses still rely on outdated, manual methods for workforce management, using spreadsheets, emails, and disconnected systems to handle scheduling, time tracking, and leave management. #
This approach is time-consuming, prone to errors, and can result in costly overtime, compliance issues, and a workforce that feels disengaged.
The challenges in hospitality are multifaceted and urgent:
High Workforce Costs and Efficiency Maximisation
The workforce is typically the largest single variable cost for hotels and other hospitality businesses. And the need to balance workforce costs with profitability keeps managers awake at night.
Overstaffing drives up expenses, while understaffing sacrifices service levels and customer loyalty.
Initial attempts to control workforce costs often focus only on direct wages, overlooking hidden costs and inadvertently impacting service quality and employee satisfaction.
Forecasting Customer Demand
Accurately predicting customer demand and traffic fluctuations—whether it’s for peak dining hours, seasonal tourism, or large events—is essential but incredibly complex.
Without precise Demand Forecasting, hospitality businesses risk overstaffing, leading to unnecessary workforce costs, or understaffing, resulting in lost sales, long wait times, and a diminished customer experience.
Complex Employee Scheduling
Creating effective work schedules that balance the needs of the business with the desires of employees is a continuous struggle.
Hospitality often requires intricate scheduling for split shifts, multiple job roles with varying pay rates, seasonal staff, and flexible working arrangements.
Manual scheduling can lead to errors, conflicts, unfair shift distribution, and employee dissatisfaction, directly impacting morale and retention.
Real-time Adjustment of Schedules
The hospitality environment is exceptionally fluid, often requiring Real-time schedule adjustments due to unexpected employee absences, sudden surges in customer demand, or changes in operational needs (e.g., a sudden banquet booking).
Responding to these changes with speed and precision is vital for maintaining an optimum customer experience and operational agility. This links directly to the need for Real-time Adherence monitoring.
Regulatory Compliance
The hospitality industry is subject to numerous workforce laws, working time directives, and health & safety requirements.
Ensuring consistent compliance, especially with complex shift patterns and overtime rules, can be a major administrative burden and a significant legal risk if managed manually.
Softworks’ Hospitality Workforce Management Solution
Softworks’ Hospitality WFM Software is designed to eliminate the above challenges, providing an all-in-one, integrated solution that streamlines your entire operation.
Our system acts as a central hub, consolidating all critical workforce information to transform scattered data into actionable insights.
By moving beyond manual methods, you gain unparalleled control and transparency, ensuring every minute of employee time is optimised, every skill is utilised, and every shift contributes directly to your sales, service, and customer satisfaction goals.
Our solution enables you to:
Automate Workforce Administration
We replace cumbersome paper-based schedules, timesheets, holiday records, and absence tracking with automated, digital processes.
This automation links directly to payroll, significantly reducing administrative burden and saving immense amounts of time for managers and HR staff.
This allows them to focus on managing employees on the floor, generating sales, and ensuring an exceptional customer experience.
Gain Full Centralised Visibility
Achieve complete, centralised visibility of your employees’ time and attendance and monitor the associated costs across all your individual hotels, restaurants, or departments.
This real-time data allows managers to react swiftly to changes, make instant and informed decisions based on facts, and ensure consistency in operations.
Improve Productivity and Quality
Our software helps hospitality businesses make excellent use of their existing workforce.
Optimise workforce scheduling and deployment, and align your workforce resources precisely with customer and business demand.
This leads to improved productivity, better customer service, and a positive guest experience that is profitable for your business and satisfying for your customers.
Reduce Operating Costs
Our system minimises the need for overtime and temporary workforce by optimising the availability of your existing workforce.
Our software stamps out time tracking and payroll errors, and helps HR more effectively manage absences and holidays/paid time off, leading to significant financial savings.
We understand the importance of aligning workforce costs with associated revenue and business profitability.
Manage Your Workforce in Real Time
We offer managers the tools they need to deploy resources and plan schedules effectively, while delivering top-down management controls over wages, overtime, shifts, and absence management—all major cost drivers in the business.
Our solutions ensure your staff are there when your customers are there, differentiating your business by its optimised workforce and superior service delivery.
Key Features of Our Hospitality Workforce Management Software
Effective employee scheduling is the cornerstone of successful hospitality operations, directly impacting customer service, staff morale, and profitability.
Softworks’ Hospitality Workforce Management Software offers a comprehensive suite of features specifically tailored to meet the unique and complex demands of the sector. It moves beyond simple shift allocation to become a strategic tool that maximises efficiency, ensures compliance, and fosters a positive work environment.
Here are the key features that make our Hospitality Workforce Management Software indispensable:
Automated Labour Scheduling & Complex Scheduling/eRostering Wizard
At the heart of our solution is an intuitive wizard that automatically builds optimised, fair, and rule-based schedules.
This ensures effective Labour Scheduling by considering multiple factors vital for hospitality:
- Employee Availability and Preferences: Incorporate individual employee availability, preferred working hours, and stated limitations to build schedules that balance business needs with employee desires—crucial for engagement and retention.
- Managing Complex Shift Patterns: Manage complex rostering requirements, including split shifts, varying shift lengths, and flexible start/end times across multiple shops or departments.
- Multiple Job Roles and Rates of Pay: Hospitality staff often have multiple job roles (e.g., bartender, server, cleaner) within the same shift or across different shifts, sometimes at different rates of pay. Our software handles these complexities, accurately attributing costs to the correct department or role while managing seasonal staff and rehires with ease.
- Fairness of Shift Distribution: Reflect company-specific fairness rules for shift distribution, including public holidays/vacations, weekends, and night shifts—vital for reducing scheduler stress and disputes while promoting a positive work environment.
- Legislative Compliance: Align your schedules with relevant workforce laws and working time legislation (e.g., European Working Time Directive, FLSA), minimising legal risks and ensuring adherence to mandatory breaks or overtime rules.
- Real-time Adherence: Monitors clock-in/out times against the published schedule in real-time, alerting managers to deviations, allowing for immediate intervention to manage both compliance risks and operational gaps.
Demand Forecasting and Optimisation with POS (Point-of-Sale) Integration
Our intelligent scheduling tools integrate seamlessly with sales data, booking trends, and historical customer traffic patterns to forecast demand accurately.
This capability is significantly enhanced by POS (Point-of-Sale) Integration, which pulls in real-time and historical transaction data to:
- Align Workforce with Customer Traffic: Align workforce resources precisely with anticipated customer demand, ensuring adequate staffing levels during peak hours (e.g., dinner rushes, check-in/check-out times, event periods) and minimising overstaffing during slower periods.
- Workforce optimisation: Have the right staff, in the right place, at the right time, at the right cost, enabling you to deliver exceptional customer service consistently.
- Forecast Accurately: The accuracy of Demand Forecasting is maximised by utilising granular data from the POS, such as transaction volume, table turnover rates, or sales per labour hour, ensuring scheduling decisions are data-driven.
Real-time Gap Management and Alerts
The dynamic nature of hospitality often leads to unexpected staffing gaps due to last-minute absences or sudden increases in demand (e.g., a busy event).
Our software provides:
- Real-time Visibility: Instant visibility into staffing gaps across all stores or departments.
- Softworks Vacancy Alerter: Send triggers via email and text to available and qualified staff who meet criteria, requesting them to fill open shifts. This ensures service levels are never compromised, and customer service remains seamless.
- Action Manager: A single screen allows hotel or department managers to action any outstanding tasks, such as holiday requests/paid time off, missed clockings, and overtime approvals, freeing them from administrative time.
Integrated Time & Attendance Tracking and Payroll
The system automates the tracking of employee time and attendance, reducing errors and ensuring accurate payroll processing.
This forms the core of Time and Attendance Tracking and includes:
- Unique Pay Rules: Capture and apply unique pay rules for basic, overtime, premium rates, and more, which are often highly complex in hospitality due to varied shifts and roles.
- Seamless Payroll Integration: Integrate attendance data directly into your payroll system, saving administration time, eliminating errors, and avoiding duplication. This includes attributing correct job role costs to the correct shop or department.
- Multiple Clocking Methods: Allow various clocking methods, including biometric (fingerprint or facial recognition), proximity, and PIN terminals. For those who don’t clock, honor-based timesheets or email alerts provide flexible alternatives, accommodating diverse work environments.
Skills Management Integration & Training and Certifications
Hospitality teams require a diverse range of skills (e.g., multilingual staff, first-aid certified, specific culinary expertise).
Our software tracks employee skills, Training, and Certifications, allowing managers to match employees to shifts or roles based on their qualifications.
This helps identify skill gaps and recommend targeted training programs to ensure a highly competent workforce, crucial for smooth operations and customer satisfaction.
HR Management Integration & Associate Experience
Our comprehensive HR module manages employee information, including:
- Contract start dates
- Probation review periods
- Personnel details
- Performance reviews
- vVsa expiry dates
Additionally, Softworks’ software can integrate with your existing HR system, essential for managing a transient workforce and ensuring compliance.
By ensuring fair scheduling, accurate pay, and visibility into schedules, this integration significantly improves the Associate Experience.
Why Choose Hotel Staff Scheduling Software?
Choosing the right Hotel Staff Scheduling Software is a strategic decision that profoundly impacts your bottom line, operational efficiency, and most importantly, your employees’ Associate Experience.
Softworks stands out as the ideal partner, offering a solution that is not only feature-rich and robust but also backed by unparalleled expertise and dedication to client success.
Here’s why Softworks is the smart choice for your hospitality workforce management needs:
Proven Expertise and Experience
For over three decades, Softworks has been helping organisations manage the working day in a way that makes them more productive and profitable.
Our systems are embedded in organisations all over the world, including a large number of hospitality clients. Our solutions are designed with the specific requirements of hotels and other hospitality businesses, developed with feedback from our customers and industry experts to be the most industry-specific workforce solutions available in the marketplace today.
This extensive experience means we understand your unique challenges, from managing seasonal staff to complex split shifts, and tailor our solutions accordingly.
Tangible Cost Savings and Profitability
Our software delivers significant cost reductions by transforming inefficient manual processes into automated, optimised workflows:
- Reduced Overtime and Agency Staff: Minimise costly overtime and reliance on expensive temporary or agency staff with optimised schedules that ensure you make the best possible use of your existing workforce, directly impacting profitability.
- Minimised Administrative Burden: Free up managers to be where they are most effective: on the floor, managing employees, generating sales, and ensuring an exceptional customer experience. Our solutions are proven to shave anywhere between 5% and 20% off an organisation’s overall costs.
- Improved Payroll Accuracy: Automated Time and Attendance Tracking, integrated with payroll, minimises errors, leading to accurate payroll processing and avoiding costly discrepancies and potential legal issues.
Enhanced Employee Engagement and Retention (Associate Experience)
We empower employees, viewing them as internal customers.
This focus helps you attract, retain, and motivate your best employees in an industry often characterised by high turnover:
- Employee Self-Service (ESS) & Mobile App: Employees can view advance schedules, request leave, check flexitime and leave balances in real-time. This improves work-life balance, reduces stress and burnout and significantly boosts job satisfaction.
- Fair and Transparent Scheduling: Incorporate shift distribution fairness rules, ensuring equitable treatment among team members, especially for less desirable shifts like public holidays/vacations, weekends, and nights.
Thes facets help reduce resentment while promoting a positive work environment, leading to a better Associate Experience and higher retention rates. Providing advance notice of schedules also allows employees to better plan their personal lives.
Robust Regulatory Compliance
Navigating complex workforce laws and health & safety requirements is a constant challenge in hospitality.
Softworks ensures compliance by:
- Automated Compliance Tracking: Embedding all relevant rules directly into the system, automatically flagging potential violations (e.g., overtime limits, mandatory breaks, visa expiry dates, working time directives) and enforcing scheduling rules.
- Verifiable Audit Trails: Prove compliance during audits with comprehensive, auditable records of all working hours, attendance, and leave, while minimising legal risks and penalties. Our ISO 27001 certification further assures the highest standards of data security and GDPR compliance.
AI-Powered Insights
Softworks is at the forefront of integrating AI into workforce management. Our AI-powered Absence Predictor analyses historical shift patterns and absence trends to forecast likely no-shows once schedules are created.
This invaluable foresight allows managers to proactively adjust schedules, minimise operational disruptions, and ensure workforce stability, which is particularly beneficial in a dynamic hospitality environment.
This brings scheduling to the next level with automated, data-driven insights, ensuring high-quality, centralised data, automated validation, and real-time updates—all critical for effective AI models and preventing AI-driven bias in workforce planning.
Tip Management and Compensation
A key feature often required in hospitality is Tip Management.
Our system accurately tracks employee hours, roles, and location for the purpose of equitable and compliant tip pooling and distribution.
Integrating these metrics ensures that all forms of compensation, including tips, are managed transparently and adhere to complex compensation rules. This is vital for Associate Experience and legal compliance.
Configurability and Scalability
Our software is highly configurable, designed to align with your unique hospitality processes, workflows, and future growth.
It can adapt to complex and varied business rules, ensuring it remains relevant as your business evolves and expands across multiple sites or departments.
Softworks offers an agile and responsive solution, ready to meet your business’s changing needs.
Dedicated Support and Project Management
We are committed to personalised client support. Each Softworks client is assigned an experienced Project Manager who works closely to capture organisational work rules and ensure their accurate configuration in the software.
This meticulous approach guarantees a smooth transition from manual to automated employee management.
Our dedicated Customer Care Team provides ongoing, one-to-one support, ensuring your project’s long-term success.
Invest in a Better Organisational Future with Softworks
The decision to invest in Softworks Hospitality Workforce Management Software is a strategic one that offers a clear return on investment.
We empower businesses to operate more efficiently, ensure robust compliance, significantly reduce costs, and cultivate a positive working environment for your most valuable asset – your people.
Explore how Softworks might transform your hospitality operations, bringing about lasting positive impacts on your organisation and employees.
Book a Demo with our expert team today and experience the transformative potential of our solutions.
