Hotels & hospitality

From improvised shifts to full hotel control

Department-based shift management for hotels. Reception, housekeeping, F&B, maintenance: always covered, with occupancy forecasting and no spreadsheets.

Book a demo See features
Occupancy forecast Multi-department Digital signatures Payroll variables Mobile app
AI & Forecast

The entire hotel schedule, generated based on occupancy

Plain cross-references confirmed bookings, occupancy history and season to automatically size each department. Reception, housekeeping, F&B, spa and maintenance — always with exactly the staff they need.

  • Forecast by department, shift and time slot
  • Guaranteed minimum staffing in low season
  • Automatic reinforcement during occupancy peaks and events
  • Full weekly schedule generated in seconds
AI-powered hotel shift planning — Plain
Team app

Everything the employee needs, in their pocket

Staff check their shift, clock in, request vacation and sign documents from their phone. No paper, no notice boards, no phone calls. The app works on iOS and Android and is included in all plans.

  • Today's shift with push notification on publish
  • Mobile clock-in with geolocation
  • Vacation and shift change requests from the app
  • Payslips and documents accessible at any time
App Plain · Carlos M. Online
Your shift today
07:00 — 15:00
Reception · Hotel North
Clocked in ✓
Entry 06:58
View schedule
Shift swap
Vacation
My documents
Schedule published — week 28
Monday 07:00 · Tuesday off · Wednesday 15:00
Payroll

Salary variables and payroll system integration

Plain centralises overtime, night shifts, public holidays and other salary variables for hotel staff and exports them automatically to leading payroll systems.

  • Compatible with SAP, Integrho, a3, Grupo Castilla
  • Overtime exported directly to payroll
  • No more checking spreadsheets or copying data between systems
Payroll export Synced
SAP
SAP HCM
a3
a3innuva
GC
Grupo Castilla
IH
Integrho
June 2026 export
62 employees · 8 depts. · Public holidays differentiated
Ready
Vacations, swaps & preferences

The team manages their time. You approve with one click.

Vacations, hourly absences and shift swaps with configurable approval flows. Every request goes through the right people before being confirmed, and the department always stays covered.

Vacations & absences
2-level approval
  • Flow: dept. manager → HR
  • Hourly absences: medical, errands, personal matters
  • Vacation balance and hour bank in real time
  • Coverage verified by department before approving
Swaps & preferences
Between colleagues, with approval
  • Employee proposes, colleague accepts, manager approves
  • Department coverage verified before confirming
  • Shift preferences: morning preferred, afternoon neutral, nights avoid
  • AI incorporates them when generating the weekly schedule
Requests · Hotel North 3 pending
Vacations & absences
CM
Carlos M. — Vacation
1 Aug – 7 Aug · 5 days · Reception
L1 · Dept. manager Approved ✓
L2 · HR Pending
PR
Pilar R. — Hourly absence
Today · 10:00–12:00 · Medical · Housekeeping
L1 · Dept. manager Approved ✓
L2 · HR Approved ✓
22
days available
2h
bank used
✓
dept. covered
Shift swap
JA
José A. gives up Monday 12:00–22:00
LG
Laura G. accepts · F&B Accepted ✓
F&B coverage verified ✓
Shift preferences
Pilar R. · Housekeeping
★ Morning
Afternoon
✕ Night
✓ AI incorporates this when generating the schedule
Announcements

Messages that reach the team, get read and get confirmed

Send announcements to the entire hotel, a specific department or individual employees. Staff receive them with a push notification and can confirm they've read them. No WhatsApp groups, no lost messages between shifts.

  • Announcements by hotel, department or employee
  • Read confirmation with date and time
  • Instant push notification to all recipients
  • Announcement history by employee and department
Announcements · Reception 3 sent
Group check-in protocol — high season
Reception · Today 09:14
8/8 read
Carlos M. ✓ · Ana T. ✓ · Laura G. ✓ · +5 más ✓
Shift change — Saturday 12 July
Whole hotel · Yesterday 17:30
41/62 read
New announcement… Send
Roles & multi-skills

The right employee in the exact spot, every shift

Each employee is assigned their roles, the departments they can work in, and whether they're multi-skilled across areas. Plain cross-references this with demand and automatically places each person in the right location. You always know who's at reception, housekeeping, F&B or the spa.

  • Role and department profile per employee
  • Multi-skilling: assignment to the highest-priority location
  • Real-time view of who is in each department
  • Alert if a shift has an uncovered role
Locations · Morning shift In progress
Reception
Carlos M. Ana T.
Housekeeping
Pilar R. María S. ↔
F&B
José A. Laura G. ↔
Maintenance
Tomás V.
↔ Multi-skilled across departments
Time tracking

Accurate clock-ins, reports ready and zero paper

From the kiosk to geolocation, Plain records every clock-in and out with legal precision. Everything available for inspection in seconds.

A tablet at reception, no installation needed

Any tablet becomes a clock-in kiosk. Employees clock in with a PIN or QR code; the time is recorded with a legal timestamp and cannot be edited afterwards.

  • Clock-in with personal PIN or QR code
  • Start, break and end of shift in one tap
  • Legal timestamp with audit-proof records
  • Works offline and syncs when connection is restored
Kiosk · Afternoon shift Active
14:02
Tuesday, 25 Mar 2026
CM
Carlos M.
Reception · Entry 08:01
✓ Clocked in
PR
Pilar R.
Housekeeping · On break since 13:45
☕ Break
JA
José A.
F&B · Pending entry
Waiting
Document management

All hotel documentation, paperless and email-free

Seasonal contracts, payslips and HR documents signed digitally. Accessible from any device, on any shift.

One folder per employee, instant access

Centralise seasonal contracts, renewals, job categories and any document linked to each employee. HR manages them from the panel and employees access them from the app.

  • Permanent, seasonal and casual contracts
  • Employees upload their own ID and personal documents
  • Access from web and mobile app
Documents · Carlos M.
Seasonal contract 2026.pdfView
ID card (front).jpgView
Job category.pdfView
Language cert. — English B2.pdfView
+ Upload document

Features

Everything Plain includes for hotels

AI & Forecast
Scheduling based on occupancy and reservations · Forecast by department and shift · Extra coverage in peak season · Rota generated in seconds
Roles & multi-skills
Role and department profile per employee · Multi-skill coverage across areas · Real-time view of locations · Alert if a role is left uncovered
Time tracking
Mobile clock-in with geolocation · Legally valid time record · Payroll variables: night shifts, public holidays, overtime · Integration with SAP, a3, Integrho, Grupo Castilla
Holidays & absences
2-level approval · Hourly absences · Coverage verified by department · Hours bank and holiday balance
App & announcements
Shifts, clock-in and holidays from mobile · Shift swaps with approval · Shift preferences · Announcements with read confirmation
Document management
Seasonal contracts and renewals · Payroll distribution · Digital signature with Signaturit (eIDAS) · Secure storage per employee

Frequently asked questions

How does Plain work for hotels?

Plain is a cloud solution with artificial intelligence designed to manage the real complexity of hotel shift scheduling. It plans by departments, roles, locations and multi-skills, taking into account availability, collective agreements, working hours, rest periods and operational needs. The AI combines this information with demand forecasts to propose shifts adjusted to expected occupancy, avoiding gaps, overtime overruns and last-minute improvisation — especially during peak season.

Do I need an HR background to use it?

No. Plain is designed so that anyone managing shifts can use it without technical knowledge or prior HR experience. The tool is simple, visual and works on mobile. The AI acts as support, proposing correct schedules and helping resolve changes and incidents without constant manual adjustments.

Can all my staff use it?

Yes. The whole team can access it from mobile, tablet or computer. Each person sees their updated shifts, receives change notifications and can communicate absences or requests directly. In shared environments, Plain also supports clock-in kiosks on tablets, making it easy for operational teams such as housekeeping, maintenance or F&B to use.

What plans and pricing does Plain offer?

Plain offers a simple, transparent pricing model designed for hotels of any size. From €2.50 per employee per month, you get access to all features with no hidden modules. You can add or remove users at any time, always keeping control of costs. See the full details at plain.ninja/pricing.

Demo available now

The best hotels
use Plain

In 30 minutes we'll show you how Plain can transform shift management at your hotel. No commitment, no jargon.

Book a free demo
611 991 978 [email protected]