Custom automation and internal tools for hotels and restaurants

Q: Our rota rules are very specific — can that be handled?

That's exactly why a custom tool exists. Split shifts, casual staff, annualised hours, collective agreements, seniority, house habits: your rules get encoded, not an industry average. Scoping is where they're laid out — often the first time they've been written down.

Q: Is monitoring competitor rates allowed?

We collect publicly displayed information, as a member of your team would by checking sites one by one. Platform terms of use and the limits of automated collection do vary by source: that's checked during scoping and not treated lightly. Where something isn't feasible, we say so plainly.

Q: How long before the team actually uses it?

A tool that's imposed doesn't get used, however good it is. We start from how your team works today — spreadsheet included — and keep their landmarks rather than asking them to relearn everything. Where onboarding is needed, it's in the scope and stated in the proposal.

Rotas, rates, guest reviews, orders: when your PMS and your spreadsheets stop, we build the missing piece.

Hotel housekeeper checking the floor rota on a tablet beside a linen trolley

A property already runs on software — PMS, point of sale, payroll, channel manager. The problem is almost never a missing system. It's that they stop at the edge of your particular cases, and everything beyond ends up in a spreadsheet. That spreadsheet then takes someone a day a week.

Staff rotas are the textbook case. Split shifts, casual staff, seasonality, annualised hours, last-minute cover, habits specific to the house: no generic tool matches your exact setup. So it gets rebuilt by hand, every week, by someone whose job it isn't.

We don't turn up to replace your PMS — that would rarely be a good idea. We build what sits between your systems: the piece nobody sells, because it only exists at your property.

What we often hear

“The rota is rebuilt in Excel every week, and it takes a full day

“Room rates are adjusted by hand, after checking competitors one by one

“Guest reviews pile up and get answered whenever there's time

“Every department has its own spreadsheet, and nobody has the overall picture

What we can automate

→Generated staff rota: legal constraints, split shifts, absences and seasonality

→Daily competitor rate monitoring, consolidated into one decision table

→Guest review replies drafted, ready to review and publish

→Pre-arrival requests sorted and routed to the right department

→Supplier orders prepared from actual consumption

→Daily management report: occupancy, staffing, incidents, on one page

MINI-CASE

A head housekeeper rebuilt the floor rota every week in a spreadsheet, juggling split shifts, absences and casual staff. The tool now proposes a compliant rota in seconds; she arbitrates what needs human judgement and approves it. The time recovered goes back to the floor.

The human decides: no rota goes out without approval, no rate changes without your say-so — the tool prepares, you decide.

What it costs, and how long it takes

A property doesn't transform in one go. We start with one department and one pain point, usually the rota: it's the one whose time saving shows within the first week. The scope stays narrow, testable in real conditions, and quoted before any development.

If it holds up in use, we widen it — a second department, a connection to your PMS, a management dashboard. Each step comes with a quote before starting. The first call is free and serves above all to identify where to start, and whether it's worth it.

Frequently asked questions for this trade

Do we have to replace our PMS?

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No, and it would rarely make sense. Your PMS handles bookings and billing, that's its job and it does it well. What we build sits alongside: the function it doesn't cover, connected to it where its interface allows. That check is part of scoping, before any proposal.

Custom automation and internal tools for hotels and restaurants

What we often hear

What we can automate

What it costs, and how long it takes

Frequently asked questions for this trade

Do we have to replace our PMS?

Our rota rules are very specific — can that be handled?

Is monitoring competitor rates allowed?

How long before the team actually uses it?

Further reading