How Hotel Automation Eases Staff Shortages

Small and independent hotels are no strangers to multitasking. They often operate on lean teams, with staff juggling multiple roles. However, since the pandemic, staff shortages have left many hoteliers scrambling to keep up with even fewer hands on deck.

Finding people to fill positions with demanding hours, such as housekeeping or kitchen services, is even harder, adding to the strain. As the hospitality industry continues to evolve, many hoteliers are turning to hotel automation to lighten the load and keep operations running smoothly with fewer hands on deck

In this blog, we’ll explore hotel automation software, how it alleviates staff shortages, and practical steps for implementing it at your property—regardless of its size.

Ready to transform your hotel management? Let’s dive in

What is Hotel Automation?

Hotel automation involves using technology to manage various aspects of hotel front and back-end operations with minimal human intervention. 

From front desk check-ins to housekeeping management and guest services, automation streamlines various systems to enhance efficiency and precision. Envision a system that, with a simple click of a button, automatically allocates rooms, dispatches invoices, and updates guest profiles, all while eliminating the need for cumbersome spreadsheets.

Benefits of Hotel Automation Technology

1. Boost efficiency and save time

Let’s face it—there are only so many hours in the day. Automation can alleviate staff workloads by taking over repetitive tasks such as booking confirmations, payments, and room assignments. 

For example, an automated booking system can instantly update room availability, adjust prices based on demand, and send confirmations to guests without any human input. That means fewer mistakes, faster operations, and more time for your team to focus on delighting guests.

2. Enhance the guest experience

Hotel automation isn’t just about making things easier for your staff; it’s also about improving your guests’ experience. From automated check-ins to personalized emails during their stay, hotel automation ensures that guests feel cared for without any additional workload for your team. Happy guests lead to positive reviews and repeat business.

3. Reduce staff workload

By implementing hotel automation solutions, hoteliers can create a more manageable work environment. Hotel automated systems reduce the physical and mental strain on staff, leading to improved job satisfaction and potentially reducing turnover rates. In turn, this can help hotels maintain consistent service levels and improve overall employee morale.

4. Increase revenue with smart pricing and upselling

Automation in the hotel industry isn’t just about cutting costs—it can help increase revenue too! Automated systems can adjust room rates based on real-time demand (often called dynamic pricing) and recommend upsells, like room upgrades or add-ons, to guests at the perfect time. All of this is done seamlessly, helping your hotel earn more without lifting a finger.

Real-World Example: Automation in Action

Inside Domani Hotels: How Automation Transformed Their Daily Operations

For hoteliers who must balance growth and guest satisfaction, Domani Hotels offers a powerful example of how technology can make a difference. 

Owner Dante Martens faced the challenge of expanding from one to four properties while staying hands-on with every detail. By implementing RoomRaccoon’s all-in-one platform, Domani Hotels achieved a 50% reduction in workload. 

What Changed?

• Automated Reservations: No more manual entry and double-checking.
• Streamlined Room Management: Effortless control with a few clicks.
• Self Check-In: Guests enjoy a seamless, independent arrival experience.

The result? Less stress for the team and a smoother, more enjoyable stay for guests. Imagine cutting your daily tasks in half while elevating the guest experience—sounds like a win-win, right?

Key Features of a Hotel Automation System

1. User-friendly reservations calendar

Simplify your booking management with an automated, color-coded reservations calendar. This intuitive system centralizes all your bookings into a single, easy-to-use dashboard.

Benefits:

• • Comprehensive Overview: Quickly see payment and booking statuses at a glance—whether pending, confirmed, or completed.
    
  • Effortless Management: Easily adjust bookings with drag-and-drop functionality.
    
  • Flexible Selling: Promote alternative spaces like conference rooms or parking through a unique ‘Grey Rooms’ feature.
    

2. Automated check-in and check-out

Manual check-in and check-out can be stressful and time-consuming, involving paperwork and repetitive tasks. Automated check-in and check-out streamline these processes with an easy online check-in link sent directly to each guest via email, eliminating the need for staff to handle each step manually.

How It Works: Typically, your property management system (PMS) sends an automated pre-stay email with a link to an online registration form. Guests can fill out customizable fields like ID number, flight details, and meal preferences and finish with a digital signature—tasks that would usually take staff up to 10 minutes to enter manually. For a seamless experience, consider including a digital room key or door code in the check-in email, allowing guests to skip the front desk entirely.

Benefits:

• Reduced Wait Times: Guests can complete check-in and check-out at their convenience and head straight to their room, minimizing wait times and enhancing their experience.
• Operational Efficiency: Reduces the workload on front desk staff, allowing them to focus on other tasks and guest interactions.
• Contactless Service: Enhances safety and convenience, especially important in the post-pandemic world.

3. Streamlined booking system

A property management system with an integrated booking engine allows guests to book directly on your website with automated booking confirmations and real-time availability updates.

How It Works: The booking system provides instant updates on room availability and pricing, while the guest receives confirmation of their booking and payment. With secure online payment systems in place, both the hotel and guest have peace of mind.

Benefits:

• Convenience of self-service: Guests can check room availability pricing and book in their preferred language and currency without needing to contact anyone. This adds ease and comfort to their experience.
  
• Direct booking discounts and add-ons: Hotels can offer exclusive packages and add-ons through their websites, which are not available on third-party platforms. This incentivizes direct bookings and boosts revenue.
  
• Quick and Error-Free Booking: Guests can complete their reservations in just a few steps, reducing the chances of booking errors from phone calls or email threads.
  
• Trust in Online Booking: Secure online payments and instant booking confirmations provide peace of mind. All guest data is safely stored and easily accessible in one central location.

4. Get insights that matter

Hotel automation technology provides valuable reports that offer a clear view of your property’s performance. These reports show key figures, like the number of rooms booked, the amount earned per room, and the length of stay of guests. This helps you make better decisions to improve your hotel’s operations and profits.

Simple Metrics to Focus On:

• Occupancy Rate: How many rooms are filled over a certain time.
• Average Daily Rate (ADR): How much money, on average, you’re making per booked room.
• Revenue per Available Room (RevPAR): A combination of your occupancy rate and average daily rate, showing overall financial health.
• Average Length of Stay: How long guests typically stay at your hotel.
• Return on Investment (ROI): A measure of how profitable your hotel is.

These reports help you see what’s working and what needs attention. If bookings are down or guest satisfaction dips, you’ll know exactly why and can make adjustments. With the right insights, you can improve guest experiences, boost occupancy, and increase revenue.

5. Effortless automated payments

Handling payments can often be a bottleneck in hotel operations, leading to frustration for both staff and guests. Automated payment solutions can simplify this process, ensuring that guests can pay for services quickly and easily, enhancing their overall experience.

Benefits:

• Seamless transactions: Guests can securely save their payment information, allowing them to complete transactions with just a few clicks—whether they’re booking a room, ordering room service, or upgrading their stay—without the hassle of searching for cash or cards.

• Integration with systems: Automated payment systems integrate with your property management software, enabling direct charges to guests’ rooms for added convenience. A single click lets you process payments from stored cards, send payment requests, or effortlessly initiate card-present payments using an integrated payment solution. This integration minimizes manual entry errors and ensures accurate billing.

• Booking proposals made easy: Simplify how you manage quotes with automated booking proposals that include stay details, payment requests, and expiration dates. If payment is due, you can customize digital payment request templates and send them directly to guests’ inboxes—all on autopilot.

• Reduced staff burden: By automating payment processes, hotel staff can focus on providing exceptional guest service rather than managing transactions. This leads to improved operational efficiency and allows staff to engage more meaningfully with guests.

Automate for Success: Quick Checklist for Hotels

Final Thoughts

Struggling with hotel management? You’re not alone. Staff shortages are real, but guess what? There’s a silver lining called hotel automation software.

It’s like having an extra pair of hands, making everything from check-in to check-out smoother. This means your team can stop sweating the small stuff and start focusing on what really matters: making guests happy. It’s not just about keeping up with the times; it’s about setting your hotel apart.

Ready to let it lighten the load? Book a demo to see how RoomRaccoon can help take the weight off your daily operations.