Presio / Hotels

Industry · Hotels

Time Tracking & Scheduling
for Hotels

Housekeeping, reception, breakfast, banquets: many departments, one schedule. Presio keeps staffing, working hours and payroll preparation together across every area.

Try it free See the live demo No credit card · cancellable monthly · no setup fee

Sound familiar?

Everyday life without a system

Excel per department

Reception, housekeeping, F&B - three lists that never quite line up.

Handovers on paper slips

Who's covering the night? Notes at the front desk get lost.

Premiums calculated by hand

Night and public-holiday premiums, worked out by calculator at month-end.

Presio turns every one of these points into a single step. Here's what that looks like:

Hotel Lindenhof · Kiosk

Kiosk mode

One tablet at the entrance - the whole team clocks in

No smartphone of your own needed: tap, PIN, done - and today's shift shows up right on the screen. Try it out:

Team quiz

Breakfast menu, room categories, house knowledge - all in the head, not in the binder

✓From your own documents: Upload the breakfast or bar menu, room descriptions or house rules as PDF or photo - Presio turns them into questions with answer options. Every question can be edited before publishing.
✓Onboarding without a training room: Reception, housekeeping and service learn at their own pace on the phone - right or wrong, instantly. New seasonal hire, same level of knowledge.
✓Provably trained: Whoever passed the quiz is documented with a date - for hygiene instruction, fire safety and the first shift with guests.

Sofortmeldung

Registered before the first hour is clocked

✓Mandatory from day one: Hospitality and accommodation are among the sectors with mandatory immediate notification (§ 28a (4) SGB IV): the report must be sent by the time work starts - not with the first payslip.
✓Right when adding the person: Add the new person, tick immediate notification, done. Presio hands the report over via the Sofortmelder interface; the confirmation lands in the personnel file.
✓Proof for customs: At an inspection what counts is whether the notification was there before work started. Time stamp and confirmation are ready per person - even for the temp who only comes on Saturdays.

Immediate social security notification right when you add a new employee

Infection control briefings per employee: traffic light Current, Refresher due, Missing

Food hygiene instruction

Anyone handling food needs the instruction - Presio knows who is missing it

✓Initial instruction and refresher: Before the first work with food, the instruction under § 43 IfSG; after that a refresher by the employer every two years. Presio keeps both per person, with dates.
✓Traffic light at a glance: Current, refresher due, missing: the overview shows at once who needs instruction before the next shift - and reminds in time.
✓Instruct digitally, file the PDF: The refresher runs right in the app with both signatures; the signed PDF sits in the personnel file and can be shown to the food inspectorate.

annual vacation planning

A whole year of vacation - settled in one morning

✓Collect wishes instead of notes: While the wish window is open, everyone submits their periods for next year - with a priority and a reason, straight from the app.
✓Bottlenecks visible at once: The year overview shows for every day how many are missing and how many are in - optionally per qualification or workplace. Where it gets too tight, it turns red.
✓Release it, done: You drag periods with the mouse and release with a click - they become real approved vacation in the calendar. Late entries stay possible.

Annual overview of vacation planning: all employees across the whole year, requests as bars and a counter per day

Shift offer after a sick call: offer to suitable employees and to a staffing agency, responses compared

Shift offers & agency staff

Sick call at six - cover by half past

✓One click out of the gap: The red cell in the plan offers the shift to exactly the right people - filtered by qualification, pushed to their phone.
✓First to accept is scheduled: Or you collect who is interested and decide yourself. The shift then lands in the plan on its own.
✓Agency staff asked at the same time: Staffing agencies get the same offer through their own interface and report back their people - who count towards the required staffing, with no chain of phone calls.

Transparency for employees

Everyone sees what goes into their pay - the timesheet with surcharges

✓Everything on one sheet: Every booking with time, location and break, plus total, target and balance - month by month, as PDF or Excel, with the company's logo.
✓Surcharges visible: Sunday, holiday, late and night appear on the timesheet with hours and rate - the same calculation the payroll export delivers to the accountant.
✓Trust instead of questions: Whoever can check their own hours and surcharges does not need to recalculate or ask. Our goal: transparency that creates satisfaction.

Presio dashboard with time clock, time account and quick access

Why Presio is a good fit here

Made for your everyday work

✓Departments as groups: Reception, housekeeping and F&B as separate groups in the schedule - clearly divided, yet one system.
✓Early shift to night porter: From the breakfast shift to the night shift: Presio understands shifts that span midnight and factors in rest periods.
✓Premiums at a glance: Night, Sunday and public-holiday premiums land as a gross estimate in the payroll export for your tax office.
✓Target staffing per department: Set the target staffing for each shift and day - the header row counts live and shows where someone is missing at reception or in housekeeping.
✓Rest period check when planning: Late shift until 11 p.m., early shift at 6? Presio flags rest periods under 11 hours, overscheduling and missing qualifications before the schedule is published.
✓Absence in the morning: Offer the open shift directly from the schedule: suitable colleagues get a push notification, and whoever accepts first is scheduled.

All features at a glance

Expert articles

Workforce management in the hotel industry

Staff scheduling, time tracking, allowances, personnel management and the rules that apply in the hospitality industry – what a personnel management software must do and why Presio is built for it.

Read specialist article

In practice: Staff rota in the hotel - obligations, typical mistakes and a checklist.

Frequently asked questions

Quick answers

Can department heads only plan their own team?

Yes - managers see and plan their own area, while the full overview stays reserved for leadership.

How do employees without a company phone clock in?

At the kiosk tablet by the staff entrance - with a personal PIN, in seconds.

How do you plan several departments in a hotel?

Reception, housekeeping and F&B as groups with their own target staffing - or, for separate areas, as separate schedules with their own shifts. Each person still has only one time account and one vacation account.

Does Presio check the rest period between a late and an early shift?

Yes. When planning, Presio flags rest periods under 11 hours as a conflict and explains with one click what helps. Whether a shortened rest period with compensation is used in hospitality is up to management.

What happens when someone calls in sick at short notice?

The shift is offered from the schedule. Presio sends it by push to suitable colleagues - with the required qualification, no overlap and no absence. Whoever accepts first takes it.

How are night shifts past midnight accounted for?

To the minute: the hours up to midnight count toward the first day, those after toward the second. Night, Sunday and public holiday premiums appear day by day in the time sheet.

Time Tracking & Schedulingfor Hotels