Reasons Why Your Hotel Needs Scheduling Software

Hotel staff scheduling can be a difficult issue for hotel managers. The reason is because hotels often employ dozens, if not hundreds, of people. With so many employees coming and going at different shifts, keeping everything organized can be a real challenge. In fact, hotel employee scheduling can be one of the most difficult tasks that hotel managers face. Luckily, there is hospitality scheduling software, such as the Ximble app, that can make hotel staff scheduling much, much easier. Here is why your hotel needs a work schedule maker.

Paperless scheduling

With scheduling software, the managers at your hotel will not have to use paper to create schedules. Everything can be done from the convenience of a mobile device. This makes it much, much simpler for managers to create schedules. They can wave goodbye to copy machines and printers when they are making their schedules and say hello to the easiest scheduling they have ever done.

Not only is this better for the environment, it makes it easier to distribute the schedules to employees. Rather than having to stick up copies of a paper schedule, or hand them out, Ximble lets all hotel employees log on to the app to see their schedules. This makes it simpler to organize shift swaps too, something that will help keep employees around.

Employee time tracking

With a hotel employee time clock app such as the Ximble app, managers can track employee work hours directly through the app! This means no more time cards. What a relief! With a time clock app, employees can log their hours right through their mobile devices. This makes it extremely easy both for them and for managers who no longer have to try to sort through piles of time cards. The hours worked are all kept track of in an efficient and reliable manner.

Not only does this make everything easier for hotel managers, it makes the process easier for hotel employees too. One of the best ways to improve employee retention rates is to make small changes that make their work lives easier. With Ximble they can log the hours themselves, which is much more convenient at the end of their work day.

Easy updates

With the Ximble app, managers can quickly and easily update the schedule and send the updates to all of their employees. This is critically important in a hotel setting because employees may work many different hours, and hotels tend to have a lot of employees. So, the faster and the more reliably schedule updates can be made and communicated, the less likely the chances will be that a scheduling disaster occurs.

This is another small thing that can make a big difference to employee happiness. If an employee needs to get a shift swapped for any reason, they can do so with ease. Rather than with a paper schedule, which would require a hotel manager to contact different members of staff, Ximble lets managers made changes quickly and to distribute schedules to staff in no time. In an emergency, this can make all the difference to an employee.

Plan for busy periods

One of the hardest things about managing so many employees is being able to get the right amount of people in at the right time. If busy periods end up being quite it can become necessary to send some employees home. While some might like this occasionally, it can start becoming a problem if it’s too regular. The same can be said for having to call employees in at short notice. If either of these happen too often, there’s a potential for employees to leave.

Ximble helps restaurant managers to plan employee schedules more efficiently by using data to learn when are your hotel’s quietest and busiest periods. This will help to streamline the employee schedule planning process, and minimize the amount of employees that get sent home early. This will help to improve employee attention rates, and will give them more chance to plan their lives around work.

Easy employee management

Looking after and planning for so many employees can be incredibly hard, especially if hotel managers are still using paper schedules. Factoring in employee days off, preferred work days, employee vacations, and more can be time consuming, and mean managers are taken away from important duties.

However, Ximble makes the process easier for everyone. It allows hotel managers to input relevant employee data that keeps track of things like vacations and days off. It also keeps track of late employees and no-shows, which makes a manager’s job much easier when there are so many staff. The app provides seamless employee schedule planning and distribution, even to a large workforce.


Hotels need to be able to optimize their scheduling processes to prevent having too few or too many people staffed at all times. Optimal scheduling can also help to prevent excess overtime payments. A Schedule maker can help to solve these problems and to make life much easier for your managers. Perhaps it is the perfect time for you to look into scheduling software right now!

Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

Success Stories


It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix_-_logo_Case_study_page
Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.


When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts_-_logo_Case_study_page
Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves_-_logo_Case_study_page
Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop_-_logo_Case_study_page
Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

2 Mermaid Life_Chameleon_-_logo_Case_study_page
Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

2 Krein Knives_-_logo_Case_study_page
Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.


Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.


With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.


Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd_-_logo_Case_study_page
CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear_-_logo_Case_study_page
Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets_-_logo_Case_study_page
Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO_-_logo_Case_study_page
Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic_-_logo_Case_study_page
National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.


Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.


Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.


A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl
Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management
Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.


A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting
Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.


Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.


Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.

Try Ximble for 14 days free

No credit card required. Cancel any time.