1) Requirements — Hotel Setup

A) Staff Roles (Guest Service + Ops)

• Front Office / Reception (check-in/check-out 24×7)
• Guest Relations (complaint handling + VIP support)
• Housekeeping (room cleaning + turnaround)
• Laundry (linen movement + shift mapping)
• F&B Service (restaurant, room service)
• Kitchen Team (chef/commis/steward)
• Banquet Team (events setup + OT heavy)
• Security (gate, CCTV monitoring, night patrol)
• Maintenance (electrician, plumber, HVAC)
• Accounts/HR (salary + OT approvals + export)
• Outsourced Staff (guard/housekeeping/banquet support)

B) Shift Inputs (Hotel Practical)

• Morning Shift (breakfast + housekeeping peak)
• Day Shift (check-ins + room readiness)
• Evening Shift (dinner + banquet events)
• Night Shift (reception + security + emergency response)
• Event/Function OT (banquet special timing)

C) Policies (Service Quality + Cost Control)

• Grace time (example: 10 min)
• Late/Early rules (front office / kitchen strict)
• Half-day (example: <50% shift)
• OT slab (30 min rounding)
• OT approval (Department HOD → HR/Admin)
• Department mapping (FO/HK/F&B/Kitchen/Banquet/Security)
• Outsourced staff tracking (vendor-wise attendance proof)

D) Device + Network Requirements

• Face Attendance (touchless, fast punch)
• LAN/WiFi internet (cloud dashboard + mobile reports)
• UPS backup (night continuity)
• Admin PC (reports + payroll export)

2) Use Cases (Hotel Real Scenarios)

1) 24×7 Reception Coverage

Night reception gap na ho: shift roster + late alerts.

2) Housekeeping Room Turnaround Control

Room ready on time: HK shift strength + attendance discipline.

3) Banquet Event OT Approval

Event duty ka payroll: approved OT only count ho.

4) Kitchen & Service Readiness

Breakfast/dinner rush: kitchen + service manpower mapped.

5) Outsourced Staff Proof

Vendor disputes kam: guard/housekeeping/banquet staff attendance proof.

3) Common Problems (Hotels)

1. Reception gap → guest dissatisfaction
2. Housekeeping shortage → room not ready, refunds
3. Banquet OT disputes → payroll friction
4. Late reporting → service delays
5. Outsourced staff mismatch → vendor billing issues
6. No department-wise visibility → management blind spots

4) Hotel Workflow Mapping

Shift Start

• Punch-in mandatory (face attendance)
• Department HOD checks coverage (FO/HK/F&B/Banquet)
• Critical desks: reception + security + kitchen confirmed

During Shift

• Manpower monitoring by department
• Break rotation with minimum service coverage
• Event OT flagged for approval

Shift End

• Punch-out discipline
• OT auto calculation + approval workflow
• Payroll export readiness

5) Software Features (Must-Have)

• Department/role based attendance (FO/HK/F&B/Kitchen/Banquet/Security)
• Multi-shift roster (morning/day/evening/night)
• Late/Early rules with grace
• OT approval workflow (HOD → HR)
• Outsourced staff tracking (vendor-wise)
• Mobile dashboard for owner/GM
• Payroll export Excel/CSV
• Audit log (approvals + edits)

Optional Add-ons

• Daily WhatsApp report (late/absent/OT)
• CCTV integration for reception + corridor + banquet
• Access control for store room / liquor room / admin areas

6) Shift + OT Policy (Recommended)

Item	Recommended	Why it matters
Grace	10 min	Practical tolerance
Late Rule	After grace → penalty/slab	Service discipline
Half Day	< 50% shift	Fair payroll logic
OT Slab	30 min rounding	Standard OT
OT Approval	HOD → HR/Admin	Fake OT block
Night Duty	Fixed roster	24×7 continuity

7) Recommendations (Hotel Management Tips)

• Reception + security night roster strict rakho
• Housekeeping peak timing (check-in/out) me manpower lock karo
• Banquet OT pre-approve karo
• Outsourced staff vendor-wise proof compulsory rakho
• Daily dashboard GM/owner ko auto bhejo

8) Example Setup (Sample Hotel + Banquet)

• Shifts: Morning (7–3), Evening (3–11), Night (11–7)
• Grace: 10 min
• OT slab: 30 min
• Approval: HOD → HR
• Payroll: Monthly Excel export + audit

Department Mapping Example

Role	Shift	Department	Mapping
Receptionist	Night	Front Office	Front Desk
Room Attendant	Morning	Housekeeping	Floor 2
Chef	Morning	Kitchen	Breakfast
Banquet Staff	Evening	Banquet	Hall A Event
Security	Night	Security	Main Gate + CCTV

9) Reports (Owner-Friendly)

• Daily attendance (present/absent/late)
• Department-wise presence (FO/HK/F&B/Kitchen/Banquet)
• Shift-wise coverage
• OT requested vs approved
• Vendor-wise outsourced staff report
• Monthly payroll export (Excel/CSV)

Payroll Export Columns (Recommended)

• Employee ID / Name
• Department/Role
• Shift tag
• Present/Absent/WO
• Late count + minutes
• Approved OT hours
• Payable days / remarks

10) Implementation (Modi Group Process)

1. Requirement discussion (departments, shifts, outsourced teams)
2. Site visit (reception + staff entry device placement + network)
3. Device install (Face/Bio) + testing
4. Policy setup (late/OT/approvals)
5. Roster + department mapping
6. Training (HOD + HR/Admin)
7. Test payroll export
8. Go-live + support

11) FAQs

Q1) Night shift supported?
Yes, multi-shift roster supported.

Q2) Banquet OT approval possible?
Yes, approved OT only payroll me count hota hai.

Q3) Outsourced staff tracking?
Yes, vendor/team-wise attendance reports supported.

Q4) Payroll export?
Excel/CSV export ready milta hai.

12) Contact / Demo – Ahmedabad

Share for exact quote: staff count, departments, shifts, banquet/event OT requirement, outsourced teams, payroll format.

📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com

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