{"id":92640,"date":"2023-02-09T18:48:22","date_gmt":"2023-02-09T16:48:22","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=92640"},"modified":"2026-03-27T13:31:12","modified_gmt":"2026-03-27T11:31:12","slug":"time-management-software-hospitality","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/time-management-software-hospitality\/","title":{"rendered":"Why Time Management Software is Crucial for Hospitality Businesses"},"content":{"rendered":"<div class=\"flex max-w-full flex-col flex-grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 whitespace-normal break-words text-start [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"55329310-e622-4297-9a64-963d8bc4e7a2\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p class=\"\" data-start=\"0\" data-end=\"254\">Hospitality management software provides digital tools and technical systems to support the industry in key functions like customer relationships, inventory management, and payment processing. It also helps organize the workforce for smoother operations. Each of these functions are vital for the success of the business. Specifically, time management is a critical aspect of any business, especially within the fast-paced world of hospitality.\u00a0 The prevalence of shift work and <strong>high staff turnover rate &#8211; <\/strong><a href=\"https:\/\/www.highspeedtraining.co.uk\/hub\/employee-retention-in-hospitality\/\">70% annually<\/a> according to a study by YouGov &#8211; means managers and rota planners have a complex job on their hands.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<p><span style=\"font-weight: 400;\">Thus, ensuring you have the right people working at the right time can be challenging for the hospitality industry because it is hard to predict customer numbers, high staff turnover and shifts that often involve unsociable hours. <\/span><span style=\"font-weight: 400;\">In this article we look at <strong>why time management software is essential for hospitality businesses<\/strong> and <strong>provide some examples of options to consider.<\/strong><\/span><\/p>\n<p class=\"p1\"><a href=\"https:\/\/factorialhr.co.uk\/get-started\"><img decoding=\"async\" class=\"alignnone wp-image-152390 size-large\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog-1024x484.png\" alt=\"Track your employees' hours using Factorial\" width=\"1024\" height=\"484\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog-1024x484.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog-300x142.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog-768x363.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog-1536x726.png 1536w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2021\/01\/20175024\/time-tracking-uk-blog.png 1921w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/p>\n<h2><b>What is Hospitality Time Management Software?<\/b><\/h2>\n<div class=\"flex max-w-full flex-col flex-grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 whitespace-normal break-words text-start [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"6a0904f4-891c-43df-a5b7-d4b81171b3e1\" data-message-model-slug=\"gpt-4o-mini\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p class=\"\" data-start=\"0\" data-end=\"210\">Hospitality time management software refers to systems designed to help businesses manage when and how their staff work. These tools streamline scheduling, track hours, and improve overall workforce efficiency.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<h2><b>Features of Hospitality Software<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Time management software can have the following features:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/factorialhr.co.uk\/blog\/attendance-tracker\/\">Timekeeping<\/a> and clocking in and out<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creating rotas<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delivering timesheet reports<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Liaising with payroll<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Recording absences and leave<\/span><\/li>\n<\/ul>\n<h2>Hospitality Time Management Software Benefits<\/h2>\n<div class=\"flex max-w-full flex-col flex-grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 whitespace-normal break-words text-start [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"caa4eede-4b12-4ffd-83b8-dc2bf2d74277\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p class=\"\" data-start=\"0\" data-end=\"410\">In the fast-paced hospitality industry, efficient time management is crucial for delivering exceptional service and maintaining smooth operations. Hospitality time management software helps businesses streamline scheduling, track employee hours, and optimise productivity. By leveraging these tools, hotels, restaurants, and resorts can enhance efficiency while reducing labor costs and administrative burdens. Here are 4 key benefits to why it&#8217;s crucial for businesses to invest in hospitality software.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><b>1. <a id=\"improve\"><\/a>Improved Scheduling and Rota Management<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">For hospitality managers, rotas and headaches go hand in hand. Stitching together shifts is like piecing together a jigsaw puzzle. Factor in<strong> <a href=\"https:\/\/factorialhr.co.uk\/blog\/tracking-absences-employees\/\">absences<\/a>, clashes and different staff locations<\/strong> and it\u2019s like piecing together a jigsaw &#8211; <\/span><i><span style=\"font-weight: 400;\">blindfolded.\u00a0<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">So it\u2019s no wonder that employers across the country aren\u2019t getting it right. <\/span><a href=\"https:\/\/www.theguardian.com\/business\/2021\/apr\/15\/almost-40-of-uk-workers-get-less-than-a-weeks-notice-of-shift-patterns\"><span style=\"font-weight: 400;\">Research<\/span><\/a><span style=\"font-weight: 400;\"> carried out by The Living Wage Foundation revealed that nearly two-fifths of UK workers are given short notice of their working hours. This can throw off the work-life balance of employees and results in<a href=\"https:\/\/factorialhr.co.uk\/blog\/coping-mechanisms-for-stress-and-anxiety-at-work\/\" target=\"_blank\" rel=\"noopener\"> high stress and decreased motivation<\/a> to perform well at work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A key benefit of time management software is how easy it is to notify employees of shift changes. <\/span>With one click, managers can send notifications, giving staff plenty of notice. More generally, it allows businesses to easily manage employee <a href=\"https:\/\/factorialhr.co.uk\/shift-management\">schedules and shifts<\/a>, ensuring that they are always fully staffed during busy periods. It also helps to<strong> eliminate scheduling conflicts<\/strong> and <strong>ensure that staff are not overworked<\/strong>, reducing the risk of burnout and improving employee morale.<\/p>\n<p><span style=\"font-weight: 400;\">The sanity of the managers overseeing them is just as important. Software can <strong>increase visibility<\/strong> with a \u2018calendar view\u2019, displaying absences and <a href=\"https:\/\/factorialhr.co.uk\/holidays-leaves-software\">holidays<\/a> in different colours to help with forward planning. With <strong>real-time<\/strong> updates and notifications of <strong>shift change requests and cancellations<\/strong>, managers can quickly make changes to the schedule as needed, ensuring that their business runs like a well-oiled machine.<\/span><b><\/b><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-92800\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103454\/unnamed2.png\" alt=\"time-management-software\" width=\"713\" height=\"441\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103454\/unnamed2.png 512w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103454\/unnamed2-300x186.png 300w\" sizes=\"(max-width: 713px) 100vw, 713px\" \/><\/p>\n<h3><b>2. <a id=\"increase\"><\/a>Increased Accuracy and Reliability<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Using software can also make records more <strong>accurate<\/strong> and <strong>reliable<\/strong>. Traditional methods of tracking employee time, such as <strong>manual timecards<\/strong> and <strong>spreadsheets,<\/strong> are prone to inconsistencies.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With <strong>time management software<\/strong>, businesses can <a href=\"https:\/\/factorialhr.co.uk\/time-attendance-signing\">track employee hours in real-time<\/a>, <strong>reducing the risk of errors<\/strong> and ensuring that they are always up-to-date on employee hours and pay. Managers can create timesheets they can trust with the click of a button and know that they\u2019re reviewing precise information.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This extends to agency staff, too.<strong> Temporary employee hours<\/strong> can also be tracked and monitored, so if you\u2019ve hired a few extra people to help over a busy period, their shifts can be monitored from the same place.\u00a0\u00a0<\/span><b><\/b><\/p>\n<h3><b>3. <a id=\"support\"><\/a>Ensure Compliance\u00a0<\/b><\/h3>\n<div class=\"flex max-w-full flex-col flex-grow\">\n<div class=\"min-h-8 text-message relative flex w-full flex-col items-end gap-2 whitespace-normal break-words text-start [.text-message+&amp;]:mt-5\" dir=\"auto\" data-message-author-role=\"assistant\" data-message-id=\"e72f14d1-3824-4dad-a64c-3a9a2bb75297\" data-message-model-slug=\"gpt-4o\">\n<div class=\"flex w-full flex-col gap-1 empty:hidden first:pt-[3px]\">\n<div class=\"markdown prose w-full break-words dark:prose-invert light\">\n<p class=\"\" data-start=\"0\" data-end=\"206\">It\u2019s 9 p.m. on a Friday night, and your bar is packed with people waiting to be served. Maybe it\u2019s the middle of Sunday lunch service at your pub, or your hotel is fully booked for a big event this weekend.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<p><span style=\"font-weight: 400;\">Each of these are pulse-raising situations for any manager.\u00a0 It\u2019s likely your staff will be on their feet for hours on end working \u2018non-stop\u2019 &#8211; but it\u2019s crucial that they do. If not, you could be in breach of the <strong>Working Time Regulations<\/strong> which could result in<strong> fines and possible jail time<\/strong>.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These laws determine the working hours of employees over a working week and give workers the <strong>legal right<\/strong> to paid leave and specified rest breaks. They stipulate that employees are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not allowed to work <strong>over 48 hours a week<\/strong> over a reference period, unless they opt out.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not allowed to exceed an average of <strong>eight hours work in 24 hours<\/strong> (for night workers)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Entitled to <strong>11 hours of rest<\/strong> between working days<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Allowed a <strong>20 minute minimum rest break<\/strong> (defined below) if the working day is longer than six hours<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Entitled to <strong>28 days paid time off<\/strong> for full-time workers per year<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Permitted a minimum of <strong>one day off per week<\/strong>.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Restricted to <strong>eight hours per day or 40 hours per week<\/strong> (if over the compulsory school leaving age and up to 18 years).<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><strong>Time tracking software<\/strong> ensures employees are taking the minimum amount of break-time per shift required by law. Staff can <strong>clock in and out of breaks<\/strong>, allowing everyone to keep track of rest periods. By digitising this process, managers gain <strong>increased visibility<\/strong> of breaks and total hours worked per day\/week, empowering them to stay compliant.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Legal obligation isn\u2019t the only incentive here. Enforcing breaks and sufficient time off <strong>improves employee wellbeing and brand reputation<\/strong>. Hospitality businesses have a bad rep for mistreating and overworking staff &#8211; don\u2019t let your company be one of them!\u00a0\u00a0<\/span><b><\/b><\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-92799\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103453\/unnamed3.jpg\" alt=\"time-management-software\" width=\"667\" height=\"444\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103453\/unnamed3.jpg 512w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/02\/13103453\/unnamed3-300x200.jpg 300w\" sizes=\"(max-width: 667px) 100vw, 667px\" \/><\/p>\n<h3><b>4. <a id=\"time\"><\/a>Improved Time Tracking and Billing<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The hospitality industry and its workers are usually busiest during what are considered \u2018anti-social hours\u2019, i.e. outside of the standard 9-5 realm. <\/span><strong>Shifts can start and end at different times for each employee,<\/strong> making it challenging to track punctuality and shift fulfillment. This variation can complicate efforts to ensure smooth operations and effective workforce management.<\/p>\n<p><strong><a href=\"https:\/\/factorialhr.co.uk\/time-attendance-signing\">Time tracking software<\/a><\/strong><span style=\"font-weight: 400;\"> can help businesses keep track of employee hours, overtime and other time-related expenses. Managers can easily tell which employees have fulfilled their working shifts and compare this to the expected amount. In doing so, you can <strong>cut costs<\/strong> by identifying and combating \u2018time theft\u2019, i.e. when employees are paid for hours they didn\u2019t work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Time-related data can then be used to generate invoices, pay employees and manage expenses, <strong>reducing the risk of errors<\/strong> and<strong> improving the accuracy of payroll<\/strong> and financial reporting.\u00a0<\/span><span style=\"font-weight: 400;\">Not to mention that <strong>time is of the essence<\/strong> in the relentlessly fast-moving world of hospitality. <\/span>Automating and digitizing manual time management tasks gives managers valuable hours to <strong>prioritize customer satisfaction.<\/strong> They can also focus on improving workplace efficiency to reduce operating costs and boost the bottom line.<\/p>\n<p><a href=\"https:\/\/factorialhr.co.uk\/get-started\"><img decoding=\"async\" class=\"alignnone wp-image-152710 size-large\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner-1024x484.png\" alt=\"Automate shift and rota scheduling with Factorial\" width=\"1024\" height=\"484\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner-1024x484.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner-300x142.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner-768x363.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner-1536x726.png 1536w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/25171529\/Factorial-shift-management-banner.png 1921w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/p>\n<h2><b>Best Hospitality Software for Employers\u00a0<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">If you are looking for hospitality management software for your business, you will soon discover many options. Before you do anything, sit down and write a list of all your requirements when managing your staff and then prioritise them so you have a good idea of what you are looking for.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ve pulled together three of the best options for you here:<\/span><\/p>\n<h3><b>Factorial<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Factorial\u2019s time management software can help you with several tasks, streamlining the process of organising employee shifts and saving you money. The software combines three core elements for hospitality businesses: <\/span><a href=\"https:\/\/factorialhr.co.uk\/time-attendance-signing\"><span style=\"font-weight: 400;\">time-tracking <\/span><\/a><span style=\"font-weight: 400;\">supports employees with geolocation automatic checking in and out, <\/span><a href=\"https:\/\/factorialhr.co.uk\/shift-management\"><span style=\"font-weight: 400;\">shift management<\/span><\/a><span style=\"font-weight: 400;\"> helps you plan rotas and communicate information to employees in one quick click, and <\/span><a href=\"https:\/\/factorialhr.co.uk\/holidays-leaves-software\"><span style=\"font-weight: 400;\">time off<\/span><\/a><span style=\"font-weight: 400;\"> manages employees\u2019 leave requests and unplanned absences.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additional features include: <\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Create and download reports to help make data-driven decisions.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Customiseable modules to work for your business.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Easily accessible your profile via laptop, app, QR code or facial recognition.<\/span><\/li>\n<li>Track and manage your employees&#8217; performances (includes free appraisal review templates!)<\/li>\n<li>Keep record of all your expenses: labour and product costs.<\/li>\n<\/ul>\n<p><iframe title=\"YouTube video player\" src=\"\/\/www.youtube.com\/embed\/J3-ZnF0oEv8?si=RNDhSuveFz3knkgQ\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p><strong><a href=\"https:\/\/factorialhr.co.uk\/get-started\">Schedule your free 14 day trial today!<\/a> Transforming your business management has never been easier.\u00a0<\/strong><\/p>\n<h3><b>ADP<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">ADP has talked to hospitality businesses to ensure that their systems are designed to specifically meet the sector&#8217;s needs. Like Factorial, they have three different software elements: <\/span><span style=\"font-weight: 400;\">time and attendance<\/span><span style=\"font-weight: 400;\">, human capital management (HCM), and <\/span><span style=\"font-weight: 400;\">payroll services<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Within their HCM portal, you can manage your employees&#8217; data, organise training, keep track of recruitment, and run payroll. ADP can help you track multiple jobs and multiple rates of pay across different locations.<\/span><\/p>\n<h3><b>HiBob<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Another human resources information system (HRIS), HiBob, offers one central platform to meet many HR needs in the hospitality industry. Its platform automates and simplifies many of the daily tasks that need to happen to ensure the workforce is ready to work. Alongside its <\/span><span style=\"font-weight: 400;\">core HR,<\/span><span style=\"font-weight: 400;\"> which manages employee data, specific sections manage <\/span><span style=\"font-weight: 400;\">time tracking<\/span><span style=\"font-weight: 400;\">, time off and attendance, onboarding, and payroll.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">HiBob prides itself on its social media-like home page, which is intuitive to use, and allows you to integrate the platform with other apps and providers, such as Slack and Teams.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Hospitality management software provides digital tools and technical systems to support the industry in key functions like customer relationships, inventory management, and payment processing. It also helps organize the workforce for smoother operations. Each of these functions are vital for the success of the business. Specifically, time management is a critical aspect of any business,<a href=\"https:\/\/factorialhr.co.uk\/blog\/time-management-software-hospitality\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":151,"featured_media":92802,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[341,336],"tags":[],"class_list":["post-92640","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hr-technology","category-time-management"],"acf":{"topics":"time"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Use Time Management Software to Support Hospitality Businesses<\/title>\n<meta name=\"description\" content=\"Discover 4 key ways time management software can speed up shift scheduling and support hospitality managers to 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