Your team grows. The HR folder does not.
Hotel HR software is the employee record behind the roster: contract hours, roles, skills, certificates and leave balances in one place, with payroll preparation from approved hours and performance and skills management for department heads. HotelCadence keeps one record per employee, and the scheduler reads that record before it drafts a shift. Worked hours, allowances and leave build up during the month, so payroll preparation becomes a check. From US$6 per scheduled employee per month.
HotelCadence is workforce software for hotels. It reads the bookings already in your property system, forecasts how busy each department will be hour by hour, builds the roster to match, records worked hours and prepares payroll. Department heads approve every roster. From US$6 per scheduled employee per month.
The roster cannot respect a rule it cannot see.
At most hotels the employee file lives in an HR system or a cabinet, the roster lives in a spreadsheet, and the two meet once a month when payroll asks why a casual worked 56 hours. Contract hours, rest rules, a lifeguard certificate that expired in March, a pool attendant on parental leave: each is a constraint the roster should have known about on Tuesday and found out about on Saturday.
That gap is the HR side of the low-hanging fruit. Before a hotel invests in new machines or self check-in, it can put the staff it already has on the right hours. Step five of that method is filling shifts with people, by skill, contract, requests and cost. It only works if the record the scheduler reads is the record HR maintains. Read the five-step method for keeping service levels while reducing staff costs.
One record, read by the roster
Employee record
Contact details, team, roles and permissions, contract type and hours, skills and certificates with expiry dates, all on one profile per person, per property and per department.
Leave & absence
Requests, balances and sickness in one place. The roster always knows who is available, and a leave request answered on Monday is reflected in Saturday's draft.
Skills & certification management
Competencies, certificates and cross-training in one view. Gaps show before they reach the roster, and the scheduler's skill constraints update on their own. In the Develop the team package.
Performance management
One picture of each employee, with a 9-grid matrix that helps department heads spot future supervisors and build stronger teams. In the Develop the team package.
Employee app & social hub
Schedules, swaps, requests and the team newsfeed on Android and iOS, plus chat with the whole property, a team or one person. People read HR messages where they check their shifts.
Roles & permissions
Define who schedules, who approves and who views, per property and per department, so a regional HR director and a restaurant supervisor each see what they need.
Hours that are right before the handover
- 1
During the month
Clock-ins land against rostered shifts. HotelCadence calculates breaks, rounding, night and holiday premiums and overtime as each shift runs. Leave taken reduces the balance the same day.
- 2
Check and close
Department heads approve matching shifts in bulk and clear the exceptions. Closing a period locks the hours so the figure finance sees does not move after handover.
- 3
Hand over
Approved hours and allowances flow to your payroll system through the payroll integration, booked to department or cost centre. HotelCadence prepares the hours; your payroll provider runs the pay.
Payroll integration is included from the Connect and steer package. HotelCadence does not run payroll or move money. See what each package includes on the pricing page.
A certificate expiry, three ways
A resort runs two pools with a legal minimum of one certified lifeguard on duty per pool. One guard's certificate expires on 14 June.
| Where the record lives | What happens on 15 June |
|---|---|
| HR cabinet or a separate HR system | The roster still shows the guard on duty. The gap is found during an audit or an incident. |
| A spreadsheet the executive housekeeper keeps | Depends on whether she checked the column this month. Caught late more often than not, fixed with overtime. |
| HotelCadence employee record | The expiry alert went out in May. From 15 June the scheduler will not place the guard on a certified shift, and the draft roster shows the gap to fill. |
Worked example. The same mechanism covers food-safety certificates in F&B, security licences, first-aid cover and any skill you make a constraint.
Turnover is a scheduling problem in disguise
Hotel staff leave for predictable reasons: rosters published late, requests ignored, overtime that never ends, no path to the next role. Each one is visible in the data a scheduling system already holds. Leave balances the roster respects, requested days off the optimizer honours, overtime measured monthly and a 9-grid that shows who is ready for a supervisor shift are retention tools, and they live in the same screen as the roster.
That is why the HR layer is the last package. Run the day and Connect and steer get the hours right. Predict and automate puts them on the demand curve. Develop the team keeps the people who make the saving possible. Compare the four packages on the pricing page.
Questions hotel HR directors ask
What does hotel HR software do?
It keeps one record per employee, with contract hours, roles, skills, certificates and leave balances, and makes that record available to the roster, to time tracking and to payroll preparation. In HotelCadence the scheduler reads the record before drafting a shift, so the scheduler treats contract, rest and certificate rules as constraints.
Does HotelCadence replace our HR system?
For hotels without a dedicated HR system, it is the employee record. For chains with an HR system of record, it holds the operational profile the roster needs and sends approved hours to payroll; the HR system stays the master for contracts and personal data. The integration audit during onboarding confirms the split.
How does payroll preparation work?
Hours, breaks, premiums, overtime and leave build up during the month from clock-ins against rostered shifts. Department heads approve matching shifts in bulk and clear exceptions, close the period, and approved hours with allowances flow to your payroll system. HotelCadence does not run payroll.
Can the roster see leave and certificates?
Yes. Leave balances, approved absence, contract hours and certificate expiry dates are constraints the optimizer checks before drafting. An expired certificate keeps a person off the shifts that require it, and the draft shows the gap to fill.
Which package includes the HR features?
Leave and absence, roles and permissions and the employee app are in Run the day at US$6. Payroll integration starts at Connect and steer at US$7. Performance management, skills and certification management and the social hub are in Develop the team at US$9 per scheduled employee per month.
Where is employee data hosted?
In Singapore by default, with regional data residency options for chains on the partnership plan. Connections to your property system only read, never change anything there, and never touch guest payment data.
30 minutes · APAC time zones · no obligation.