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Guest experience

Guest DeskGuest requests and complaints with SLAs Loyalty & MembershipsMembership plans, sessions and points

Food & beverage

In-Room Dining & POSQR menus, kitchen display and billing Food CostRecipe costing, wastage and variance

Operations

Asset ManagementEvery asset, its maintenance and warranty Fleet & TransportTrips, drivers, fares and invoices

People & safety

Time OfficeAttendance, shifts, visitors and gate SOSOne-tap staff alerts with escalation

Sales & reputation

Room ShowcaseRoom pages with photos, video and enquiries ReputationGuest feedback, reviews and competitors MarketingSoonEmail and SMS campaigns to past guests
Every module runs on the same login, staff list and permissions. See all products

Time Office

Everything that passes the staff gate, on record

Attendance, shifts and leave for your staff, plus visitors, contractors, gate passes, parcels, lockers and patrol rounds.

Book a demo See a visitor through the gate

For HR, security and time office teams.

Visitor entryThe Banyan Court

Take a quick photo

NameRahul Mehta
CompanyCoolair Services
MeetingRamesh, Engineering
IDAadhaar, ending 4821
Check in
Inside now: 86 staff, 7 visitors, 12 contractors

A QR for every way in, and every round

  • StaffStaff check in and out by QR, against their shift.
  • VisitorsDetails, ID and a selfie from the visitor's own phone, at the gate.
  • ContractorsContractor staff check in with their pass, and only from inside your premises if you want.
  • Patrol checkpointsGuards scan each checkpoint on the round, in order.
  • LockersEach locker and key cabinet has its own QR and history.

A visitor through the gate

No register book, no photocopied ID, and no guessing who's still inside at the end of the day.

  1. 1

    The host expects them

    Staff can pre-register a visitor with the date, time and purpose. Walk-ins work too.

  2. 2

    They check in by QR

    At the gate, the visitor fills in their details, ID and a selfie on their own phone.

  3. 3

    Security prints a badge

    With their photo, host, pass number and the floors they're allowed on.

  4. 4

    Every in and out is logged

    Each entry and exit is recorded, so a visitor who steps out and back in shows both.

  5. 5

    Nobody stays "inside" forever

    Anyone who forgets to check out is checked out after the hours you set, and that's recorded.

Attendance that matches the shift roster

Set up your shifts and give each person theirs. Staff check in and out by QR, and managers see the whole day at a glance, marking late, half day or leave where it's needed.

  • Shifts with start, end and break time
  • Check in and out by QR from the staff member's own phone
  • Present, late, half day, leave, holiday and weekly off
  • More than one check-in a day, if staff step out and come back
  • A night shift that runs past midnight stays one session
  • Managers can mark or correct attendance, with a note
  • Forgotten check-outs closed after the hours you set
Attendance: todaytimeoffice.foxotel.com
86Present
3Late
4On leave
2Absent
StaffShiftIn / outStatus
Ravi K.
Engineering
Morning
7:00 to 15:00
06:54
QR
Present
Meena R.
Housekeeping
Morning
7:00 to 15:00
07:21
QR, "bus late"
Late
Joseph D.
Kitchen
General
9:00 to 18:00
08:58, 13:02
13:40
2 sessions
Present
Salim A.
Security
Night
22:00 to 6:00
21:52 to 06:04
Past midnight
Present

Leave without the paper forms, and reports for HR

Staff request leave, managers approve it, and it shows up in attendance on its own. At month end, pull the reports HR needs and open them straight in Excel.

  • Leave types with days allowed, paid or unpaid
  • Requests and approvals, with your leave year start
  • A holiday calendar with public, optional and restricted holidays
  • Attendance, late, absent, visitor and contractor reports
  • CSV export that opens cleanly in Excel
  • A payroll summary for contractor staff, one row per person
Leave requests
  • Priya S.Casual leave, 24 to 25 Oct, 2 days
    ApproveDecline
  • Arun M.Sick leave, 20 Oct, 1 day
    Approved
  • Fatima B.Earned leave, 2 to 9 Nov, 8 days
    Pending

Coming up

Diwali1 NovPublic
Guru Nanak Jayanti15 NovOptional

Know who's on the property right now

Visitors, vendors and contractor staff each have their own record, with the photo and ID they showed at the gate.

  • Visit types: vendor, auditor, government, personal, VIP
  • Host, department, vehicle number and allowed floors
  • Aadhaar, passport, voter ID or driving licence
  • Block a visitor with a reason, and they're flagged in the visitor list
  • Contractor companies with GSTIN, contract dates and documents
  • Contractor staff passes with valid-from and valid-to dates
  • Contractor check-in allowed only inside the areas you draw on a map
  • Badges for A6 cards or 58 mm and 80 mm receipt printers
Inside right now
  • Rahul Mehta
    Coolair Services, meeting Ramesh
    Since 09:10
  • K. Lakshmi
    Auditor, Accounts
    Since 10:02
  • SFSparkle Facility: 9 staff
    Contractor, housekeeping. Checked in inside the hotel boundary
    On site
  • GEGopal Electricals: 3 staff
    Contractor, pass valid until 31 Oct
    On site
  • Vinod P.
    Blocked: "Misbehaved with staff, 2 Sep"
    Blocked

Nothing leaves the gate without a pass

Chairs going out for repair, tools coming back from a vendor, a parcel for Room 304: each has a record, a photo and a signature when it changes hands.

  • Returnable and non-returnable gate passes
  • Items with quantity and a photo going out, and again coming back
  • Department, who's taking it, who authorised it and the expected return date
  • A printable pass and a full history
  • Parcels with carrier, tracking number, photo and weight
  • Collected with the recipient's signature and a photo
Gate pass GP-118Returnable
Out
DepartmentFront office
Taken byShree Furniture Works
Authorised byAnita, Front office manager
Back by26 Oct
ItemQtyPhoto
Lobby armchair, torn fabric2
Side table, broken leg1
Parcel P-0907 for Room 304Blue Dart, 1.2 kg. Collected 18:40, signed by guest

Security rounds you can prove

Put a QR at each checkpoint and set how often the round runs. Guards scan as they go, and a missed checkpoint is plain to see. When something's wrong, it becomes an incident with everything attached.

  • Patrol routes with checkpoints in order, hourly, every 2 or 4 hours, or once a shift
  • Each scan marked OK, incident or missed, with a note and photo
  • Incidents with a severity, moving from open to investigating, resolved and closed
  • Guests, staff, outsiders and witnesses, with their statements
  • Photos, plus the CCTV camera and footage time to check
  • A timeline, root cause and corrective action before it's closed
Night round, 22:00Salim A.
  1. Main gate22:01
  2. Lobby22:06
  3. Pool deck22:12
  4. Kitchen back door22:19, found unlocked
  5. Loading bayMissed
INC-0057: Kitchen back door unlockedInvestigating

Severity medium. From the 22:00 patrol round.

  • CCTV: Cam 14, 21:40 to 22:20
  • Statement from Joseph D., Kitchen

Keys, radios and lost property, all signed for

The small things that go missing: a locker key, a walkie-talkie, a guest's charger left in Room 210. Each one is issued, returned or handed over with a record.

  • Staff lockers, key cabinets and safes, with keys issued, returned and deposits
  • Radios, torches, body cameras and other kit issued with condition and battery level
  • Lost or damaged equipment opens an incident automatically
  • Found items with a photo, where they were found and which rack they're on
  • Guest lost-item reports matched to found items
  • Handover with an ID check and signature, and a record of anything disposed of
Equipment out
  • R-04Walkie-talkie
    Salim A., due back 06:00
    80%
  • R-07Walkie-talkie
    Prakash N., due back 06:00
    22%
  • BC-2Body camera
    Salim A., witness: shift lead
    65%
LF-0312: Black phone chargerFound in Room 210 by housekeeping. Rack B-3Matches a lost report from Room 210

Works alongside

SOSA one-tap alert for staff on their own, with escalation to security. Guest DeskGuest requests and complaints, with a clock on each one. Asset ManagementThe hotel's fixed equipment, its maintenance and warranties. Fleet & TransportDrivers start duty and trips from their own app.

Check in at your own gate, by QR.

In a demo you'll check in as a visitor from your phone, see the badge print, and find yourself on the "inside now" list.

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