TeamZap / HR software for hotels
Different shifts. One HR platform behind every stay.
Reception, housekeeping and the night team do not work the same hours. TeamZap connects your hotel's NFC attendance, staff rota, leave and workplace updates, with employee records and training information in one place. Staff use the app to check their shifts. Managers keep requests and follow up organised.
Free during our introductory period. No payment card required. If we introduce pricing, we will tell you well in advance.
NFC clocking & reviewed hours
Give every shift a simple way to record its hours.
An activated flat square NFC sticker at the staff entrance lets colleagues tap with a compatible phone, open the clock page and confirm. They can also clock in and out and record breaks through the mobile app.
Compare actual attendance with planned shifts when a guest arrival delays the finish or a colleague starts early. Review the record before approving the timesheet. Geofencing adds the available location result.
Explore Attendance
Location rota & staff roles
Plan reception, housekeeping and night roles in the same rota.
Build the location rota with roles and times for your team. Reuse shift templates or a previous week, then adjust the plan for the period. TeamZap checks for issues such as overlaps, approved leave and rest periods when you add or change shifts.
Publish the rota so staff can check their own shifts. Open shifts and swap requests give colleagues a way to ask for a change, with a manager approving the arrangement.
Explore Rota & Scheduling
Notices across changing shifts
Let a staff update survive the change of shift.
The night team should have a place to find an update posted during the day. Publish workplace notices in TeamZap and require acknowledgement where needed. Review the responses and follow up with anyone still outstanding.
Use direct and group messages for staff coordination. Keep procedure notices distinct from guest records, and put signed policies in the employee document workflow.
Explore Messaging & Notices
Qualifications, certificates & renewals
See the training record that needs attention.
Keep courses, sessions, qualifications and certificates together. Use the training matrix and recorded expiry information to review the team and identify missing evidence or renewals that need follow up.
A fire safety or other role relevant training record has a place alongside the employee's information. Your managers decide the requirements, assess the evidence and arrange the next activity.
Explore Training & Qualifications
HR paperwork & induction
Keep joining paperwork connected to the person.
Prepare document packages, request electronic signatures and review their status in TeamZap. Keep staff files and policy versions with the employee record.
Assign an onboarding checklist for your hotel's joining process, such as staff procedures, introductions and induction tasks. Review missing profile information, outstanding documents and task progress before treating the process as complete.
Explore HR DocumentsBalances, requests & cover
Review leave before rearranging the next shift pattern.
Employees check their recorded entitlement, used leave and remaining balance before submitting dates. Managers review the leave calendar and make the approval or decline decision in TeamZap.
Approved leave is included in checks when shifts are added or changed. Arrange any cover using the rota and open shifts, with managers deciding the staffing mix for each period.
Explore Leave ManagementCan reception and housekeeping staff see their own shifts?
Yes. Plan shifts by role within the hotel's location rota and publish it. Employees check their own shifts in the app. The reviewed workflow uses a rota per location, with departments coordinated within that location.
A night colleague cannot work. How do I offer the shift?
Post an open shift with the role and times required. Staff view and claim it in the app. Review their suitability and the staffing arrangement before approving who takes it. A claim is a request, not an automatic assignment.
Can an update reach staff whose next shift starts tomorrow?
Publish a workplace notice so the update remains available when they next check TeamZap. Require acknowledgement if you need a recorded response. Review read or acknowledgement status and follow up on those still outstanding.
How do I see which training certificates need renewing?
Review the training matrix, qualifications, certificates and recorded expiry information. Use that view to identify the employee and evidence requiring attention. Managers set the training requirements and organise any renewal.
We have a new starter. Can we see their unfinished paperwork?
Use the employee record, signature status and assigned joining checklist together. These show missing profile information, documents awaiting completion and task progress, so you can follow up with the relevant person.
What does geofencing mean for our staff entrance?
Geofencing is a virtual boundary around the workplace, set using the hotel's location and a radius. TeamZap compares the available phone location at clock in with that boundary and reports inside, outside or not checked.
It gives managers attendance context. It does not block a clock in outside the boundary or prove who is holding the phone.
Can TeamZap plan staffing from room occupancy?
The workflows on this page cover manager planned rotas and workforce records. They do not include a verified connection to room occupancy or a property management system. Managers choose the required people, roles and times.
How do we include a finish later than the scheduled shift?
Compare the recorded finish and breaks with the rota, resolve any discrepancy and approve the timesheet. Prepare the payroll export using the reviewed information. Payments and statutory filing remain in your payroll process.
We operate more than one property. Can we review hours by hotel?
Locations and workforce reports can be organised within one account, subject to account allowances. Use location and role reports for a management review. Introductory accounts start with one location; contact TeamZap about additional properties.
One HR platform for your hotel team
Keep the staff plan moving when the shifts change.
Bring your hotel's clocking, rotas, requests and employee records together. Give every colleague a place to check what they need for their working day.
Create your free accountFree during our introductory period. No payment card required. If we introduce pricing, we will tell you well in advance.