Rotas and time tracking for hotels

• Reception is staffed around the clock

  Early, late and night shifts at reception are already set up. If the late shift ends at 11 pm and the early shift starts at 6:30 am, that leaves only seven and a half hours of rest. Samwise points this out while you plan.

• Housekeeping with part-timers and casual staff

  The plan shows who can work when and who is on leave. If a casual worker would go over the mini-job earnings limit, you see it while you plan.

• Seasonal staff on board quickly

  New people fill in the staff questionnaire on their phone before they start. Hotels must register them with social insurance no later than when they start work (immediate registration). Once you’ve confirmed this in Samwise, it reminds you before each new person’s first shift.

• Someone is off sick

  Samwise shows who can step in, and one click offers the shift to everyone who fits. Staff swap shifts or give them away on their phones.

• Sundays and public holidays

  allowed if the work can’t be done on a weekday

  Rest between two shifts

  at least 10 hours, if another rest period within the same calendar month or within four weeks lasts at least 12 hours to make up for it. Samwise keeps track.

  Sundays off per year

  at least 15, or 10 if your collective agreement allows it

  Under-18s

  6 am to 8 pm, a working day of up to 10 hours including breaks, then at least 12 hours off, not at weekends or on public holidays, and only until 2 pm on 24 and 31 December

  Immediate registration when new staff start

  yes; Samwise reminds you before the first shift once you have confirmed this

• For every Sunday worked, Samwise looks out for a day off in lieu, and it counts how many Sundays a year stay free for each person.
• Samwise counts 10 instead of 15 Sundays off once you enter your collective agreement in Samwise.
• Where the table shows yes for immediate registration (Sofortmeldung), new staff must be registered with social insurance no later than when they start work. You still submit the regular registration as usual. Everyone must also carry their ID card, passport or an official substitute document at work. You must tell all employees about this ID rule in writing, new staff before they start work, and keep the notices. Samwise asks you whether immediate registration applies to your business. Until you answer, Samwise points it out. Once you confirm that it applies, Samwise reminds you to register each new person before their first shift.
• The law doesn’t say outright whether the restaurant exceptions for under-18s, such as working until 10 pm from age 16, cover the whole hotel or only its restaurant and bar. If they apply to your hotel, you switch them on in Samwise for a team or a shift.

For every business, Samwise also keeps track of maximum working hours, breaks, maternity protection and the mini-job earnings limit.

1. 1

   Step 1: Choose your industry

   Samwise sets up the teams, activities and shifts you see above. You can rename or remove any of them.

2. 2

   Step 2: Bring over your staff list

   Upload it as an Excel or CSV file. Samwise shows any errors row by row before anything is saved.

3. 3

   Step 3: Invite your team by link

   Everyone gets their own link or QR code and fills in the staff questionnaire on their own phone.

4. 4

   Step 4: Set up a tablet as the time clock

   Open the time clock in the tablet’s browser and print the PINs. That’s all it takes.

5. 5

   Step 5: Plan your first week

   You set up your usual week once, and Samwise drafts every new week from it. As soon as you release the plan, your team sees it on their phones.

With the industry templates, you set up Samwise yourself. If you ask us to keep you posted by 31 January 2027 and become a customer by 31 March 2027, we set it up together with you free of charge.