In the last few days we quietly launched our employee payroll and alerting module. At the moment, this module is included in the $19.99 monthly price. This module contains several great features:
- Configurable Access Rights & Groups for Employees
- Automated Check in / Check out Alerts
- Automated Emails of Availability Calendars
- Customized Alerting Intervals
- Cancellation Notices Via Email
- Last Minute Reservation Notices Via Email
- Payroll Calendars
- Payroll Data Entry
- Payroll Submission
- Employee Communication Logging
I created this module to reduce or eliminate the amount of communication errors that were occurring between my staff and myself. Many times a guest would call and request towel service or a late check out and I would forget to communicate this to the staff. Mailing availability calendars to everybody was also a pain, and many times I simply forgot about it. Inevitably, I ‘d get a call later that week from a guest locked out of their unit and wondering why it hadn’t been cleaned. I’d be furious with my staff, when in reality it was my own fault because I hadn’t emailed them the latest and greatest availability calendar.
Or perhaps a guest ordered towel service. Previously, I would email my head of housekeeping and she would note it on her schedule. Ultimately though I would forget to that as well, and then I would get a call from a guest wondering why there are no towels in the unit.
All of that is now in the past. The new employee alerting module now automatically communicates with employees. The frequency of those communications and the communications themselves are all customizable in the application by the property owner.
The payroll feature is a simple feature that allows property owners to setup and define a payroll calendar. Then when an employee logs into to the application, they can print out the payroll calendar as well as enter their time for each day in the current billing period.
The screenshot below shows the tabbed employee payroll interface with three tabs for Payroll Calendar, Payroll Data Entry and Payroll History.
This screenshot shows the PDF calendar that the application generates for the employee to print out.
The property owner can set up four columns, when the payroll period begins, when it ends, the date hours must be submitted and the date the check is issued.
This is a nice feature if your property utilizes a thrid party payroll service. I use a company called Flex Pay out of Winston Salem. They charge a small fee each pay period, but all I have to do is submit the hours for my employees each pay period and in return, they handle all the taxes, cutting the checks (or ACH direct deposit), all reporting, all tax filings, etc. Currently all employees must email their hours to me, and then I email them to the payroll service. With the new employee payroll module, the employee can enter their hours each day, as well as a small description of the tasks they accompished, and then at the end of the payroll period, they “submit” the payroll for review.
The property owner then is alerted that all payroll submissions have been received (or vice versa, not received) and can login, review each employees hours / use of time, and then approve the payroll and it’s automatically send to the email address of your payroll processor contact for processing. The best part of this, it can be done from anywhere in the world and all the alerts are automated. Thus, the property owner is freed from having to remind each employee to submit their payroll, remind them to send a detailed itemization of the work accomplished, etc. The sytem automates all of this, and stores it for review in the future!
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