Workforce Scheduling Transformation for a Major Hospitality Service Provider
Client Overview
A major hospitality provider operating high-end event venues across key U.S. city markets contracted us to design and develop a modern scheduling application for its large part-time and flexible workforce. With hundreds of staff supporting catering, restaurants, and event operations, the client needed a system that could optimize labor, ensure labor compliance, and empower employees—ultimately driving both customer satisfaction and business performance.
Business Challenge
The client’s labor management model was heavily dependent on part-time and contract workers, creating several challenges:
- Manual Scheduling: Creating and managing shifts across venues and departments was time-consuming and prone to errors.
- Compliance Risks: The company had to comply with varying state labor laws, rest period requirements, overtime rules, and union agreements across multiple jurisdictions.
- Limited Contractor Oversight: Tracking hours, agreements, and invoices for independent contractors lacked centralization.
- Staff Engagement: Workers had no self-service tools to view schedules, request time off, or swap shifts, leading to inefficiencies and dissatisfaction.
- Operational Blind Spots: Leadership lacked workforce analytics to forecast staffing needs during peak seasons and large-scale events.
- Time clock app: tracks employee clock in and out and break times and transferred to a web application for reporting.
The client required a purpose-built enterprise scheduling solution designed specifically for the realities of the hospitality industry.
Solution Overview
Superior Technology designed and delivered a comprehensive Hospitality Workforce Scheduling Platform tailored to the client’s operations, consisting of a web-based application, employee communication app and a timeclock app for clock in.
Key Features
- Dynamic Scheduling: Managers create, assign, and manage shifts across departments using intuitive drag-and-drop tools. Open roles are automatically filled based on staff availability, skills, and labor agreements.
- Compliance Automation: Built-in rules engines prevent violations of union agreements, rest period regulations, overtime policies, split-shift laws, and predictable scheduling mandates.
- Contractor Management: Contractors can be onboard digitally, tracked for hours worked, and managed for invoicing approvals within the same platform.
- Mobile Self-Service: Staff can access schedules, request time off, or swap shifts through a mobile app, while managers gain real-time visibility into coverage gaps and labor costs.
- Workforce Analytics & Forecasting: Event calendars and historical data provide actionable insights into labor budgets, staffing trends, compliance risks, and workforce optimization strategies.
- Employee Time Automation: streamlined the entire clock in & out process along with breaks. Information delivered to payroll through API.
Results & Impact
The scheduling application delivered significant benefits across the client’s multi-venue operations:
- Optimized Labor Utilization: Dynamic scheduling reduced understaffing and overstaffing, improving customer service and lowering labor costs.
- Compliance Confidence: Automated labor law and union compliance mitigated legal and financial risk.
- Contractor Efficiency: A streamlined contractor management process ensured accurate time tracking, faster invoicing, and reduced administrative overhead.
- Workforce Empowerment: Mobile self-service increased employee satisfaction and reduced scheduling disputes.
- Data-Driven Operations: Analytics allowed leadership to anticipate staffing needs during peak seasons and large-scale events, preventing burnout and improving workforce retention.
Conclusion
By partnering with Superior Technology, the hospitality provider transformed its workforce management from fragmented and manual to efficient, compliant, and employee centric. The scheduling application has become a critical tool in supporting seamless event execution across multiple city markets, ensuring that the company remains fully staffed, fully compliant, and fully in control.
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