Compliance Management Built for Hotels
From housekeeping standards to fire safety checks, manage every compliance requirement across your property with one powerful platform.
The Challenge
Hotels juggle compliance across housekeeping, food service, fire safety, and guest safety - often with seasonal staff who need to get up to speed quickly. Paper-based systems and departmental silos mean issues slip through the cracks, documentation goes missing, and managers only discover problems after guest complaints or failed inspections.
How Assistant Manager Solves Hotels Compliance
Each module is designed to address the specific challenges hotels businesses face every day.
Checklist Management
Hotels need department-specific checklists (housekeeping, maintenance, front desk, F&B) that work across multiple floors and room types, with different frequencies for different tasks
The Problems
Why This Matters for Hotels
- Housekeeping staff skip steps or rush through room turnovers during busy checkout periods
Guests find unmade beds, dirty bathrooms, or missing amenities - leading to complaints, refunds, and negative reviews that damage your reputation
- Fire door checks get missed when the night porter is pulled to help with other tasks during busy periods
Fire service inspection finds faulty hold-open devices and incomplete documentation, resulting in enforcement action and potential closure orders
The Solution
How Checklist Management Helps
Digital checklists with scheduled reminders, photo verification, and real-time completion tracking across all devices
Every room is cleaned to the same standard, every fire check is documented with evidence, and managers see instantly when tasks are overdue - before guests complain or inspectors arrive
Use Cases:
- • Room turnover checklists with photo verification of cleanliness
- • Daily fire door and fire equipment checks with photo evidence
- • Opening and closing procedures by department
- • Pool and spa hourly safety checks
- • Kitchen HACCP temperature logging
- • Maintenance inspection rounds
- • Guest room deep clean schedules
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Housekeeping staff skip steps or rush through room turnovers during busy checkout periods
Real Scenario
"A guest checks into a 'ready' room and finds the previous guest's belongings still in the safe. The front desk has no way to verify if the room was actually inspected before marking it available."
Example 2: Fire door checks get missed when the night porter is pulled to help with other tasks during busy periods
Real Scenario
"During a surprise fire inspection, officers ask to see fire door check records for the past month. Paper logs are incomplete and several days are missing entirely - the porter says 'I did check them, I just forgot to write it down.'"
Risk Assessment
Hotels have diverse risk areas - guest rooms, public spaces, pools, gyms, kitchens, back-of-house - each requiring specific hazard identification that generic templates miss
The Problems
Why This Matters for Hotels
- Pool, spa, and gym areas have generic risk assessments that were written years ago and never updated
When a guest is injured, outdated risk assessments show the hotel failed to identify and control known hazards - exposing the business to successful compensation claims
- No systematic process for reviewing and updating risk assessments when equipment, layouts, or procedures change
Risk assessments become meaningless documents that tick a box but provide no actual protection for guests or staff
The Solution
How Risk Assessment Helps
AI-assisted risk assessments with systematic hazard identification, control measures, and automated review reminders
Risk assessments stay current and meaningful, with AI suggesting control measures you might have missed and automatic reminders when reviews are due
Use Cases:
- • Pool and spa area risk assessments with drowning prevention controls
- • Gym equipment safety assessments
- • Kitchen-specific hazards and controls
- • Guest room safety (balconies, bathrooms, electrical)
- • Event space and function room risk assessments
- • Maintenance workshop hazards
- • Legionella risk assessments for water systems
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Pool, spa, and gym areas have generic risk assessments that were written years ago and never updated
Real Scenario
"A guest slips on the pool deck. Investigation reveals the risk assessment doesn't mention the specific slip hazard from the type of tiles installed during last year's renovation - it still references the old non-slip surface."
Example 2: No systematic process for reviewing and updating risk assessments when equipment, layouts, or procedures change
Real Scenario
"The maintenance team installs new gym equipment. Six months later, a guest is injured using it. The risk assessment still lists the old equipment that was removed."
Accident & Incident Records
Hotels see a wide range of incidents - guest slips and trips, kitchen injuries, back injuries from housekeeping, pool accidents - each requiring appropriate documentation and response
The Problems
Why This Matters for Hotels
- Guest injury incidents are documented inconsistently - some in the duty manager log, some on paper forms, some not at all
When compensation claims arrive months later, the hotel can't locate complete records of what happened, what was done, and who witnessed it
- Staff don't know when incidents require RIDDOR reporting vs internal documentation only
Reportable incidents go unreported, exposing the hotel to HSE enforcement action on top of the original incident
The Solution
How Accident & Incident Records Helps
Structured incident forms with automatic RIDDOR assessment, secure photo and document storage, and follow-up action tracking to closure
Every incident is properly documented with complete evidence, RIDDOR requirements are automatically identified, and follow-up actions are tracked until resolved
Use Cases:
- • Guest injury documentation with witness statements
- • Kitchen accident reporting and investigation
- • Housekeeping injury records (back injuries, chemical exposure)
- • Pool and spa incident documentation
- • Slip, trip, and fall recording with location mapping
- • Near-miss reporting for proactive hazard identification
- • RIDDOR compliance and automatic reporting guidance
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Guest injury incidents are documented inconsistently - some in the duty manager log, some on paper forms, some not at all
Real Scenario
"A guest claims they reported slipping on a wet floor and staff did nothing. The incident was mentioned in a handover email but never formally recorded. Without documentation, the hotel can't prove what response actions were taken."
Example 2: Staff don't know when incidents require RIDDOR reporting vs internal documentation only
Real Scenario
"A kitchen porter burns their arm and is off work for 8 days. Nobody realises this is RIDDOR reportable. HSE finds out during a routine inspection and issues an improvement notice for failure to report."
Training & Development
Hotels need role-specific training paths - front desk staff need different training than housekeepers or kitchen staff - with mandatory certifications tracked per position
The Problems
Why This Matters for Hotels
- High seasonal turnover means constantly onboarding new staff who need to learn fire safety, food hygiene, and department procedures quickly
Untrained staff make costly mistakes - serving allergens, missing fire checks, or damaging guest property - because there's no time for proper training during busy periods
- No visibility into who has completed what training - managers don't know if their team is actually certified for their roles
Inspectors find staff without required certifications (food hygiene, first aid) working in roles that legally require them
The Solution
How Training & Development Helps
Digital training courses with video content, quizzes, certificates with QR verification, and automatic expiry tracking
New staff are trained consistently and quickly, managers have real-time visibility of team competency, and certification renewals are never missed
Use Cases:
- • Fire safety and evacuation procedure training
- • Food hygiene Level 2 certification tracking
- • Allergen awareness training for all food handlers
- • First aid certification management
- • Department-specific onboarding courses
- • Health and safety induction for all new starters
- • Manual handling training for housekeeping
- • Pool plant operator certification tracking
Feature Screenshot
Training & Development
Real-World Examples
Example 1: High seasonal turnover means constantly onboarding new staff who need to learn fire safety, food hygiene, and department procedures quickly
Real Scenario
"A new breakfast server starts during a busy holiday weekend. They're shown the basics and left to figure it out. A guest with a nut allergy has a reaction because the server didn't know how to check allergen information."
Example 2: No visibility into who has completed what training - managers don't know if their team is actually certified for their roles
Real Scenario
"During an EHO inspection, auditors ask to see food hygiene certificates for kitchen staff. Two cooks' certificates expired 6 months ago. The kitchen manager had no idea - the renewal reminders went to the employees' old email addresses."
Employee Scheduling
Hotels have complex scheduling needs across departments, with different qualification requirements per role and fluctuating demand based on occupancy and events
The Problems
Why This Matters for Hotels
- Staff are scheduled for roles they're not trained for - especially during busy periods when managers are desperate for cover
Untrained staff working in the kitchen, serving food without allergen knowledge, or supervising the pool without lifeguard certification creates serious liability
- Labor costs spiral out of control during busy periods with overtime and last-minute agency staff
Profit margins are eroded by unplanned labor costs, and seasonal profitability targets are missed
The Solution
How Employee Scheduling Helps
Rota management that integrates with training records to prevent scheduling unqualified staff, with real-time labor cost tracking
Only trained and certified staff are scheduled for roles that require qualifications, labor costs are visible before they spiral, and Working Time Regulations are automatically enforced
Use Cases:
- • Kitchen scheduling with food hygiene certification checks
- • Pool supervision scheduling with lifeguard qualification verification
- • Front desk coverage with first aid presence requirements
- • Housekeeping team allocation by floor
- • Event staffing with specific skill requirements
- • Night porter scheduling with lone worker considerations
- • Agency staff tracking and cost monitoring
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Staff are scheduled for roles they're not trained for - especially during busy periods when managers are desperate for cover
Real Scenario
"The pool is busy and the qualified lifeguard calls in sick. The duty manager asks a receptionist who 'used to swim competitively' to cover. A near-drowning incident occurs and investigation reveals no qualified supervision was present."
Example 2: Labor costs spiral out of control during busy periods with overtime and last-minute agency staff
Real Scenario
"A bank holiday weekend sees the kitchen running 40% over labor budget. When asked why, the manager says they 'had to' call in agency chefs because regular staff were already at overtime limits."
Time Clock & Attendance
Hotels operate 24/7 with shift patterns that easily drift into non-compliance - early starts for breakfast, late finishes for events, and busy periods that tempt managers to push staff beyond limits
The Problems
Why This Matters for Hotels
- Staff regularly work excessive hours during busy periods - sometimes 12+ hour shifts without proper breaks
Working Time Regulations violations expose the hotel to enforcement action, and fatigued staff make more mistakes and have more accidents
- Break compliance is impossible to verify - staff claim they took breaks but there's no record
When staff claim they were denied breaks, the hotel has no evidence to prove otherwise
The Solution
How Time Clock & Attendance Helps
Clock in/out tracking with automatic Working Time Regulations compliance checking, break monitoring, and pattern analysis
Overtime and break violations are flagged in real-time before they become problems, managers can prove compliance, and fatigue risks are identified early
Use Cases:
- • Shift clock-in/out with timestamp verification
- • Break recording and compliance monitoring
- • Overtime tracking and approval workflows
- • Working Time Regulations violation alerts
- • Night shift compliance for rest period requirements
- • Young worker restriction enforcement
- • Agency staff hour tracking
- • Timesheet generation for payroll
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Staff regularly work excessive hours during busy periods - sometimes 12+ hour shifts without proper breaks
Real Scenario
"A housekeeper works 14 days straight during a busy summer period, often doing 10-hour shifts. She injures her back on day 13. Investigation reveals the hotel had no system to flag she was exceeding working time limits."
Example 2: Break compliance is impossible to verify - staff claim they took breaks but there's no record
Real Scenario
"A former employee brings a working time claim saying they regularly worked through lunch. The hotel has signed timesheets but no actual record of when breaks were taken. They settle for £5,000 rather than risk tribunal."
Results Hotels Businesses Achieve
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