How to effectively implement digital check-in in hospitality

30 of May, 2025

Although you have tried various methods, you still have not found a formula you like for timekeeping in hospitality.

Do you think it’s time to try out new digital tools? You may be unsure where to start.

Here we present you 6 steps to start implementing time control in hospitality. We will also introduce you to the Sesame HR working day registration functions. Without a doubt, the best option for you.

6 steps to start timekeeping in hospitality

Are you looking for a reliable way to timekeeping in hospitality? Then digital timekeeping is for you.

By using digital tools for timekeeping, you reduce the risk of registration errors and can improve efficiency in managing working time.

It is important to bear in mind that to guarantee the validity of digital timekeeping, it is necessary to use platforms that comply with labor regulations.

Furthermore, it is essential to ensure that employees are properly trained in the use of these tools and that labor rights are respected at all times.

We explain 6 steps so that you can install your HR software successfully and ensure good time recording in your business. At Sesame HR, we are experts in the digital management of companies’ human resources.

1. Review the time control law

Understanding the time control law before starting to timekeeping in hospitality is a crucial step. These laws vary by country and region, so it’s important to know the rules applicable to your company in Spain.

And don’t forget. The beginning and ending times for each workday must always be recorded for each employee at the company.

To do this, you will have to take into account the different types of shifts at work in your company, as well as the breaks stipulated by the collective agreement.

2. Calculate your budget

Before you start timekeeping in hospitality with new tools you should calculate your budget. This information will help you both to create an action plan for software installation, and to get an idea of the price you will pay per month or per year.

If, for example, you are interested in the Sesame HR application, keep in mind that the plans contracted vary depending on the number of users per month.

The price will also depend on the services and features you decide to finally hire. Before doing so, you should consider which functionalities really interest you, such as:

Time control.
Shift management.
Holiday manager.
Database.
HR Reports
Payroll management, and much more.

3. Choose the appropriate software for timekeeping in hospitality

Now that you know what the requirements are for implementing timekeeping in hospitality, it’s time to choose the right software to meet them. To be successful, you need a digital timekeeping system that is secure and reliable.

Fortunately, there are excellent digital timekeeping tools available on the market. A good option for hospitality companies is Sesame HR. This tool offers companies a number of benefits, including:

Different types of timekeeping.
Editing reports.
Employee records.
Timekeeping reports.

In any case, we invite you to test all the options that interest you before making a final decision. Remember, you must ensure that your software offers different types of timekeeping that comply with all legal requirements.

And allow to configure policies specific to each employee or team. This means you can customize the experience as needed.

4. Create a policy for timekeeping in hospitality

Now that you have determined the budget and chosen your software, you need to create a timekeeping policy for your employees.

This will also help prevent misuse of your timekeeping system, and will encourage responsibility in schedules.

When establishing a policy for using the software, it is important to consider:

The types of timekeeping you will allow.
Information requirements when making a new timekeeping record.
Requirements for editing or deleting an existing timekeeping record.
Rules for breaks and overtime.
Penalties for non-compliance or misuse.

5. Inform employees about its use

Once you have chosen your software for timekeeping in hospitality and have created a timekeeping policy, you have to start informing your employees about how to use it.

This is critical to avoid problems with legal compliance and to ensure that employees understand the magnitude of their responsibility.

When informing them about digital timekeeping, you can explain to them:

How arrivals and departures are recorded.
The mandatory use of the system.
What happens when work hours are not met.
How to report any problem with the system.
The additional functionalities of the system such as overtime pool or timekeeping requests.

With this information, employees will have a better understanding of the process and will be able to use the system without difficulty, thus improving overall productivity.

6. Consider penalties for misuse

Everyone must know the penalties for misuse, such as being late or not correctly timekeeping.

Establish predictable and proportional penalties to help motivate your employees to keep to schedules and maintain accurate records at the same time.

At Sesame HR, all incidents are saved for later record and analysis to ensure norms are maintained.

In addition, customized notifications allow you to set the desired thresholds and notify the user about his or her behavior.

Implement Sesame HR for timekeeping in hospitality

If you are looking for software to timekeeping in hospitality, Sesame HR is an excellent option. It offers a complete solution for recording working hours.

Timekeeping in Sesame HR is very simple and can be done through the mobile application, which is available for Android and iOS. This way your employees won’t depend on any computer.

Yes, your employees can check in and out of work quickly and comfortably from anywhere, making it easier to manage work schedules.

In addition, Sesame HR also offers a number of additional functionalities that can be very useful for the hospitality sector, such as shift planning and the management of vacations and absences.

1. Different types of customizable timekeeping

If you have a hospitality business and want to start digital timekeeping, Sesame HR is the perfect choice.

This is because they offer you customizable timekeeping types to suit your needs. Geolocated timekeeping is one of them, to know your employees’ location when they make them.

In each of them, you can select the maximum number of hours that can be performed per year. You can also block certain hours and days of use, which is an interesting option for mandatory rest days or holidays.

You can also assign different types of timekeeping to each of your employees.

2. Timekeeping visualization

Once you start implementing digital timekeeping, how can you see all that data in a simple way? This is where timekeeping visualization and editing comes in.

With Sesame HR, you can intuitively view and edit all employee data from your computer. This means you can easily monitor time control without having to worry about manual errors.

Some of its main features include:

Clear visualization of all timekeeping records.
Easy editing of the schedule.
Automatic generation of graphical attendance reports.
Totals of time worked by employees.

Thanks to the tool, you can discover how much time each employee is working, what time they arrived, or if there is any significant deviation in their attendance patterns.

3. Timekeeping requests and incidents

With Sesame HR, you can easily configure a process to timekeeping in hospitality securely. That is, allowing employees to request timekeeping and to approve it.

This means that all requests and adjustments are controlled from the same place.

When an employee sends you a timekeeping request, you can see the current status of their timekeeping. You can then accept or decline their request.

In addition, the system will launch warning messages in case of timekeeping restrictions or incidents.

4. Timekeeping reports

Timekeeping reports are a vital part for the hospitality timekeeping system to be effectively implemented.

Timekeeping reports are helpful for monitoring and controlling staff times, allowing you to see hours worked each week or month.

These reports can also help the company detect potential incidents, such as unauthorized overtime or violations of the legal limits of work.

With Sesame HR, HR Reports can be generated so you can see a complete overview of all data. Still have doubts?

Experience firsthand how Sesame HR can help make your business more efficient. All thanks to the implementation of timekeeping control in hospitality. You can request a 14-day demo of our HR software with no commitment on the website. Will you join us?

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist