admin

Access Permissions

Grant users the right level of access to your systems and data essential for security and good business. The most prominent way to achieve this is role-based access control (RBAC). Attribute-based access control [ABAC] is an alternative framework, that evolved out of RBAC. Rather than creating specific roles, ABAC involves setting conditions to automatically grant permissions, based on employees’ existing attributes

Our Access Permission include both the methods to get a perfect and secured architecture. Before we drill, it is important to have a grasp of what access control means in general. Essentially, this is the system you put in place to govern how users access different data and functionality within your property. In other words, access control means defining rules to grant different kinds of permissions to any user. This determines the actions which different users can take. The specific way you create these rules, including what they are based on, is known as an access control system

The goal of access management is to ensure that each employee has the exact permissions they need to do their job. This means balancing security, efficiency, and ease of access. Of course, only if you have a handful of employees, you could manage this on a case-by-case basis. For anything larger than this, you need to have a systematic approach in place. Just think how long it would take to create custom permissions if you have tens of Employees. As such, the idea of any access control system is to create a set of access permissions to assign to different employees, based on some defined criteria. Role-based access control involves assigning permissions to employees, based on their role within your properties. 

You can assign access permissions to each employee at the time of creation of employee in the admin settings. The permissions manage dynamically on real time to get the data and perform the actions in the application which help to manage employees access on fly.

Clockin / Clockout by Face-Recognition

Very few biometric technologies attract as much attention as facial recognition. Facial recognition technology offers  host of benefits such as authentication, monitoring, access control, indexing, and maintenance of application. Face recognition systems have led to the advancement of multimedia information access. Also, implementing network access control via face recognition not only makes it virtually impossible for hackers to steal a user’s password but also improves human-computer interaction. This is one of the reasons why facial recognition time clocking is gaining popularity.

Place a Cam on the Front Desk and Employees can able to clock in clock out through face recognition tool without disturbing  front desk resources.

Moreover, this helps the employees to take a break while they go out on personal work, or provide remarks for any official business outing from the premises during shift hours.

This enable property owners to manage the employees’ working hours more perfectly and productive for the wages paid to the resource.

Employees can able to clock-in clock-out through mobile app when they reach the premises if identified within the parameters of geo location mapping of the property or connected to the Wifi of the Property Network List (PNL) allowed. The Mobile app in real time reports the live location of the resource in case of misuse any action out of the premises.

How it works ?

A facial recognition software captures and compares patterns on a person’s face and analyses the details to identify and verify the individual. While the underlying system is complex, the whole technology can be broken down into three steps:

  1. Face Detection: An essential step  locating human faces in real-time.
  2. Transform Data: Once captured, the analogue facial information is transformed into a set of data or vectors based on a person’s facial features.
  3. Face Match: The system matches the detected data with the one in the database for verification

Network Mapping: Simple and Safe Monitoring Virtual Networks 

Our Network mapping technology is to detect whether the user is connected to (PNL) Property Networks List which is created by the Property Admin. Unless the user is connected to the PNL he/she cannot perform certain actions like clock-in or clock-out, neither response to a completed task  completed. Property Admin shall map the Networks (Wifi SSID) or WLan IDs to the property which are to be allowed only as PNL.

Network mapping @ My Shift Notes application scan the network and integrate the identified devices directly in network

Network mapping with My Shift Notes allows technical interpreters witness real time network changes; track Internet service providers besides manage complex to large sized networks in short time securely.

Our Purpose to adopt Network mapping business

Unlike older process that relied on inaccurate information it is safe and secure to rely on network mapping to assist in restriction of wrongful clock-in clock-out and make sure that happen flawlessly on live time.

@My Shift Notes Property Wifi Network can be mapped to Employee-wise and restrict Employees Floor-wise and area network-wise if required.

Multiple Properties

Do you have multiple properties to manage ? 

Here is the simple solution to get rid of multiple logins. You can perform any action to manage all your properties at one login with One click. Create common template and use it for any of your property. My shift Notes architecture supports centralized platform for multiple Hotels / Restaurants at single place.  

Swipe the employee from one property to other property instantly in exigency and get the employee timesheet and payroll at one place. One click to swipe other properties to view the performance of the employees on finger tips. 

Summary of all properties Revenue and Operational cost at one place will help property owners a relief from the additional efforts to use the excel spreadsheets to sum up all the accounts. 

Upload the Night Audit Reports from your PMS (if any) every day and see the analysis statements in easy to understand your business performance day by day, week by week and month by month on your finger tips. Our Multiple Property enables you to see all your business performance at one place.

Geo-Mapping: Visualize Employee Data Location

Our Geo-mapping take employee location from the devicess compare with the Geo Location of the Property which is saved by the Property Admin and allow the Employee to perform his Clockin ClockOut either through Facial Recognisation or Manual within the perameters of Property mapped Geo Location only.

Geo-mapping technology enable clear in-depth employee location while he clockedin and out, so that Property Owners money is safe and any miuse of clockins outs are restricted.

Why your business need to geo-map ?
  • Adopt geo-mapping to secure employee clockin & out
  • Service coverage while performing certian activities
  • Balance of working potential
  • Accurate scheduler of clock-in and clock-out
  • Simple and faster way to locate employee check in and check out
  • Save time and investment in property follow-up
Benefits of Geo Mapping Intelligence
  • Analyze spreadsheet data of each property employee within the business
  • Multiple functions related to employee coordination, clocking, working schedules accordingly
  • Analyze property location to produce accurate demographic data
  • Understand property environment emerging opportunities
  • Exact visualization of where and how its employees interact
  • Real-time data of the employees
  • Ensure quickest and less affordable
How Geo-mapping works
  • Property Admin will map the property Geo location through threir login. 
  • Clockin or Clockout through Facial Reconisation will alert the user to provide permission of their Device Location
  • Access permission provided Users can only be enabled to perform the actions in the applicaiton
Is hotel mapping do necessary?

When it is time to know each property status of clocking then the answer will be yes! Geo mapping streamline the employee content to ultimate impose ultimate impact on business productivity.

@ My Shift Notes each property is Geo-mapped to restrict certain operations only if the employee is within the said radius to monitor their activities.

Dynamic Dashboard: Specific User Partner

Dynamic dashboard an exhibit of information on single board to multiple actions.

Dynamic dashboard a real-time user-specific platform allows access to multiple users and can react to user query within short time without waiting for the static user to access. Static dashboard access allowed by single static user, but development of dynamic dashboard provide access to multiple users. Further, static dashboard is visible to any user who report data, on the other side dynamic dashboard display access to a specific user.

Dynamic dashboard: Quicker user communication to sudden changes

How well our dynamic dashboard is useful to business

  • Access to multiple Properties customized with organization policies, Employees and their activities.
  • Ground level information can be accessed from the dashboard itself. 
  • Full-time access to the user according to the privileges’ given by the property admin.
  • Perspective data-driven decisions can be taken by the Monitoring People.
  • Customized user information based on their Roles and Access Permissions
  • Crystal clear view of your property Employees and their performance
  • Provides real-time information on the room status.
  • Parallel data within the users of the organization
  • Track the progress of Housekeeping, Maintenance Activities on live.

Our dynamic dashboard prevents manual generate of incorrect, or conflict with other data information from various tools and provide single source underlying data to each user.

How do hotel managers make well of dynamic dashboard

  • Check each employee Schedules, their tasks and performace
  • Summarized view of time taken by Housekeeper to finish his assigned job in rooms 
  • Flexible message communication throughout the users timely by Chat
  • Department wise Employee weekly Worked hours and its management
  • Overall performance and update the manager dairy

Dynamic dashboard multiple analysis at different department levels

  • Schedules and shift analysis
  • Employee Timesheets analysis
  • Payroll analysis
  • Room Condition & Service Status analysis
  • Employee Performance analysis
  • Nearby Hotels Price analysis

Dynamic Dashboard impact anytime accessibility to meet the future productivity benefits of your hotel or restaurant.

@ My Shift Notes Role-based Dashboards access for Property Owners, Partners, General Managers, Managers, Supervisors, Front-Desk, Room-Attendants, etc.,

Manager Diary: Tracker of Time and Tasks

Diary management: How worthy a real-time management planner is for an executive employee.

Diary is self-scheduler to organize your daily activities to completed efficiently. A bit organizing keep you updated in your daily activities; help you keep a track of daily schedules that there is no scope of miss outs

Depending on your need of work diary management help your work efficient and simpler. A perfect diary planner prioritize important tasks ensure appropriate use of valuable time and further keep track of each commitment.

How well your diary help you?

  • Planned Shift Management of Employees
  • Summerize Schedules and Clockins of Employees  
  • Maximum utilization of Resources
  • Track Activities assigment & completion
  • Alert on backlog Activities to reassign next day 
  • Overall coverage of timesheets and payroll 
  • Quick responses to instant activities
  • Accurate follow up on scheduled maintenance 
  • Balanced work atmosphere

Your best is your top benchmark

In this busy world every minute is valuable than any other earnings. It is always important to prioritize your tasks perfectly within the time. Collaborating with teams, recurring meetings, manage vendors, all day appointments, reports, reminders, notes of agenda, and night audit reports piled in a 24/7 calendar.

A handbook or virtual diary or a task manager is to maximize the work efficiency

Efficiency and efficacy combined to make your business yield expected outputs. Noted that major issue hidden in time taking tasks which a manager must organize, alter, and execute with the working surroundings.

 

What you perform visualized, how you perform is up to your own planning.

Your diary is flexible fit accordingly to your property policies and time allotted to each task and each employee. However, you might make changes or alter and give your remarks on the alerts dynamically give the application, but are at exempted circumstances. In such cases be sure enough to alter the tasks without work disturbance.

It is not just a note making, a little beyond that make your daily schedules simpler. Running behind the buffer time, engage availed employees to appropriate roles, commitments, notices, appointments are on fingertips. The ultimate responsibility at the end of the day is to get optimum results.

The best result is the combination of proper planning and timely execution.

@My Shift Notes Managers at the end of the day monitor all the activities in the property and submit the dairy to Owner.

Chat: Real Time Communication within Workplace

Real-time instant communication flow of information within the working departments.

Employees chat an internal communication process between employees or employee[s] to department[s], or, between managers, and department[s] to employee[s].

Do employee internal communication really matter?

Employee communication defined to share working efficiency manage conversations in less time result favorable output with clarity.

No matter which department or where from employees attend duty, internal chat process is simple collaboration to manage onsite and remote employees.

Employee Chat: Positive impact

Moreover, chat process ensure positive working atmosphere when each hierarchal employee receive and understand live interactions and work accordingly. Hence no scope of either miscommunication or contradictions.

Employee chat: increased potency

Sharing of emergency working schedule, shifts alternatively between management and working department or vice versa increases productive efficiency to the organization.

Employees might be in any number each one’s query regarding to their schedule or shifts can managed timely.

Employees clarified with their roles and responsibilities that organization run smoothly and messy-free.

Efficiency lays in selection of right channel to increase efficacy

Employee chat: traditional channels

Internal communication in organization limited to email, face-to-face communication, live chats, or inbox text. Letters, memos, fax, drafts are ways of traditional communication within the organization. But the trending technology evolve innovative mode to practice which prove simple and fast.

Emails or inbox text messages confined for daily communication but are lesser catchy and handy. Hence live chat proven trendy user-friendly process, receive updates to speed up working communication.

Employee chat: modes of communication

 Cell phone technology proven powerful tool ever handy and catchy, moreover friendly usage. Somehow few restrictions faced as employees not allowed to use mobile during working hours.

Can overcome if organization provides relevant devices for employee communication.

Social media more than communication used as marketing tool proven strong and powerful.

Face to face can executed within small organization compared to large one where the hierarchy to oversee ample number of employees of multiple departments.

Live chat proven trendy usage of internal communication. Consumes less time result quick response. Efficient working communication highly compared to above said modes.

Employee chat: Effective Communication

  • Work runs smoothly
  • Encourage teamwork.
  • Fair understanding
  • Lesser time consumption
  • Prevent confusion
  • Eradicate team gaps
  • Organized shifts
  • Employees on track

Employee chat: Success foundation

Internal communication includes single or multiple. Size of organization does not matter, exact informative communication to a group, single person, or information to another group matters.

Employee chat: Everyone’s voice

  • Avoid confusion
  • Each voice is notified
  • Scope of Clarity
  • Open lines of communication
  • Simplify substitutes
  • Perfect service management
  • Prevent off shows

Employee Chat:  Etiquette followed

  • Crisp your messages to point to point
  • Check for relevant people to whom message is concerned
  • Mind factors of urgency and sensitivity,
  • Alert with privacy matters
  • Be polite and active in official group chat
  • Check for the confidential messages
  • Limit use of emojis or gifs and short forms.
  • Use official words.

Employee chat: Digital platform of communication

  • Quick communication
  • Easy conversations
  • Automatic reporting
  • In-time services
  • Uniformity
  • Brief time multitasking
  • Time-saver meetings
  • Optimum employee engagement

@My Shift Notes Internal communication through chat allowed to all the employees within the properties assigned.

To-Do: Checklist of Property Employee Operations

Do a property employee need To Do list?

Yes! Every employee need To Do list to organize departmental activities. This helps employee plan and navigate accordingly without any mess.

To Do like a roadmap alerts employee activities need to perform on daily basis. Even routine tasks need a proper planning keeps the employee away from workload and ensure a healthy working atmosphere.

To Do list: Right choice of hotel employee

To Do list organize daily routine, extra activities, events, meetings, and all relevant activities execute in precise manner. Having a To Do list allow the employee to overcome the shortcomings and identify the tasks accordingly to meet urgency and need of the customer.

To Do list: Overall providence of quality service to customers.

Each employee holds handy To Do list related to their role in the organization.

Manager checklist

  • Employee hire or termination
  • Budget submission
  • Safety regulations
  • Housekeeping standards
  • Lodge reservations
  • Update Audit records
  • Technical services
  • Security regulations
  • Track arrivals and departure records
  • Coordinate with head of all departments
  • Collaborate with human resource managers
  • Stay tuned with organizational changes and implementations
  • Monitor revenues and stocks
  • Schedule shifts with team leads

Hospitality checklist

  • Check-in check-out list
  • Guest amenities
  • Cleaning lists
  • Workplace ambience
  • Events and engagements

Front Desk checklist

  • Bookings and cancellation of guest reservations
  • Pleased ambience
  • Guest comforts
  • Front desk staff schedules
  • Room allocation
  • Transport facilities
  • Managing call logs

Housekeeping checklist

  • Room services
  • Plumbing checks
  • Electrical fixes
  • Room ambience
  • Sanitization and disinfection services

Organized checklists ensure an effective infrastructure

Front desk team, support staff, housekeeping team, Food and Bar team, Event organizers, Security team, along with their respective HR managers and team leads perform according to schedule checklist collaborate to ensure hotel standard as per the customer expectations.

@ My Shift Notes Tasks can be created during the shift to direct an employee or changeover of the shift, so that successor can perform the same

Activities: A Panoramic View of Employee Tasks

Organization a combi-structure of different departments.

Each department involve in respective duties and responsibilities. Activities include hiring, executing, monitoring, supervising each department concern with defined roles lead by a respective manager.

Hierarchy; A comprehensive overview

Appropriate organizational hierarchy is essential for the business, which includes more, or a smaller number of employees depend on the size of the business associated with defined set of roles and activities.

Hotel hierarchy; series of departmental roles

Hotel employee hierarchy made up of various departments. Food department, Marketing, Sales, Accounting, Human Resource, Technical, Security, Maintenance each with employees of all levels.

Hotel managerial hierarchy rely on the size and structure of the hotel. Entire organizational structure defines departmental activities and roles ensure the effective working result in efficient profits to the business owner.

Department hierarchy; brief overlook

Management department: deals with the managing activities, depending on the size of the employees, there exists assistant manager, executive manager headed with general manager.

Roles and activities

General manager coordinates with assistant manager to run the organization smoothly, manages the team leaders and look over the working of concerned departments for effective results. Monitoring strategic changes and supervise various departmental tasks.

Assistant manager/ Executive manager: primary role to associate general manager in every activity, handles, and resolves team issues, coordinate with general manager in every event and daily activities. Above all responsible for all activities behalf of general manager

Front desk department:

Front desk manager responsible for front desk activities, supervision of front desk employees, hiring and training the front office employees.

Front desk activities include maintenance of employee and guest records, check-in check-out of every employee and guest, including warm welcome and send of guests, collecting payments, deal with cleaning and room services, above all caring the guest complaints.

Hospitality department:

Look after the maintenance activities, cleaning services, catering services, receiving the guests, check-in check-out and fixing room service tasks. Hiring, firing, staff training, and coordinating housekeeping employees is the prominent activity of hospitality manager.

Utmost responsibility is guest satisfaction.

Human resource department:

Concerned with employee relations, employee attendance, check-in check-out of both guest and employees, guest relations, client relations, hiring, training employee activities, vendor management, organize events and meetings, and look after overall hospitality activities.

Housekeeping department:

Primary role is to maintain crystal cleanliness, in and around the hotel premises, laundry services, room services, washroom maintenance, stocking room services before and after guest arrival.

Accounts department:

Responsible to manage financial accounts, income and expenditure accounts, payroll accounts, bills and taxes, payments, and purchases.

IT department:

Managing the networks IT processes. Optimize cyber security, and maintain data protection, Regular maintenance of technical standards.

Marketing department:

Responsible for promoting the hotel, advertising, managing client relations for business promotion.

Security department:

Equally important the security department responsible for safety measures in and out the hotel premises, provide security to guests and employees as well.

Well-structured organizational activities create an easy and effective business.

@ My Shift Notes Housekeeping, Maintenance, Kitchen and Transport Activities can be assigned and monitored individual wise.