A Smoother Check-In: How One Hotel HR Manager Used AI to Reduce Admin Work

Late nights, missing forms, and a constant pile of paperwork—Lisa, an HR manager at a busy downtown hotel, was used to juggling chaos. From handling onboarding documents to managing shift swaps and vacation requests, admin work took up most of her day. “It felt like I was running a paper factory instead of an HR department,” she joked. That all changed when her hotel adopted CloudApper hrPad, an advanced employee self-service kiosk. We sat down with Lisa to hear how the switch helped her reduce admin work, free up her time, and make HR operations smoother for everyone.

Q: What were the biggest admin challenges you faced before switching to CloudApper hrPad?

Lisa:

It was nonstop. Every request—whether it was time-off forms, onboarding documents, or policy acknowledgments—came in through paper or email. Tracking them down later? A nightmare. I was constantly updating spreadsheets and chasing signatures. It was so manual. I couldn’t focus on training or strategy because I was stuck doing data entry.

Q: How did you discover CloudApper hrPad?

Lisa:

Funny enough, a friend from another hotel chain mentioned it over coffee. She said they’d managed to drastically reduce admin work using hrPad. I looked into it and liked that it could be used as a self-service kiosk. We had a tablet at the HR desk already, so I figured—why not give it a try?

Q: Was it difficult to roll out across your hotel team?

Lisa:

Not at all. The interface is super intuitive. We placed the hrPad near the employee break room, and within a day or two, everyone was using it. No special training needed. Team members could clock in, view schedules, request time off, or access HR policies right from the tablet. It cuts down on interruptions and emails big time.

Q: What was the first big impact you noticed?

Lisa:

The silence! I used to get 20 to 30 questions a day like “When’s my shift?”, “How many vacation days do I have left?”, “Can I swap shifts with Sam?” With hrPad, employees handled most of that themselves. We cut back on back-and-forth emails and walk-ins, which helped reduce admin work instantly.

Q: How did it help with onboarding and compliance?

Lisa:

Oh, that was a game changer. New hires now complete onboarding forms directly through hrPad, and I can track who’s finished what. No missing signatures, no lost documents. For compliance, I upload updated policies, and employees sign off on them digitally. It creates a clear record. That alone helped us reduce admin work during audits.

Q: How has your team responded to the change?

Lisa:

They love it. It gives them more control and flexibility. They don’t have to hunt me down for every small thing. Plus, it’s fair and transparent—everyone knows where to find their schedules and policies. And for me? I finally get to work on actual HR goals instead of pushing paper all day.

Q: Has it helped you stay organized across departments and shifts?

Lisa:

Definitely. Our hotel runs on rotating shifts, and miscommunication used to be a big problem. With CloudApper hrPad, everyone logs the same way, no matter their department. Whether it’s housekeeping, front desk, or kitchen staff—they’re all synced. This consistency helped us reduce admin work by keeping everything centralized.

Q: What would you say to other hotel HR teams thinking about using hrPad?

Lisa:

If you want to cut the clutter and actually do the work HR is meant for—do it. CloudApper hrPad helped us reduce admin work without adding more tools or complexity. It just fits right in with how we already operate.

Conclusion

Lisa’s story proves that simplifying HR doesn’t have to be complicated. With CloudApper hrPad, her hotel was able to reduce admin work, improve communication, and free up valuable time for strategic initiatives. Whether you’re managing one property or a chain, tools like hrPad can help you get out of the paperwork trap and back to what really matters—your people.

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