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New Write-ups that write themselves, incident reports you can just say out loud, and more — see what’s new

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Write-ups & PIPs Incident logs Attendance points Licenses & compliance AI Shift reports & time off Repair & maintenance Employee records

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Hotels & hospitality

Every shift hands off. Nothing falls through.

Guest incidents, room repairs, night-audit handoffs, CPR and first-aid cards and fair write-ups — for the front desk, housekeeping, engineering and food and beverage.

Talk to us See how it works
  • Night-audit handoffs
  • Guest incidents
  • Room & equipment repairs
  • CPR & first-aid cards

Sound familiar?

A hotel never closes. The morning team hears last.

Something happens on every shift. Here’s where it usually gets lost — and how it gets handled instead.

  • Night audit · 6:55 AM

    The night shift’s notes are a sticky note at the desk.

    Morning finds out about the noise complaint when the guest calls back angry.

    A report for every shift, with a 30-second AI brief for the next one.

  • Lobby · 3:10 AM

    A guest slips in the lobby. The write-up happens tomorrow — maybe.

    By then the floor is dry, nobody took photos and the witness has checked out.

    Logged on a phone right then: who was involved, who saw it, photos attached.

  • Room 412

    The same air conditioner breaks every month.

    Engineering fixes it, housekeeping reports it again, and nobody knows what it has cost.

    A QR sticker on every unit, with every repair and its cost in one history.

  • Department heads

    Every department head disciplines differently.

    Housekeeping writes everyone up; the front desk never does. That’s hard to defend when someone challenges a decision.

    One discipline ladder for every department, signed on screen.

Certifications and training

Built to support the cards your team carries.

Set each certification or training up once: who needs it, how long a new hire has and how often it renews. HR PaperTrail assigns it at hire, keeps the proof on file and warns you before it lapses.

Track any of these — or your own

  • CPR & First Aid
  • Lifeguard certification
  • Pool operator certificate
  • Food handler card
  • Alcohol server (RBS)
  • Harassment prevention
  • Housekeeping injury prevention
  • Guard card
  • CPR & First Aid

    CPR and first-aid cards

    For lifeguards, pool staff and the managers on each shift — renewal dates and proof on file.

  • Food handler · 30 days

    Food handler cards

    Banquets, the restaurant and room service, every card tracked per person.

  • RBS · 60 days

    Alcohol server certification

    Bar, banquet and room-service staff who serve alcohol.

  • Housekeeping

    Injury prevention for housekeepers

    Lifting and cart training for room attendants, assigned at hire and renewed on your schedule.

  • Every 2 years

    Harassment prevention training

    Supervisors and staff on a two-year cycle, with completion dates on file.

  • Labor Code §6401.9

    Workplace violence log

    Guest and staff incidents checked by AI for possible workplace violence. Your team decides.

HR PaperTrail is software, not legal advice. Rules differ by city, county and state — confirm the details with your counsel or regulator.

Every department

What your department heads use every shift.

01 · Shift reports & time off

Every shift closes with a report.

Front desk, housekeeping and engineering each close their shift with notes and a checklist, every box ticked by name and time. When night audit closes, AI writes the morning team a 30-second brief.

  • A checklist for each department and shift
  • That shift’s incidents and open repairs, attached
  • Sent to the people you choose
More on Shift reports & time off
02 · Incident logs

Guest incidents, written up while the facts are fresh.

Slips, lost property, noise complaints and disputes at the desk — with who was involved, who saw it and photos. AI flags anything that may count as workplace violence. Your team decides.

  • Log it from a phone, wherever it happened
  • Private incidents for sensitive cases
  • Every incident on the employee’s timeline
More on Incident logs
03 · Repair & maintenance

Room repairs that don’t get lost between departments.

Put a QR sticker on every air conditioner, ice machine and vacuum. Housekeeping scans it, snaps a photo and reports the problem. Engineering sees it right away, and you see what each unit has cost.

  • Safety hazards alert managers right away
  • Reminders until it’s fixed
  • Repair cost per unit, per month
More on Repair & maintenance
04 · Write-ups & PIPs

Fair, consistent write-ups in every department.

Every department head uses the same discipline ladder. The employee reads it, adds a comment and signs on screen — then the supervisor, then HR. Any write-up can be shown in English or Spanish.

  • The same steps in every department
  • Improvement plans with real check-ins
  • Print the whole file in one click
More on Write-ups & PIPs
05 · AI

Spot who needs a check-in before it’s a write-up.

Every night, AI looks over each employee’s last 12 months and points out who is slipping, with the reasons and a sensible next step. Your managers decide what to do.

  • Reasons you can read, not just a score
  • Ask questions in plain English
  • A weekly summary for the GM
More on AI

A night at the desk

From night audit to morning stand-up.

One night at our demo hotel. The people are fictional. The product is real.

  1. Night audit

    A noise complaint on the third floor.

    Grace Kim logs it at the desk with the room number and who went up. If it comes up at checkout, the record is already there.

  2. Night audit

    A guest slips near the lobby doors.

    Jake Holloway responds, puts out wet-floor signs and logs it from his phone with two photos. Grace saw it and is added as a witness.

  3. Night audit

    Room 412’s air conditioner quits — again.

    Grace scans the sticker on the unit and reports it. The ticket shows its history, so engineering sees this is the third time this quarter.

  4. Night → Morning

    Night audit closes. Morning gets the brief.

    AI turns the night’s report into a 30-second read for the morning manager: the slip, the air conditioner, the audit and who called out.

  5. Morning

    Elena runs stand-up from the dashboard.

    Jake’s CPR card expires in 9 days. Room 412 is out of order. Aaron is flagged for a check-in. Every department head leaves knowing what’s theirs.

Who uses it

Every department sees what it needs.

You decide who can see and do what. Managers see their own departments; HR and owners see everything.

  • General manager

    e.g. Sam Ortiz

    Incidents, repairs, expiring cards and who needs attention across every department — and a short summary of the week every Monday.

  • Department heads

    e.g. Elena Ruiz

    Front desk, housekeeping, engineering and F&B each see their own team. They log incidents, run checklists and present write-ups.

  • HR

    e.g. Danielle Okafor

    Every write-up, certification and incident in one file per employee. The whole file prints in one click.

  • Engineering

    e.g. Luis Ortega

    Every repair ticket with its photos, history and cost — and reminders until it’s closed.

Questions

Good questions, straight answers.

Something else on your mind? Talk to us — a real person answers.

We’re a 90-room hotel without an HR department. Is this for us?
Yes. It’s built for teams where department heads do the documenting. We import your roster and set up your departments, checklists and certifications for you.
Does it replace our property management system?
No. Keep your PMS for rooms and reservations. HR PaperTrail keeps the record of your people and your shifts: write-ups, incidents, handoffs, certifications and repairs.
Can housekeeping and engineering use it on their phones?
Yes. Reporting a repair is scanning a sticker and snapping a photo. Checklists, incidents and signatures all work on a phone.
We have two properties. Can each GM see only theirs?
Yes. Each property can have its own account, so every GM sees their own people and nothing else.
Does the AI make decisions on its own?
No. It writes handoff briefs, flags incidents that may meet California’s §6401.9 workplace-violence definition and points out who may need attention. Your managers make every decision.
How long does setup take?
Days, not months. Send us your roster — a spreadsheet is fine — and we load your departments, checklists and certifications for you.

Get started

Hand off every shift on the record.

Tell us about your property. We’ll reach out within one business day, set up your departments and checklists, and import your roster for you.

White-glove setup. We import your roster for you.

More industries

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HR PaperTrail is software, not legal advice. Requirements on this page are general; confirm the specifics with your counsel or regulator. The people and businesses in the examples are fictional.