From spreadsheets to drag-and-drop room management
54 rooms. Hundreds of guests. No more juggling paperwork and spreadsheets.
Client project · Delivered by productivity kick
Technologies Zite · Airtable
The challenge
For our client, running a 54-room hostel meant keeping track of a lot more than who was staying where.
Guests arrive on different days, stay for different lengths of time and need to be allocated to single, double, triple or quad rooms. Some travel in organised groups, others independently. There are also rules about who can share a room.
Managing all this through paperwork and Excel spreadsheets was time-consuming, complicated and prone to mistakes.
The solution
productivity kick designed and built a custom Zite application, with Airtable as its database, to make room allocation straightforward.
Staff drag and drop guests into their rooms on screen. Rooms change colour automatically to show which are empty, partly occupied or full.
Automatic room-sharing checks
The system checks every allocation against the rules about who can share a room. If staff are about to put an unsuitable combination of guests together, it warns them before the allocation is made.
Staff no longer need to cross-check the rules by hand.
Behind the scenes, Airtable holds the guest, room and allocation records, while the Zite application gives staff a simple, visual way to work with them.
How it works
- See who's staying where and plan ahead, with a clear timeline of current and upcoming room occupancy.
- Track arrivals and check-ins without manually updating spreadsheets.
- Generate rooming lists instantly, ready to print or share.
- Work from anywhere, on a computer, tablet or mobile phone.
The business impact
Less administration
Staff have one easy-to-use system that brings guests, rooms and allocations together, instead of juggling paperwork and spreadsheets.
Fewer allocation mistakes
Automatic room-sharing checks catch unsuitable combinations of guests as rooms are allocated.
Part of everyday operations
The application is now part of the hostel's everyday operations and makes managing 54 rooms considerably simpler.
Less admin. Fewer errors. More time for guests.
Designed and built by productivity kick using Zite, with Airtable as its database.
Could your business benefit from something similar?
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