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The use case for AI in hospitality.

This page lists the jobs inside a UK pub, hotel or events venue that AI can take on, broken down by the function that does them. It is written for owners and operators, from a single site to a small group.

[WHERE THE TIME GOES]

Where the time goes

A licensee's week turns on the rota, the stocktake and the weekly numbers. A hotelier's turns on the rates and the morning arrivals list, and a wedding venue carries a year of paperwork for every booking. Pick the one closest to yours and the rest of the page follows it, from where the time goes to the calculator.

These are the tasks that come round every week in a pub or bar, grouped by the kind of work they are.

01

Keeping the pub busy

4 tasksClose
  • Table, party and function enquiries arriving by phone, email, the booking system and social media
  • The week's posts, the chalkboard and the what's on listings for the quiz, the band and the sport
  • Christmas menus out by the end of September, and pre-orders chased from November
  • Replies to reviews on Google and TripAdvisor, written late at night or not at all
02

Running the week

4 tasksClose
  • Next week's rota built against the forecast and the wage target, then rebuilt when someone drops out
  • Timesheets, holiday and sickness squared with the rota before payroll
  • Card and cash tips allocated under a written policy, with the records kept for three years
  • Orders to the pub company and the free-of-tie suppliers, each with its own cut-off
03

Stock and margin

4 tasksClose
  • Delivery notes checked line by line against invoices, and credits for the shorts chased
  • The stocktake every four to six weeks, and working out what the variance means
  • Repricing the bar after a brewery price rise
  • The allergen matrix updated every time a dish or a supplier changes
04

Money, the pub company and the rules

4 tasksClose
  • The cash-up, the safe count, and card settlements that land in the bank days later
  • The Monday numbers for the owner or the business development manager
  • The BDM's meeting note, which the Pubs Code gives you seven days to dispute
  • Incident and refusals logs, the food safety diary, and Martyn's Law procedures for pubs that hold 200 or more

These are the tasks that come round every week in an independent hotel, inn or B&B, grouped by the kind of work they are.

01

Filling the rooms

4 tasksClose
  • Rates checked against the competition every morning, then changed on each booking site
  • Double bookings from the booking sites, including cancelled rooms that go back on sale by themselves
  • Availability emails, booking site messages and phone enquiries, many of them overnight
  • The commission statement from each booking site, checked against who actually stayed
02

Looking after the guest

4 tasksClose
  • Pre-arrival emails, and the special requests and allergies copied into notes for housekeeping and the kitchen
  • The housekeeping allocation, built each morning from checkouts, stayovers and early arrivals
  • Faults logged, rooms taken out of sale, and lost property posted back
  • Review replies on Google, TripAdvisor and Booking.com, each behind its own login
03

Groups, weddings and events

4 tasksClose
  • Rooming lists that arrive as spreadsheets, PDFs and email bodies, matched to the room block
  • Release dates on group blocks that someone has to notice and act on
  • Function sheets for the kitchen, the bar and housekeeping, reissued with every change
  • Corporate requests for proposals that want day delegate rates in the agency's own format
04

Money and the rules

4 tasksClose
  • The morning report after the night audit, turned into something to decide from
  • Deposits, card guarantees and meals on paper chits squared with the accounts
  • The guest register for everyone aged sixteen or over, and the legionella log for empty rooms
  • The visitor levy in Edinburgh since July 2026, in Glasgow from January 2027 and in Wales from April 2027

These are the tasks that come round with every booking at a wedding or events venue, grouped by the kind of work they are.

01

Winning the booking

4 tasksClose
  • Wedding enquiries from listing sites and the website, many of them in the evening and at weekends
  • The first reply, the follow-up and the show-round, while the couple is enquiring elsewhere
  • Proposals priced for the date, the numbers and the extras, then the contract and the deposit
  • Corporate and party enquiries that want a price by tomorrow
02

A year of planning for every booking

4 tasksClose
  • Staged payments chased across the year or more between booking and the day
  • The final details meeting, then the function sheet, the kitchen brief and the table plan
  • Every late change carried through the function sheet, the table plan and the invoice
  • Guest lists, table plans and dietary answers in whatever format the couple sends them
03

The week of the event

4 tasksClose
  • Arrival times, access and insurance certificates confirmed with every supplier
  • The run of the day for the team, and a simpler one for the couple
  • Casual staff booked for each event, and holiday pay worked out for irregular hours
  • The event risk assessment, and a check of the numbers against the fire risk assessment
04

After the day, and the rules

4 tasksClose
  • The final invoice from the bar tab and the extras, and the deposit reconciled
  • The thank-you and the review request on the listing sites
  • The premises licence, temporary event notices and the approval for civil ceremonies
  • Martyn's Law procedures for venues expected to hold 200 or more, from spring 2027
[THE POINT]

What a licensee does brilliantly, and what sits around it

This is the point of the whole page. The work in the left column is why people come back. The work in the right column is what has grown up around it, and it is taking the mornings before opening and the hours after close.

What a human does brilliantly
  1. Reading the room on a Friday night
  2. Keeping the beer right, and knowing when a cask has turned
  3. Refusing a sale, and handling what follows
  1. Knowing the regulars, and what keeps them coming back
  2. Deciding what to stock and what to charge
  3. Choosing who works when, and doing it fairly
  4. Hosting the quiz, the band and the big match
  5. Holding your own with the pub company
What sits around it
  1. Building the rota against the wage target
  2. Squaring timesheets and tips before payroll
  3. Checking delivery notes against invoices
  1. Reconciling the stocktake with the till
  2. Updating the allergen matrix
  3. Writing up the incident and refusals logs
  4. The cash-up and the card settlements
  5. The Monday numbers for the owner or the BDM

What a hotelier does brilliantly, and what sits around it

This is the point of the whole page. The work in the left column is why people come back. The work in the right column is what has grown up around it, and it is taking the mornings before opening and the hours after close.

What a human does brilliantly
  1. The welcome, and remembering the guest who has been before
  2. Recovering a complaint in person
  3. Setting the price for a race weekend or a quiet Tuesday
  1. Deciding which groups to take, and at what rate
  2. Holding the housekeeping standard
  3. The breakfast and the dinner guests talk about afterwards
  4. Knowing the area well enough to plan someone's day
  5. Leading a team across reception, kitchen and housekeeping
What sits around it
  1. Checking competitor rates every morning
  2. Changing rates on each booking site
  3. Finding the double bookings
  1. Clearing the overnight message inbox
  2. Copying requests and allergies into notes
  3. Building the housekeeping allocation
  4. Loading the rooming list
  5. Replying to reviews on four sites

What a venue team does brilliantly, and what sits around it

This is the point of the whole page. The work in the left column is why a couple books you. The work in the right column is what has grown up around it, and it is taking the evenings and the weekends the team is not already working.

What a human does brilliantly
  1. The show-round that makes a couple choose you
  2. Understanding what a couple actually wants from the day
  3. Calming nerves at the final details meeting
  1. Running the day, and changing the plan when it rains
  2. Handling the supplier who arrives at the wrong time
  3. Pricing a Friday in March against a Saturday in August
  4. The food and the service on the day
  5. The supplier relationships that bring in referrals
What sits around it
  1. The first reply to every enquiry
  2. Chasing the ones that went quiet
  3. Turning a proposal into a contract
  1. Chasing staged payments
  2. Writing the function sheet
  3. Reissuing it after every change
  4. Confirming every supplier's times
  5. The final invoice from the bar tab

The use case for AI is taking away the time that gets spent on the work sitting around the job, and freeing your people up to do the work only a human can do. The work that grows the business, and the work they enjoy the most.

[THE USE CASES]

89 things you could hand over, by function.

The times are our own estimates for a typical single site. Almost nobody has measured this work, so where a regulator, a trade body or an operator has published a figure, we have used it to check ours. The highlighted use cases either take the most hours or make the biggest difference to the business.

Enquiries and bookings

The GM or the owner between shifts. At a group, a central bookings desk.

10 use cases
Highest value

Replying to every enquiry the same day

Drafts a reply to each table, room, party or function enquiry from the email, the web form or the booking inbox, with the dates free and answers to what was actually asked.

SkillConnectorEmailBooking system
SkillConnectorEmailBooking system
You give itThe enquiry, your availability, and your current prices and packages.
You get backA reply in your own voice that answers their questions in the first lines, offers a time to call or visit, and says plainly when a date has gone. Anything it cannot confirm, such as a late licence, is left for you.
You stillRing the ones worth ringing, and decide which dates to hold back for a bigger booking.
Highest value

Answering a wedding enquiry before the couple moves on

Writes a personal first reply to a wedding enquiry from a listing site or your website, using the date, the guest numbers and what the couple said they wanted.

SkillConnectorEmailEvents system
SkillConnectorEmailEvents system
You give itThe enquiry, your availability for that date and the weekends either side, and your brochure and prices.
You get backA reply that answers their questions first, with a price for their numbers, other dates if theirs has gone, and an invitation to a show-round. Bridebook found 79% of couples book a venue within four weeks of first contact.
You stillPick up the phone. The show-round is where the booking is won, and it is yours to run.

Following up the enquiries that went quiet

Keeps a short sequence going on every enquiry that has not booked, written from what was said in the first exchange rather than from a template.

SkillScheduled taskEmail
SkillScheduled taskEmail
You give itYour list of open enquiries and the notes from each conversation.
You get backEach follow-up drafted and spaced over a fortnight, with an open day or another date offered where it fits, and the sequence stopped as soon as someone replies.
You stillDecide when to stop, and which organisers or couples deserve a phone call instead.

Writing up a show-round

Turns your voice note from a show-round into the enquiry record and a follow-up for the couple the same evening.

SkillConnectorEvents systemEmail
SkillConnectorEvents systemEmail
You give itA voice note or rough notes, and the fields your events system or spreadsheet uses.
You get backThe record filled in with the date, numbers, budget, what they loved and what worried them, and a follow-up that answers the questions they asked on the day. Anything not covered is left blank.
You stillRead the couple on the day. The note records what you noticed. It does not notice it for you.

Following up wedding fair and open day leads

Turns the list of couples from a wedding fair or open day into personal follow-ups, using what each one said on the day.

SkillEmailSpreadsheet
SkillEmailSpreadsheet
You give itThe lead list and any notes you or the team made.
You get backA follow-up for each couple with a show-round offered on the dates they mentioned, and the leads sorted by date and budget so the promising ones are called first.
You stillRing the couples who looked serious on the day.

Turning an enquiry into a quote

Builds the proposal from your packages and price list for the date, the numbers and the extras the client asked about.

SkillClaude DesignFile storageEmail
SkillClaude DesignFile storageEmail
You give itYour packages, your price list, and the notes from the enquiry or the show-round.
You get backA proposal laid out in your brand with the hire, the food and drink per head, the supplements and the deposit schedule, and a list of anything asked for that you have no price for yet.
You stillSet the price. Deciding whether to discount a Friday in March, and by how much, is the commercial call.

Answering availability and price emails

Drafts replies to the room enquiries that arrive by email and through the booking site inbox, with the rates and room types free on the dates asked.

SkillConnectorEmailHotel system
SkillConnectorEmailHotel system
You give itThe message, and your availability and rates for those dates.
You get backA reply that sets out the options in plain terms with the cancellation policy and an offer to hold the room. Requests such as a cot or a dog are copied into a note for the booking.
You stillDecide whether to offer a better rate to book direct. That is a pricing decision, not a writing one.
Highest time

Clearing the overnight message inbox

Reads the overnight messages from guests across the booking sites and email, drafts each reply, and pulls out anything another department needs to know.

CoworkConnectorBooking sitesEmailHotel system
CoworkConnectorBooking sitesEmailHotel system
You give itThe messages, and your house information on parking, check-in, dogs and dinner.
You get backA reply to each message, and a list for housekeeping and the kitchen of the requests and allergies that came in, each against its booking reference.
You stillSend the replies, and deal yourself with anything that sounds like a complaint before it becomes a review.

Sending the pre-arrival email

Writes the email a guest gets a few days before arrival from the booking itself, so it mentions the room, the dinner reservation and the reason for the stay if they gave one.

SkillScheduled taskEmailHotel system
SkillScheduled taskEmailHotel system
You give itThe booking, your house information, and what you want to offer, such as dinner or a late checkout.
You get backA pre-arrival email for each arrival that week with directions, parking, check-in times and one relevant offer, and a flag on any booking with an unpaid deposit.
You stillDecide which guests get a personal note from you. Regulars and anniversaries usually do.

Confirming large table and party bookings

Drafts the confirmation for a large table or area booking with the deposit, the pre-order and the terms, from the request that came in by phone, email or message.

SkillEmailBooking system
SkillEmailBooking system
You give itThe request, your booking terms and your group menu.
You get backA confirmation with the deposit amount and payment link, the date the pre-order is due and the terms in plain words. Dietary needs mentioned in the request are listed for the kitchen.
You stillDecide whether to take a party of twenty on a Saturday night, and where to put them.

Functions and private hire

The GM, taking function room and party bookings around service.

8 use cases

Preparing the booking contract

Fills in your contract for a wedding or function from the accepted proposal, with the date, the minimum numbers, the deposit and the payment schedule.

SkillConnectorFile storageE-signature
SkillConnectorFile storageE-signature
You give itYour solicitor-approved contract and the accepted proposal.
You get backThe contract ready to send for signature, a plain English summary of the cancellation and payment terms for the client, and a list of any clause changed from your master.
You stillAgree every concession, and have your solicitor approve the master. This fills in a contract. It does not give legal advice.
Highest time

Writing the function sheet

Turns the final details and every email since into one function sheet for the kitchen, the bar, front of house and housekeeping.

SkillConnectorEvents systemFile storage
SkillConnectorEvents systemFile storage
You give itThe contract, the final details form or meeting notes, and the email thread with the client.
You get backThe function sheet with timings, room set-up, menu and covers, dietary needs by table, the drinks package, supplier arrivals and special notes, and a list of anything still unconfirmed.
You stillRun the final details meeting. The sheet records what the client decided. Asking the right questions is your job.

Carrying a late change through every document

Takes a late change, such as five more guests or a new vegan, through the function sheet, the kitchen brief, the table plan and the invoice together.

CoworkConnectorEvents systemFile storage
CoworkConnectorEvents systemFile storage
You give itThe change as it arrived, and the current documents.
You get backEvery document updated to match, the change highlighted for each team, and a check that the numbers now agree across all of them.
You stillDecide whether the change can be done, and tell the client if it costs more.

Preparing for the final details meeting

Builds the agenda for a final details meeting from everything already agreed, so the meeting is spent on the decisions still open.

ProjectSkillFile storageEmail
ProjectSkillFile storageEmail
You give itThe contract, the planning notes and the email thread with the couple.
You get backWhat is confirmed, what is still open, the questions to ask on numbers, timings, dietary needs and suppliers, and the date the balance is due.
You stillHold the meeting. Couples are nervous by this point, and reassuring them is not paperwork.

Building the table plan and dietary list

Turns the couple's guest list and table plan, in whatever format they send it, into your seating plan and a dietary list by table for the kitchen.

SkillSpreadsheetFile storage
SkillSpreadsheetFile storage
You give itThe guest list, the table plan and the dietary answers the couple collected.
You get backA table plan in your layout, a dietary and allergen list by table and seat, and the guests on the plan with no meal choice or no dietary answer.
You stillCheck it against the room and the kitchen. The chef decides what can be served safely.

Loading a group or wedding room block

Takes the rooming list the organiser sent and matches it against the room block, the rooms booked separately and the release date.

SkillConnectorHotel systemSpreadsheet
SkillConnectorHotel systemSpreadsheet
You give itThe rooming list as it arrived, the block in your hotel system, and the group contract.
You get backThe names laid out to load into the hotel system, the guests who booked separately, the rooms still unnamed with the release date, and breakfast and housekeeping numbers.
You stillDecide whether to release unnamed rooms or hold them for the organiser.

Answering a corporate event request

Answers the request for proposal from an agency or a company in the format it asks for, from your capacities, day delegate rates and past answers.

ProjectSkillFile storage
ProjectSkillFile storage
You give itThe request, your capacity chart, your rates and any previous responses.
You get backA draft answer to each question with day delegate and residential rates, layouts and capacities, and a list of the questions you have no answer for yet, such as sustainability data.
You stillDecide the rate, and whether the business is worth displacing a wedding for.

Booking the function room

Turns a function room enquiry into a booking pack with the room hire, the buffet or menu options, the bar arrangement and the deposit.

SkillEmailFile storage
SkillEmailFile storage
You give itThe enquiry, your function menus and your room hire terms.
You get backA booking pack for the client, a deposit request, and a short note for the kitchen and the bar with the date, numbers, timings and any dietary needs mentioned.
You stillDecide whether a wake, a christening or an eighteenth is right for the room on that night.

Suppliers and the day

The coordinator and the duty manager, from the week before to carriages.

5 use cases

Confirming times with every supplier

Writes to each supplier on a wedding with their arrival time, access, power and parking, and asks for the insurance certificate you need.

SkillScheduled taskEmailSpreadsheet
SkillScheduled taskEmailSpreadsheet
You give itThe supplier list from the couple, the run of the day and your venue rules.
You get backA message to each supplier, a table of who has confirmed and who has sent their public liability and PAT certificates, and a chaser for the ones who have not.
You stillDeal with the supplier who turns up at the wrong time. That is a conversation, not an email.

Writing the run of the day

Builds the minute by minute running order from the function sheet and the supplier times, one version for the team and a simpler one for the couple.

SkillFile storage
SkillFile storage
You give itThe function sheet, the supplier confirmations and the ceremony details.
You get backA team run sheet from the first supplier arrival to carriages, a couple's version with the moments that matter to them, and a flag on any clash in the timings.
You stillRun the day, and change the plan when it rains.

Briefing the team for an event

Writes the staff briefing for an event from the function sheet, covering the timings, the room, the allergies and who does what.

SkillFile storageRota software
SkillFile storageRota software
You give itThe function sheet and the rota for the day.
You get backA one page briefing for the team, and a separate note for the kitchen and the bar on covers, dietary needs and the drinks package.
You stillGive the briefing yourself. The team needs to hear it from the person running the day.

Closing out the event

Builds the final invoice from the bar tab, the extra guests and any damage, and drafts the thank-you and the review request.

SkillConnectorTill systemAccountingEmail
SkillConnectorTill systemAccountingEmail
You give itThe contract, the bar tab from the till and your notes from the day.
You get backThe final invoice with every extra set against the contract, the deposit reconciled, and a thank-you with a link to review you on the listing site.
You stillDecide what to charge for, and what to let go for the sake of the relationship.

Writing the risk assessment for an event

Drafts the risk assessment for a wedding or event from the function sheet, including the outside suppliers, marquees and fireworks.

SkillFile storage
SkillFile storage
You give itThe function sheet, the supplier list and your standard risk assessment.
You get backAn assessment for this event, the supplier certificates still to collect, and a check of the numbers against the capacity in your fire risk assessment.
You stillWalk the site and sign it off.

Christmas and the festive season

Everyone, planning from July, with the pre-orders landing in November.

4 use cases

Writing the Christmas menu pack and terms

Writes the festive brochure, the booking terms and the web and social copy from your menus and prices, early enough to go out in September.

SkillClaude DesignFile storage
SkillClaude DesignFile storage
You give itYour festive menus, prices and dates, and last year's terms.
You get backThe brochure copy, booking terms covering the deposit, the pre-order deadline and final numbers, and a set of posts for the launch.
You stillSet the prices and the dates. How many Saturdays to give to parties is the commercial call.
Highest time

Chasing Christmas pre-orders and final numbers

Tracks every party booking against its pre-order and final numbers deadline, and drafts the chaser for each one that is late.

Scheduled taskConnectorBooking systemEmail
Scheduled taskConnectorBooking systemEmail
You give itYour Christmas bookings and the pre-orders received so far.
You get backA daily list of the parties with nothing in, a chaser for each written from its booking, and a firmer note once the deadline passes. Young's asks for final numbers ten days before.
You stillRing the organisers who have gone quiet, and decide what happens to a deposit when a party cancels.

Turning pre-orders into the kitchen prep list

Pulls every party's pre-order into one prep list for each service, with dietary needs by name and by table.

SkillBooking systemSpreadsheet
SkillBooking systemSpreadsheet
You give itThe pre-order forms for the day, in whatever format they arrived.
You get backCovers by dish for each service, a dietary and allergen list by party and by name, and the tables to set.
You stillCheck it before service. The chef decides whether a request can be met safely.

Reconciling Christmas deposits

Matches every deposit and balance against its booking once the season ends, including the cancellations and the parties that shrank.

SkillConnectorPaymentsAccountingSpreadsheet
SkillConnectorPaymentsAccountingSpreadsheet
You give itYour booking list, the card and bank payments, and your terms.
You get backA table showing each party's deposit, balance, spend and anything owed or refundable under your terms, with the payments that match no booking listed separately.
You stillDecide which refunds to make outside the terms, and which regulars to look after.

Rates and booking sites

The owner, often on a phone at night. Larger hotels have a revenue manager.

6 use cases
Highest time

Checking tomorrow's rates against the market

Pulls your pick-up, last year and the rates at the hotels you compete with into one view each morning, with the local events that will move demand.

Claude in ChromeScheduled taskBrowserHotel system
Claude in ChromeScheduled taskBrowserHotel system
You give itYour bookings on the books, your rates, and the hotels you compare yourself with.
You get backA short daily view of where you stand against last year, what the competition is charging for the next fortnight, and the dates where you look too cheap or too dear.
You stillSet the price. Judging a race weekend or a quiet Tuesday is the skill you are paid for.

Loading rate changes to every booking site

Takes the rate decision you have made and works through the changes on each booking site extranet that your channel manager does not reach, room type by room type.

Claude in ChromeCoworkBooking sitesBrowser
Claude in ChromeCoworkBooking sitesBrowser
You give itYour decision on rates and restrictions, and access to each extranet.
You get backThe changes made or queued on each site, and a record of what was changed where, so the rates match everywhere.
You stillApprove each change before it goes live, and check the first few by hand.

Finding the overbookings before the guest does

Compares the bookings in your hotel system with each booking site every morning and flags the doubles, the cancelled rooms that went back on sale and the dates that should be closed.

ConnectorScheduled taskHotel systemBooking sites
ConnectorScheduled taskHotel systemBooking sites
You give itThe day's reservations from your hotel system and the booking site reports.
You get backA list of every mismatch, the rooms at risk of being sold twice, and the stop-sells to apply. Booking.com has told hotels its automatic return of cancelled rooms to sale cannot be switched off.
You stillDecide who is moved if a room has been sold twice, and make the call to the guest.

Checking the booking site commission statement

Checks the monthly commission statement from each booking site against the stays in your hotel system, so you are not paying on no-shows and cancellations.

SkillConnectorBooking sitesHotel systemAccounting
SkillConnectorBooking sitesHotel systemAccounting
You give itThe commission statement and your stays for the month.
You get backEvery booking charged that did not stay, stayed fewer nights or was cancelled in time, with the evidence for each dispute.
You stillRaise the disputes, and decide which are worth the argument.
Highest value

Working out what each booking channel costs

Works out how much of your business comes through each booking site, direct, phone and email, and what each one costs after commission and card fees.

SkillArtifactsHotel systemSpreadsheet
SkillArtifactsHotel systemSpreadsheet
You give itA year of bookings from your hotel system, and the commission and payment statements.
You get backYour channel mix by month, the cost of each channel per booking, and the dates where you relied most on the booking sites.
You stillDecide where to push direct bookings, and when to stay on the sites.

Keeping your listings current on every site

Checks your pages on the booking sites and wedding listing sites against your current rooms, packages, prices and policies, and drafts the changes.

Claude in ChromeBrowserBooking sites
Claude in ChromeBrowserBooking sites
You give itYour current brochure and prices, and the links to your listings.
You get backA list of what is out of date on each listing, with the new copy ready to paste.
You stillChoose the photos, and approve the copy before anything changes.

Arrivals and housekeeping

Reception and the head housekeeper, from the morning arrivals list.

5 use cases

Preparing for the day's arrivals

Reads the day's arrivals against past stays and booking notes, and lists the guests who need something, such as returning guests, anniversaries, allergies and late arrivals.

ConnectorScheduled taskHotel system
ConnectorScheduled taskHotel system
You give itThe arrivals list and the guest history from your hotel system.
You get backA one page arrivals briefing with what to know about each guest who needs it, and the notes for housekeeping and the kitchen.
You stillWelcome them. Remembering someone is the hotel's job, and the briefing is only the reminder.

Building the housekeeping allocation

Builds the morning room list for each room attendant from the checkouts, stayovers and early arrivals, with the notes that affect each room.

SkillConnectorHotel systemRota software
SkillConnectorHotel systemRota software
You give itThe arrivals and departures list, and who is on shift.
You get backAn allocation for each attendant balanced by room type and workload, with cots, dogs, special touches and late checkouts marked, and the rooms to finish first.
You stillAdjust it on the floor. The head housekeeper knows who is quick and who is thorough.

Keeping the maintenance and faults log

Turns the faults reported by housekeeping, reception and guests into one log, with the room, the priority and who has been asked to fix it.

SkillCoworkMessagingPhotosSpreadsheet
SkillCoworkMessagingPhotosSpreadsheet
You give itThe messages, notes and photos as they come in.
You get backA single log with each fault, any room it takes out of sale, the contractor or handyperson assigned, and a weekly list of what is still open.
You stillDecide whether a room can be sold, and which repairs cannot wait.

Returning lost property

Logs each item found, matches it to the guest who stayed in the room, and drafts the message offering to post it back.

SkillHotel systemEmail
SkillHotel systemEmail
You give itThe item, the room and the date it was found.
You get backAn entry in the lost property log, the guest's name from the booking, and a message with the postage cost and a payment link.
You stillDecide what to do with anything valuable, and how long to keep what is not claimed.

Ordering linen, cleaning and guest supplies

Works out what to order from the occupancy ahead, the linen counts and the par levels for toiletries and cleaning products.

SkillHotel systemSpreadsheet
SkillHotel systemSpreadsheet
You give itThe forecast occupancy, the stock counts and your suppliers' price lists.
You get backAn order for each supplier, and a note of anything that will run out before the next delivery.
You stillDecide when to change a product or a supplier.

Reviews and marketing

Whoever has a spare minute, which in a busy week is nobody.

6 use cases
Highest value

Replying to reviews across every site

Collects the week's reviews from Google, TripAdvisor, Booking.com and the wedding listing sites, and drafts a reply to each in the house voice.

SkillClaude in ChromeReview sitesBrowser
SkillClaude in ChromeReview sitesBrowser
You give itAccess to your review sites, and a note of how you want the business to sound.
You get backA reply to each review that answers what the guest actually said, a measured draft for the unfair ones, and the complaints that need a phone call rather than a public reply.
You stillApprove every reply, and deal with whatever caused the bad ones.

Answering a written complaint

Drafts a reply to a complaint that arrived by email or letter, from the complaint itself and what the team says happened.

SkillEmail
SkillEmail
You give itThe complaint, notes from the staff on duty and your policy on refunds.
You get backA reply that says specifically what went wrong and what you will do, and a note of anything the guest raised that the staff account does not cover.
You stillDecide what to offer, and ring them if it deserves a call.

Finding the patterns in your reviews

Reads a month of reviews and complaints together and sorts what guests mention, such as slow food, cold rooms or a named member of staff.

ProjectSkillReview sitesSpreadsheet
ProjectSkillReview sitesSpreadsheet
You give itYour reviews and any complaints received by email.
You get backThe themes that come up most, how they have moved since last month, which shifts or rooms they point to, and the praise worth passing on to the team.
You stillDecide what to change, and have the conversation with the team.

Writing the week's posts and what's on

Writes the week's social posts, the what's on board and the local listings for the quiz, the live music and the sport from your events diary and the fixtures.

SkillScheduled taskFile storage
SkillScheduled taskFile storage
You give itYour events for the week, the fixtures you are showing and any offers.
You get backA week of posts for each platform, copy for the chalkboard and the screens, and entries for the local what's on sites.
You stillTake the photos, and post the ones that sound like you.

Setting the quiz

Writes the week's quiz in your rounds and format, with a picture round and answer sheets, pitched at your regulars.

SkillClaude DesignFile storage
SkillClaude DesignFile storage
You give itYour format, the rounds you run and the topics your regulars like.
You get backThe questions and answers, the picture round laid out to print, the answer sheet and the jackpot question.
You stillHost it. The quiz is only as good as the person holding the microphone.

Writing the monthly email to past guests

Writes the monthly email to your mailing list from what is coming up, with a version for each kind of guest where it helps.

SkillEmail
SkillEmail
You give itWhat is coming up, your mailing list groups and last month's email.
You get backThe email and its subject line, a shorter version for regulars or past couples, and a note of which offers ran last time.
You stillDecide what to offer, and to whom.

Rota, pay and tips

The GM every week, against the forecast and the wage percentage.

7 use cases
Highest time

Building next week's rota to the wage target

Drafts next week's rota from the forecast, the bookings, the events in the diary and everyone's availability, and shows the wage cost against sales before it goes out.

SkillConnectorRota softwareTill systemBooking system
SkillConnectorRota softwareTill systemBooking system
You give itLast year's takings for the week, the bookings and events, staff availability and holiday, and your wage target.
You get backA draft rota with the forecast wage percentage by day, the shifts that break the target, and anyone short of a rest break or over the hours they asked for.
You stillDecide who works when, and when to spend over the target because the day needs it.

Finding cover when someone drops out

Works out who could cover a shift from availability, hours worked and who is trained for the bar, the kitchen or the door, and drafts the message.

SkillConnectorRota softwareMessaging
SkillConnectorRota softwareMessaging
You give itThe shift, the week's rota and your staff list with their skills.
You get backA short list of people who could cover without going over their hours or losing a rest break, and a message ready to send.
You stillMake the call. You know who owes a favour and who needs the night off.
Highest time

Squaring timesheets before payroll

Checks the hours in your rota software against the rota and the clock-ins, and prepares the hours, holiday and sickness for payroll.

SkillConnectorRota softwareSpreadsheet
SkillConnectorRota softwareSpreadsheet
You give itThe clock-ins, the rota and the holiday and sickness records for the period.
You get backThe hours to pay by person, the missed clock-outs and odd shifts to check, holiday accrued at 12.07% for irregular hours staff, and a file for your payroll software.
You stillApprove the pay, and have the conversation about the shift that does not add up.

Booking casual staff for the season

Works out how many casual staff each event needs from the covers and the service style, and drafts the booking message to your casual pool or agency.

SkillConnectorRota softwareMessaging
SkillConnectorRota softwareMessaging
You give itThe events in the diary, your staffing ratios and your list of casual staff.
You get backStaff needed per event, who is available, messages to your casual pool, and a list of the events still short.
You stillDecide the ratios, and who leads on the day.

Allocating tips and keeping the records

Adds up the card tips from the till and card terminal with the cash tips, allocates them under your tipping policy, and keeps the record the law requires.

SkillConnectorTill systemPaymentsSpreadsheet
SkillConnectorTill systemPaymentsSpreadsheet
You give itThe tips from the till and card terminal, the cash counted, the hours worked and your tipping policy.
You get backThe allocation by person, a record of what came in and what was paid kept for three years, and the payout due by the end of the following month.
You stillWrite the policy, and decide what is fair. The law says allocation must be fair, and that judgement is yours.

Consulting the team on the tipping policy

Prepares the consultation the new tipping rules require before you write or review the policy, and summarises what the team said.

SkillFile storageEmail
SkillFile storageEmail
You give itYour current policy, and the feedback from the team in whatever form it arrived.
You get backA consultation note for staff, an anonymised summary of the feedback to share with them, and the policy redrafted with a review date three years out. GOV.UK expects the change at the end of 2026.
You stillDecide the policy, and talk it through with the team in person.

Keeping a record of shift changes

Logs every shift that is cancelled, cut short or moved, with the notice given, ready for the rules on shift notice and cancellation pay expected in 2027.

Scheduled taskConnectorRota softwareSpreadsheet
Scheduled taskConnectorRota softwareSpreadsheet
You give itThe rota as published, and each change made to it.
You get backA weekly record of every change with the notice given and the person affected, and a list of the changes that would carry a payment once the rules take effect.
You stillDecide when a change is worth making, and tell the person yourself.

Hiring, onboarding and training

The GM or the owner. At a small group, an operations or people manager.

6 use cases

Writing the job advert

Writes the advert for a bar, kitchen, housekeeping, reception or events role from a few notes, with the hours, the pay and what the job is actually like.

SkillFile storage
SkillFile storage
You give itThe role, the hours and pay, and a note of what the last good person in the job did well.
You get backThe advert for the job sites, a shorter version for social media and the staff noticeboard, and a set of screening questions.
You stillDecide the pay. The ONS puts vacancies in accommodation and food at 2.8 per hundred jobs, the joint highest rate of any industry.

Sorting the applications

Reads the applications against what the role actually needs, such as weekend availability, a personal licence or cellar experience, and sorts them.

SkillConnectorEmail
SkillConnectorEmail
You give itThe applications and your screening questions.
You get backEach applicant sorted against the must-haves, the questions to ask at the trial shift, and a polite reply to everyone not taken forward.
You stillRun the trial shift. How someone works behind the bar on a Friday tells you more than a CV.

Getting a new starter ready for day one

Prepares the written statement, the right to work checklist and the first week's training plan for a new starter.

SkillFile storageE-signature
SkillFile storageE-signature
You give itYour templates, the starter's details and the role.
You get backThe written statement of particulars ready for day one, a checklist of the documents to see and copy, and a training plan covering allergens, Challenge 25 and the fire procedure.
You stillCheck the right to work documents in person, and sign the contract.

Keeping training records up to date

Keeps one record of who has done what training, from allergens and food hygiene to Challenge 25 and personal licences, and says who is due.

SkillScheduled taskFile storageSpreadsheet
SkillScheduled taskFile storageSpreadsheet
You give itYour training certificates and staff list.
You get backA matrix of every person against every course, the refreshers due in the next two months, and a reminder to each person due. In Scotland it tracks the personal licence refresher as well.
You stillDecide who needs training before they work a shift on their own.
Highest value

Writing the harassment risk assessment

Drafts the risk assessment for sexual harassment of staff by customers and colleagues at each site, ready for the stronger duty that starts on 30 October 2026.

ProjectSkillFile storage
ProjectSkillFile storage
You give itYour sites, opening hours and events, and any incidents in the past year.
You get backA risk assessment for each site covering late bars, free bars at weddings and night staff, the steps you will take, a reporting route for staff, and an incident record to keep.
You stillDecide the steps, and act on each incident. The law now asks for all reasonable steps, including against customers.

Updating the staff handbook for the new law

Redrafts the handbook sections that the Employment Rights Act 2025 changes, such as sick pay from the first day and the six month qualifying period for unfair dismissal.

ProjectSkillFile storage
ProjectSkillFile storage
You give itYour current handbook and the changes you want to make.
You get backThe affected sections redrafted, a list of what changed and why, and a short note for staff.
You stillHave an employment adviser approve it. This drafts. It does not advise.

Stock, ordering and GP

The GM and the head chef, with a stocktaker every four to six weeks.

5 use cases

Building the weekly order

Drafts each supplier's order from what sold last week, what is on the shelf, and the bookings and events ahead.

SkillConnectorTill systemStock software
SkillConnectorTill systemStock software
You give itYour sales from the till, the stock count and par levels, and the week's bookings.
You get backAn order for each supplier, split between the pub company and your free-of-tie suppliers where that applies, with each delivery cut-off noted.
You stillDecide what to try, what to drop, and how much to hold for the bank holiday.
Highest time

Checking deliveries against invoices

Checks each supplier invoice against the order and the signed delivery note, and lists the shorts, substitutions and price changes.

CoworkConnectorStock softwareAccountingEmail
CoworkConnectorStock softwareAccountingEmail
You give itThe invoices, the delivery notes and your orders.
You get backEvery short, substitution and price rise listed, a credit request drafted for each supplier, and the invoices ready for the bookkeeper.
You stillChase the credits that matter, and change suppliers when the prices do not come back.
Highest value

Making sense of the stocktake

Reads the stocktaker's report alongside your till data and turns it into a one page account of GP and variance by category.

SkillConnectorTill systemStock software
SkillConnectorTill systemStock software
You give itThe stocktake report and the till sales for the period.
You get backGP by category against your target, the lines with the biggest variance, the likely causes in order, such as a till button mapped to the wrong product, and questions to put to the team.
You stillDecide what the variance means. Theft, overpouring and a mapping error look the same on paper.

Repricing after a supplier price rise

Works out what a brewery or supplier price rise does to your GP line by line, and what each price would need to be to hold your target.

SkillArtifactsSpreadsheetTill system
SkillArtifactsSpreadsheetTill system
You give itThe new price list, your current selling prices and your GP target.
You get backA table of every affected line with the old and new GP and the price that holds the target, and the till and menu changes to make.
You stillSet the prices. You know what your regulars will pay for a pint.

Keeping the ullage and wastage record

Turns the week's wastage notes, line cleaning pulls and returned drinks into the ullage record the stocktaker needs.

SkillPhotosSpreadsheet
SkillPhotosSpreadsheet
You give itThe notes or photos of the wastage sheet.
You get backA tidy ullage and wastage record by product for the stocktaker, and the lines where waste is rising.
You stillDecide whether the problem is the beer, the cellar or the team.

Menus and allergens

The head chef, every time a dish, a product or a supplier changes.

5 use cases
Highest value

Updating the allergen matrix when a dish changes

Updates the allergen record for every dish affected when a recipe, a supplier or a product changes, from the ingredient labels and specifications.

SkillSpreadsheetFile storage
SkillSpreadsheetFile storage
You give itThe change, the new product specifications or labels, and your current allergen matrix.
You get backThe matrix updated for each dish affected, a list of dishes that gained or lost one of the 14 allergens, and the menu wording to change.
You stillCheck every change, and sign off the matrix. Allergen safety is the chef's responsibility, and it stays that way.

Checking the wholesaler's substitutions

Checks each substituted product on a delivery against the one it replaced, and flags any change to allergens.

SkillPhotosFile storage
SkillPhotosFile storage
You give itThe delivery note or invoice and the product specifications.
You get backA list of substitutions, the allergen differences for each one, and the dishes and matrix entries affected.
You stillDecide whether to use the substitute or take the dish off for the day.

Costing a new dish or menu

Costs each dish from your recipe and the current supplier prices, and gives the GP at the selling price you have in mind.

SkillArtifactsSpreadsheet
SkillArtifactsSpreadsheet
You give itThe recipes, portion sizes and supplier prices.
You get backThe cost per plate, the GP at your proposed price, the price that hits your target, and the dishes that pull the menu's GP down.
You stillWrite the menu. Whether a dish is worth a lower margin is your call.

Labelling food you pack on site

Produces the full labels Natasha's Law requires for food packed on site before it is ordered, such as sandwiches, bar snacks or packed lunches for guests.

SkillFile storage
SkillFile storage
You give itThe recipes and the ingredient specifications.
You get backA label for each product with the name, the full ingredients list and the allergens in bold, laid out for your label printer.
You stillCheck each label against the product before it goes out.

Writing the menu and the specials board

Writes the menu descriptions and the specials in your style, with the allergen notes and the wording that has to appear.

SkillClaude DesignFile storage
SkillClaude DesignFile storage
You give itThe dishes, the prices and your current menu.
You get backMenu copy laid out to print, the specials board for the day, and a written statement telling guests how to ask about allergens.
You stillDecide what goes on. The copy describes the food, and the kitchen makes it worth ordering.

Takings, cash and accounts

The duty manager at close, then the owner and the bookkeeper.

5 use cases
Highest time

Reconciling the daily takings

Matches each day's till reading against the card settlements, the cash banked and the deposits released, and posts the day to your accounts.

ConnectorScheduled taskTill systemPaymentsAccounting
ConnectorScheduled taskTill systemPaymentsAccounting
You give itThe till Z-read, the card terminal settlement, the banking and the deposits used.
You get backA daily takings record split by VAT rate and payment type, the difference between the till and the bank explained or flagged, and the entries ready for your accounts.
You stillLook into the shortfalls. A missing twenty is a conversation, not a journal entry.

Tracking deposits and staged payments

Keeps every wedding and event on its payment schedule and drafts the reminder when a payment is due or late.

Scheduled taskConnectorEvents systemAccountingEmail
Scheduled taskConnectorEvents systemAccountingEmail
You give itYour bookings with their payment schedules, and the payments received.
You get backThe payments due in the next month, a reminder drafted for each, a firmer note for anything overdue, and the balance due date against each event.
You stillDecide what to do when a couple cannot pay on time.

Charging and recording the visitor levy

Works out the levy due on each stay from the accommodation part of the price, and prepares the records and the return for the council scheme or the Welsh Revenue Authority.

SkillConnectorHotel systemSpreadsheet
SkillConnectorHotel systemSpreadsheet
You give itYour stays for the period, and how your packages split the room from food and drink.
You get backThe levy due per stay, packages split so the levy falls on the room only, and the figures for the return. Edinburgh has charged 5% since 24 July 2026, and Glasgow starts on 25 January 2027.
You stillCheck the return and submit it. How to split a package price is a question for your accountant.

Getting the VAT quarter ready

Checks the quarter's sales and purchases for the entries that most often go wrong, such as deposits, room charges and packages that carry more than one VAT rate.

SkillConnectorAccounting
SkillConnectorAccounting
You give itYour accounts for the quarter and the takings records.
You get backA list of the entries to check, such as packages not split and invoices missing, and a note for your bookkeeper or accountant.
You stillHave your accountant file it. This checks. It does not advise on tax.

Chasing unpaid invoices on account

Drafts the chase for every unpaid invoice on account, firmer the longer it has been outstanding.

Scheduled taskConnectorAccountingEmail
Scheduled taskConnectorAccountingEmail
You give itYour list of unpaid invoices.
You get backA chase drafted for each one with the invoice and purchase order number, and a list of the ones that need a call.
You stillMake the calls, and decide when to stop giving credit.

Weekly numbers and reporting

The GM on a Monday, for the owner, the directors or the area manager.

5 use cases
Highest time

Building the Monday numbers

Pulls the week's figures from the till, the rota, the booking system and the accounts into one page for the owner, with a few lines on what happened.

ConnectorScheduled taskTill systemRota softwareAccounting
ConnectorScheduled taskTill systemRota softwareAccounting
You give itAccess to each system, or the reports you already export, and your budget.
You get backSales against budget and last year, the wet and dry split, GP and wage percentage, bookings ahead, and for hotels occupancy, average rate and RevPAR, with the three things that need a decision.
You stillDecide what to do about them. The page shows the numbers, and running the business is yours.

Reading the morning report after the night audit

Turns the daily manager's report from your hotel system into three lines on what happened yesterday, what is coming and what needs a decision.

Scheduled taskConnectorHotel systemEmail
Scheduled taskConnectorHotel systemEmail
You give itThe daily report from your hotel system.
You get backA short summary for the morning briefing covering occupancy, rate and revenue against budget, the arrivals that need attention, the no-shows and anything unusual.
You stillRun the briefing, and decide what to do.

Comparing the sites in a small group

Brings each site's numbers into one comparison every month, on the same definitions, so the owner can see which site needs attention.

ProjectArtifactsSpreadsheetAccounting
ProjectArtifactsSpreadsheetAccounting
You give itEach site's monthly figures, in whatever form they arrive.
You get backA one page comparison of sales, GP, wage percentage, reviews and for hotels RevPAR, the sites moving the wrong way, and questions to ask each manager.
You stillVisit the site that needs it. The numbers say where to look, not what you will find.

Building next year's budget

Builds a first draft budget by month from this year's actuals, the cost rises you already know about and your plans.

ProjectArtifactsAccountingSpreadsheet
ProjectArtifactsAccountingSpreadsheet
You give itThis year's accounts, the rota costs and your plans for next year.
You get backA monthly budget for sales, GP and wages with the April living wage rise, the rates changes and your seasonality built in, and a list of the assumptions to check.
You stillSet the targets. Whether the team can grow sales by five per cent is your judgement.
Highest value

Reviewing wedding prices for next season

Works out what each package actually earned last season after food, drink, staff and commission, as a starting point for next year's prices.

ProjectArtifactsAccountingSpreadsheet
ProjectArtifactsAccountingSpreadsheet
You give itLast season's weddings and invoices, and the costs you can attach to each.
You get backMargin by package and by day of the week, the extras that sold, the dates that went unbooked, and a draft price list to test.
You stillSet the prices. Whether a Saturday in August can carry more is a judgement about your market.

The tie and the pub company

The tenant or lessee, and the pub company's business development manager.

5 use cases

Preparing for the business development manager

Pulls together your trading, the repairs outstanding and the questions you want answered before the pub company's business development manager visits.

ProjectSkillTill systemSpreadsheet
ProjectSkillTill systemSpreadsheet
You give itYour trading figures, the repairs log and your notes on the tie.
You get backA one page summary of trading against last year, the repairs outstanding with the dates reported, and the points you want recorded in the meeting note.
You stillHave the conversation. The relationship with your BDM is yours to manage.
Highest value

Checking the BDM's meeting note

Compares the written record your business development manager sends after a meeting with your own notes, and drafts your response if something is missing or wrong.

ProjectSkillEmailFile storage
ProjectSkillEmailFile storage
You give itThe BDM's note and your own notes from the meeting.
You get backThe differences listed point by point, and a response drafted inside the Pubs Code window. The BDM has 14 days to send the note, and you have 7 to dispute it.
You stillDecide what to dispute, and send it. The code covers pub companies with 500 or more tied pubs.

Reporting and chasing repairs

Writes up each repair for the pub company's portal, keeps the reference and chases when the target time has passed.

SkillScheduled taskOnline portalPhotos
SkillScheduled taskOnline portalPhotos
You give itThe fault, photos, and your repairing obligations under the agreement.
You get backA report ready for the portal, a log of every repair with its reference and date, and a chase drafted once the target time has gone by.
You stillDecide what is urgent, and whose repair it is under your agreement.

Checking the pub company statement

Checks the pub company's invoices and statement against your deliveries, your own records and the tied price list.

SkillConnectorOnline portalAccounting
SkillConnectorOnline portalAccounting
You give itThe statement, the invoices and your delivery notes.
You get backA list of any charge that does not match a delivery or the price list, and the queries drafted for your BDM.
You stillRaise the queries, and decide which are worth pursuing.

Preparing a business plan for a rent review

Builds the business plan and profit forecast that a rent assessment or a market rent only request needs, from your own trading figures.

ProjectArtifactsAccountingSpreadsheet
ProjectArtifactsAccountingSpreadsheet
You give itYour accounts, your trading history and the pub company's proposal.
You get backA draft business plan and three year forecast, a comparison of tied and free-of-tie costs, and the deadlines you have to meet.
You stillTake advice before you decide. Missing a Pubs Code deadline can lose the right, and this does not advise.

Licensing and compliance

The designated premises supervisor, and the GM for everything else.

7 use cases

Writing up the incident and refusals logs

Turns the rough notes from each shift into the incident and refusals logs your premises licence conditions require.

SkillPhotosFile storage
SkillPhotosFile storage
You give itThe shift notes, voice memos or photos of the logbook.
You get backEach incident written up with the time, what happened and what was done, the refusals log up to date, and a flag on any gap a licensing officer would notice.
You stillHandle the incident. The log records it. It does not decide whether to call the police.

Keeping the food safety diary

Writes up the day's checks and temperatures into your Safer Food Better Business diary, or CookSafe in Scotland, and flags the checks that were missed.

SkillPhotosFile storage
SkillPhotosFile storage
You give itThe photos, notes or checklist entries from the day.
You get backThe diary pages filled in, missed or out of range checks flagged, and the four-weekly review drafted from the entries.
You stillTake the temperatures, and act on a fridge running warm. The diary records the check. It does not do it.
Highest value

Preparing for Martyn's Law

Works out whether each site is in scope, and drafts the evacuation, invacuation, lockdown and communication procedures for sites expected to hold 200 or more.

ProjectSkillFile storage
ProjectSkillFile storage
You give itYour capacity figures, floor plans and existing fire and security procedures.
You get backThe tier each site falls into, the procedures in plain language for staff, a training record, and the details you will need to notify the regulator. GOV.UK expects the law in force in spring 2027.
You stillTest the procedures with your team, and sign them off as the responsible person.

Keeping fire and safety checks on schedule

Keeps one calendar of the weekly alarm test, the monthly emergency lighting test, the drills and every certificate that expires.

Scheduled taskSkillCalendarFile storage
Scheduled taskSkillCalendarFile storage
You give itYour certificates, service dates and the checks you already log.
You get backA calendar of every check and renewal, a weekly list of what is due, and the certificates expiring in the next three months.
You stillDo the checks, and fix what fails.

Keeping the licensing calendar

Keeps the dates that cost you a licence if missed, such as the premises licence annual fee, temporary event notices and personal licence refreshers.

Scheduled taskSkillCalendarFile storage
Scheduled taskSkillCalendarFile storage
You give itYour licences and your events diary.
You get backA calendar of fees and renewals, the temporary event notices needed for events outside your licence, and each notice drafted with ten working days to spare.
You stillSubmit them, and decide which events are worth the application.

Keeping the guest register complete

Checks the day's stay records for the details the Immigration (Hotel Records) Order 1972 requires of every guest aged sixteen or over, and flags the gaps.

Scheduled taskConnectorHotel system
Scheduled taskConnectorHotel system
You give itThe day's arrivals from your hotel system.
You get backThe arrivals missing a full name or nationality, and the guests from outside the UK, Ireland and the Commonwealth missing a passport number and place of issue.
You stillAsk the guest at check-in. The register has to be kept, and shown to the police if they ask.

Keeping the legionella log

Keeps the flushing of little-used outlets, the monthly tap temperatures and the quarterly descaling on schedule, room by room.

Scheduled taskConnectorHotel systemSpreadsheet
Scheduled taskConnectorHotel systemSpreadsheet
You give itYour legionella risk assessment, and which rooms have been empty.
You get backA weekly list of outlets to flush based on the empty rooms, the monthly temperature sheet, and the log written up from what the team recorded.
You stillAct on a reading out of range, and keep your competent person informed.
[THE NUMBERS]

What it is worth on your numbers

Nobody has published a reliable figure for how many hours a week a manager spends on this work, so put in your own.

£34000
3
10 hrs
50%
£60000

Costed at £32 an hour. An hour is costed from that salary plus employer National Insurance and pension, over 1,740 hours.

0
hours a week, back, per person
Hours a year across the team0
Working days a year back, each0
Cost of that time
£0
Not used
£0
Value of the time back
£0

This values the hours at what they cost you. It leaves out what the team does with them, which in a pub is usually more time behind the bar on the nights that matter.

[TWELVE MONTHS]

What good looks like in twelve months

Not a bigger pub. The same pub, with the work on the right hand side of that list mostly gone.

The rota takes Sunday evening, and the wage percentage is found out a week later
A draft is ready on Friday with the wage cost shown, and the GM changes the shifts that need judgement
Invoices go into a drawer until the stocktaker comes
Each one is checked against the delivery, and the credits are claimed the same week
The stocktake arrives as a page of variances nobody has time to read
It arrives with the likely causes listed, and the GP story ready for the owner
Christmas pre-orders are chased by phone in the second week of December
Every party is chased on a schedule, and the kitchen has its prep list a week out
The allergen matrix is updated when someone remembers
It is updated with every menu and supplier change, and the chef signs off each one

Not a bigger hotel. The same hotel, with the work on the right hand side of that list mostly gone.

Rates are changed at night on each booking site, room type by room type
The morning view shows where to move, and the owner decides before breakfast
Overbookings are found when the guest arrives
Mismatches are flagged every morning, and the stop-sell goes on before anything is sold twice
The overnight messages take the first hour of the day
Replies are drafted before reception opens, and the requests are already in the notes
Reviews get a reply when there is a quiet week
Every review gets a reply within the week, and the themes reach the team each month
Commission is paid on guests who never arrived
Every statement is checked against the stays, and the disputes go in with the evidence

Not a bigger venue. The same venue, with the work on the right hand side of that list mostly gone.

Enquiries that arrive on a wedding Saturday wait until Tuesday
Each one has a personal reply drafted the same day, and the coordinator makes the call
The function sheet is rewritten by hand after every change
A change goes through every document at once, and each team sees what moved
Staged payments are chased when someone notices
Reminders go out on schedule, and the coordinator deals only with the difficult ones
Supplier times are confirmed by phone in the last week
Every supplier has their times, and the certificates are in a fortnight before
Next year's prices are last year's with a bit added
They are set from what each package and each day of the week actually earned

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