What the Best Hotel Leaders Know About Staff Scheduling

For hotel leaders, scheduling is a responsibility with real consequences. That’s because every shift affects the person working it—how much they earn, how they support their family, and how they balance the rest of their life.

Kevin Kelleher learned this early. As a leader of leaders, he built a culture of approaching hotel labor planning with a deep sense of accountability. His focus was on getting the numbers right, but also on creating schedules that respected the people behind them.

“When you’re managing someone’s labor—scheduling or payroll—you’re managing their livelihood,” Kevin says. “That’s a big responsibility.”

Good Scheduling Starts with Listening

A strong schedule reflects more than occupancy or forecast. It also considers what employees need. Some prefer morning shifts so they can be home with their kids. Others depend on a minimum number of hours to cover bills. Kevin kept these factors in mind every time he built a plan.

He also paid close attention to accuracy. Overtime, vacation hours, shift changes—these details added up. If the schedule was wrong, trust eroded quickly.

“You have to make sure it’s right. That someone’s getting paid correctly. That their time is respected.”

Technology Helped Kevin Lead More Effectively

Kevin started using a labor management system in 2007. At first, he thought he could handle it with spreadsheets. Then he realized the software did more than speed up the process. It helped him plan with confidence.

“It calculated the right hours by position. It accounted for day-of-week patterns, credits, room turns. I didn’t have to guess anymore.”

The system allowed him to build accurate schedules faster. That freed him up to spend time where it mattered—on the floor, coaching his team, and ensuring service stayed consistent.

Predictability Creates Control

Kevin used labor plans to stay ahead. By following them closely, he avoided last-minute adjustments and budget surprises. Each schedule became a tool for focus.

“At the end of the week, I could look at the numbers and know I hit my goals because I followed the plan. I wasn’t scrambling to explain overtime or missed targets.”

Precision Matters in Every Role

Instead of assigning shifts based on old habits, Kevin reviewed actual arrival and departure patterns. He noticed that most Friday and Saturday arrivals came before noon, not at the traditional 3 p.m. check-in time. That detail changed how he staffed the desk.

“I shifted coverage to match guest flow. That saved 40 hours a week without affecting service.”

He used the same level of analysis across departments, looking at daily needs rather than monthly averages. He also involved his team in decisions. Bell staff, front desk agents, housekeepers—each had insights about volume, timing, and guest behavior that helped shape better staffing strategies.

“They knew when bags were coming in. They knew when help was needed. Asking them made the schedule stronger.”

Fairness and Flexibility Go Together

Kevin made labor decisions with both the guest and employee in mind. He looked at the potential for tips. He considered whether a split shift might hurt morale. He didn’t want staff under-earning, and he didn’t want them standing around with nothing to do.

“The goal is to have the right people working at the right times. Not too many, not too few. Just right for the business, and fair to the team.”

Budgeting with Accuracy, Not Averages

When it came time for labor budgeting, Kevin didn’t work off monthly targets. He broke labor down day by day, by position. Every day had its own needs and assumptions. That gave him a clear picture of what was driving labor costs and where there were opportunities to adjust.

“I’d ask, what’s different about this day? What adds four hours? What takes eight away? That’s how I built a realistic plan.”

Staff Scheduling Sets the Stage

When staff scheduling is done well, hotel leaders have the space to focus where it matters most—coaching their team, supporting great service, and building a culture people want to be part of.

Thoughtful scheduling isn’t just about efficiency. It’s a commitment to the people who deliver your guest experience every day.

If you liked this, you may also enjoy: The Future of Hotel Labor Management: A Smarter, People-First Approach to Profitability

If you’re still scheduling staffing manually, there’s a better way forward.

See how hotel labor management software from Actabl helps hoteliers reclaim time, support their teams, and improve the guest experience. Request your walkthrough with the form below.