Operations & Management

StaYantra helps automate daily hotel operations—from managing housekeeping checklists to logging procurement quotes and keeping staff performance data honest.

1. Staff Roster & Task Dispatch

Roster Calendar: Owners and managers can build the weekly staff roster, defining shifts, active days, and on-call schedules.
Task Dispatch: Tasks (like stayover cleaning, room inspections, or maintenance tickets) are dispatched dynamically to available staff on shift.
SLA and Response Windows: Tasks are assigned priority tiers with target response times. If a high-priority task isn't accepted or started within its window, it escalates to the manager.

The staff roster calendar showing weekly shifts, assigned staff, and on-call schedules across departments

The Staff Roster — build shifts visually, set on-call flags, and see live task dispatch status per employee.

[!NOTE] Housekeeping and Maintenance are more specific systems that sit alongside general task dispatch, not replacements for it. Housekeeping tracks linen par levels (clean/soiled/in-laundry counts) and lost-and-found — the actual room-cleaning tasks are still dispatched as plain tasks. Maintenance is a preventive-maintenance scheduler tied to an Assets register (your hotel's tracked equipment — model, serial number, install date, room location); maintenance tasks can now be auto-generated on a recurring interval (e.g. every 90 days) instead of only being created reactively when something breaks.

2. Procurement

When ordering supplies (e.g., linen, F&B inventory, toiletries):

Create a purchase request in the dashboard — it can hold multiple line items, tagged by department (housekeeping, F&B, maintenance, front office, or other).
Contact your vendors yourself and enter each vendor's quote by hand, line by line — price and quantity per item.
Compare the entered quotes and pick a winning quote to approve, which dispatches the purchase order.

This is a manual quote-logging tool: StaYantra doesn't contact suppliers or generate bids for you.

[!TIP] Stayantra also forecasts demand and can turn that forecast into a suggested shopping list with bulk-buy math built in. See Procurement & Demand Forecasting for the free forecast engine and the paid Suggested Order tool.

3. Complaint Triage & Severity Routing

When a guest files a complaint (either via the reception desk or the Go mobile app):

Triage: Exubee immediately categorizes the complaint, scores its severity, and analyzes its guest impact. If the guest snaps a photo of the problem in Go — a leaking AC, a stain, a broken lock — Exubee's Vision Triage reads the image directly and files the ticket from it.
Routing:
- Low Severity (e.g., missing towel): Routed directly to the floor housekeeper.
- High Severity (e.g., AC not working, room leak): Dispatched to maintenance, with an alert sent to the duty manager's phone.
- System Escalation: If a high-severity ticket remains unaddressed, Exubee can suggest compensation (e.g. food discount or room upgrade) for manager approval.

4. Quarantine: Guest-to-Staff Quality Control

Quarantine protects staff performance ratings from unfair guest ratings — it's an internal guest-to-staff system, not a review-management tool. StaYantra does not aggregate or reply to reviews on Agoda, Booking.com, TripAdvisor, or Google.

Automatic quarantine: When a guest rates a completed staff task (housekeeping, room service, etc.) 2 stars or fewer, Exubee quarantines that rating automatically, before it can affect the staff member's rolling performance rating.
Mismatch detection: Exubee can flag aiDetectedMismatch when the complaint text doesn't match who was actually blamed for the task.
Manager resolution: A manager reviews each quarantined rating and resolves it as Active, Dismissed, or Reassigned.
Mid-stay rescue: A low check-in rating auto-dispatches a fix-it task before checkout, so problems get a chance to be fixed while the guest is still on-site.

5. Marketing Campaigns

Guest Tagging: Owners can add free-text tags to a guest's profile in the guest directory — for example "VIP," "Regular," or "Corporate" — to keep track of who's who.
Single-Guest Campaigns: Campaigns are sent one guest at a time — a promotional email to a specific guest who has marketing opt-in. This isn't a bulk segmented blast; there's no automated filtering by stay-history criteria.
Campaign Briefs: Draft brief promo copy for your demand peaks — a festival rush like Dashain or Tihar in Nepal, an Oktoberfest or city-marathon weekend elsewhere. Exubee will generate SMS or email copy tuned to your hotel's guest context.

6. Cashier Shifts & Cash Reconciliation

A cashier opens a shift with a starting cash float. From that point, StaYantra tracks the expected cash in the drawer live as cash payments come in from any source during the shift — folio payments, but also walk-in restaurant, laundry, or transport cash sales. When the cashier closes the shift, they count the actual cash on hand, and any variance from the expected amount is recorded.

This exists specifically so a cashier can't quietly pocket walk-in cash from a non-room sale and still close their drawer clean.

7. Guest Services: Laundry & Transport

Small add-on services that bill straight to the guest's folio:

Laundry: Track laundry orders per booking or room, with itemized pieces and pricing.
Transport: Arrange airport pickup or vehicle dispatch for guests — pickup/drop-off location and time, driver and vehicle details — billed to the guest's folio if desired.

See Bookings & Folio for how folio charges work.