“With hotelkit, we share our knowledge, define clear standards, and make them accessible to everyone — while maintaining the autonomy of each hotel.”
Nadja Andrei
Associate Director People & Culture Development
Ruby Group
The Ruby Group is growing continuously. Teams across different locations operate in a dynamic environment every day while meeting the highest standards of service, style, and quality. To ensure that operational processes not only work within individual hotels but remain consistent across locations, clear communication, standardized processes, and knowledge that is accessible at all times are essential.
With 21 hotels in 14 cities and more locations in the pipeline, the Ruby Group relies on hotelkit as a central platform to efficiently bundle collaboration, standards, and internal communication — from the Corporate Office to the daily operations of each hotel.
The Ruby Corporate Office
Consistent standards across all hotels
The Corporate Office plays a special role within the Ruby Group. Here, hotelkit is not only used as a communication channel, but as a platform to provide standards, policies, and repeatable processes for all hotels. This ensures that important information is not shared in isolation across individual teams or tools, but distributed in a structured way and firmly embedded in daily operations.
Operational clarity for all hotels – in real time
Handovers are also used to communicate operational topics relevant to multiple locations — such as guest relocations (e.g., after water damage), technical issues, or short-term challenges related to bookings, payments, and staffing. This makes central updates immediately visible, properly documented, and transparent for all hotels.
Communication that reaches everyone – in just one click
Within the News section, the Ruby Group also uses hotelkit as the official channel for internal communication — from news clippings and behind-the-scenes team insights to updates on AI usage policies, social media guidelines, and organizational changes such as new roles.
Scalable standards for sustainable growth
The digital handbook plays a key role within the Corporate Office in scaling standards sustainably. It centrally provides guidelines and content such as recruiting and meeting processes, business travel policies, ESG communication standards, as well as topics related to project management, accounting, and brand identity. In addition, operational standards are documented, including service and F&B guidelines, HACCP requirements, and crisis processes.
Faster onboarding, structured processes
This structure is supported by digital tasks with predefined templates that the Corporate Office provides to all hotels — for example for social media, HR, and internal surveys. The Ruby Group has also structured its onboarding processes using task templates, with clear workflows per department to ensure new team members can get started quickly.
Use Cases in Daily Hotel Operations
How Ruby hotels work with hotelkit
While the Corporate Office centrally manages standards and communication, hotelkit is primarily used within the individual hotels as an operational tool in day-to-day business — for shift handovers, maintenance processes, checklists, and knowledge that teams can access at any time.
1) Shift Handovers: Clear communication between teams and shifts
A key use case in many Ruby hotels is structured handovers that ensure a smooth flow of information between shifts and departments. Templates are frequently used to document recurring processes quickly and consistently — such as early check-outs, no-shows, outstanding balances, unclear payments, parcel deliveries, or refunds. This creates a clear handover logic that simplifies daily coordination and increases operational reliability.
2) Repairs: Making technical topics transparent
In the hotels, hotelkit is specifically used for repairs and maintenance. Technical requests are systematically recorded, often prioritized, and clearly documented for the responsible teams. Especially in guest-critical areas such as bathrooms, air conditioning, or safety-related topics, this workflow helps report issues faster, track them transparently, and improve collaboration between operations and maintenance teams. Clear processes ensure that maintenance responds quickly and that tickets are consistently completed.
3) Handbook: Knowledge, training, and standards for consistent quality
Beyond communication and technical processes, the handbook serves as a key foundation for quality and training in the Ruby hotels. Content ranges from hygiene and HACCP guidelines to lost & found procedures, guest complaint handling, fire safety and first aid, as well as F&B standards, recipes, and presentation guidelines with images. Technical instructions and safety procedures are also documented. The result is structured access to knowledge that supports teams in their daily work and ensures standards are available regardless of shift or individual team member.
4) Checklists & Templates: Clear routines, better organization
In the hotels, checklists ensure the consistent execution of recurring tasks — for example for early, late, and night shifts, hygiene routines, supervisor duties, or quality checks. Templates are also used for recurring workflows, such as in maintenance or administrative and operational processes.
Result: Standardization, speed, and greater reliability in daily operations
hotelkit enables the Ruby Group to work in a way that is centrally managed while remaining operationally strong in everyday business. The Corporate Office uses hotelkit as an enablement platform to efficiently roll out policies, standards, communication, and repeatable templates to the hotels. Within the properties themselves, hotelkit ensures clearer shift handovers, transparent handling of technical issues, and structured knowledge that remains accessible instead of getting lost.
