FAQs

hotelkit is an all-in-one operations platform tailored specifically for the needs of the hospitality industry. By connecting the entire team on one central platform, hotelkit enhances not only task management but also internal workflows and communication. It digitizes and transparently displays various work areas, such as shift handovers, knowledge documentation, idea management, and staff administration. 

To guarantee the best hotelkit user experience on your smartphone or tablet, we suggest you install the free hotelkit app. You can find it in App Store for iOS devices and the Google Playstore for Android devices. 

To use hotelkit on a computer, no installation or technical setup is required, as hotelkit can be easily accessed via the web browser. 

Our utmost concern is optimal data protection, including availability, confidentiality, data security, and privacy. We rely solely on partners who are ISO 27001 certified, adhere to the legal requirements of data protection, and have their data centers within the European Union.

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We operate servers with various functions in Germany and Austria. In addition to the security and reliability of the sites and operators, connectivity to various carriers and internet providers is a key consideration when selecting the location.

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Healthcare and social services organizations can manage their work processes using medikit. The use of medikit allows for the digitization of outpatient or inpatient workflows,  optimally displayed on computers, tablets, and smartphones.

For industries outside of hospitality, health & social care, our teamkit can be optimally utilized in day-to-day work. teamkit streamlines and digitizes collaboration for businesses of all sizes. Collaborate with your team in the way you prefer: whether via PC, tablet or smartphone – teamkit’s communication & collaboration features make it possible.  

hotelkit is the ideal digital platform for businesses of all sizes and categories. Our customers include businesses with less than 5 users, as well as those with over 700 users. The flexible configuration options ensure all demands can be met on an individual basis. 

hotelkit is a leading all-in-one solution that provides all the necessary tools for seamless hotel operations on a single platform. Unlike other providers that often only cover specific areas, hotelkit guarantees that all operational processes in the hotel can be handled through this single platform. 

Advantages of hotelkit: 

• All-in-one solution: All required functionalities on a single platform and in compliance with GDPR. 
• Industry leader: Utilized by leading hotels and chains around the world.
• Excellent user-friendliness: Intuitive interface and adjustable to the specific demands of hotels of all sizes.
• Central information and communication hub: Seamless integration with third-party systems for streamlined operations.
• Fast implementation: Minimal setup time and thorough support from industry experts. 
• Free trial: 30-day trial period with full support and personalized onboarding. 

hotelkit is specifically tailored to the requirements of the hospitality industry, providing fast implementation and personalized assistance from industry experts. 

You can find reviews for hotelkit Collaboration and hotelkit Housekeeping on the renowned portal Hotel Tech Report.
 
https://hoteltechreport.com/operations/collaboration-tools/hotelkit-collaboration
https://hoteltechreport.com/operations/housekeeping-software/hotelkit-housekeeping

Throughout the 30-day free trial, your team will be provided with access to your personalized hotelkit, receive online training for administrators and regular users, and a detailed written report on usage to date.

During this time, you’ll have full access to your hotelkit and can manage your processes directly through the platform. If you have any questions, your hotelkit Onboarding Manager is available to assist.

Our demo version is solely used by the hotelkit team for demonstration purposes. Unfortunately, we are unable to provide access to it.

Since a custom hotelkit is set up for the trial period, all testing and exploration can be conducted directly within this network. A sandbox would therefore be unnecessary.  

The prices for hotelkit vary depending on the selected package and consist of a one-time setup fee, based on the number of hotel rooms, as well as a monthly license fee.

For a rundown of the pricing and the different packages please contact our team. 

For the configuration of hotelkit, we charge a one-time setup fee. This fee varies based on the selected package and the number of rooms in your hotel.

Unless otherwise agreed, invoices are generally paid by direct debit one year in advance.  

For our current packages and pricing system please reach out to our team.  

An upgrade to your chosen package is possible at any time. A downgrade can be requested up to 10 business days before the end of the contract term.

In both cases, please contact our support team to discuss your options.  

Unless otherwise agreed, the contract is concluded for a duration of 12 months. It will automatically renew for another 12-month period unless terminated in writing 10 business days before the contract expiration. 

We’re sorry to hear that hotelkit is no longer the right fit for your hotel. Please notify our support team in writing to initiate the cancellation process.

We will archive your data for 90 days in accordance with data protection laws, and it can be retrieved during this period if necessary. If desired, we can extend this period upon request. 

You can directly export entries from the Task, Repair, Guest Request, and Complaint tool in your hotelkit as an Excel file, and Calendar entries as a PDF file. The export function is already enabled for you in the hotelkit Standard and hotelkit Pro package. If you can’t see this option in your hotelkit, please contact our support team.

Find below instructions on how to proceed for each tool: 

Export Calendar entries as PDF file 

1. Go to the calendar tool 
2. Click on the printer icon in the calendar tool 
3. Select the preferred timeframe 
4. Check the box next to “List of appointments”  
5. Select “List” as the format for the list of appointments 
6. Check all boxes under “Select contents of list items”
7. Click on “Create” to generate the PDF  

Export Tasks, Repairs, Guest requests and Complaints as Excel file 

1. Go to the desired tool (Tasks, Repairs, Guest requests, Complaints) 
2. Click on “Export Tasks/Repairs/Guest Requests/Complaints” 
3. Select the fields you wish to include in your export  
4. Define the time frame  
5. Click on “Export” to create the Excel file 

Export Handovers, News, Ideas & Handbook 

To export Handovers, News, Ideas and Handbook, please contact our support team. They can take care of the export for you.  

The contract can be terminated annually with a notice period of 10 business days at the end of each contract year. 

The implementation process of hotelkit Collaboration is as follows: 

1. Signing of the agreement 
2. Collection of the master data (incl. employee and location list) of the business 
3. Online training for administrators
4. Online training for general users 
5. Start of the 30-day free trial 
6. Feedback on usage
7. After the 30 days: Can we take you on as a regular customer? Yes!

Once accepted, you can continue using hotelkit Collaboration without any interruptions. 

In case of any queries, our support team is at your disposal. 

The implementation process of hotelkit Housekeeping is as follows:

1. Signing of the agreement 
2. Recording of all technical details & workflows in Housekeeping 
3. Set up of the interface between hotelkit and the PMS 
4. Certification date of interface fine-tuning
5. Onboarding of the Executive Housekeepers 
6. Onboarding of Housekeeping team 
7. Start of the 30-day free trial 
8. Feedback on usage 
9. After the 30 days: Can we take you on as regular customer? Yes! 

Once accepted, you can continue using hotelkit Housekeeping without any interruptions. In case of any queries, our support team is at your disposal. 

Together, we will establish an onboarding timetable that is tailored to your needs. Generally, the training sessions take place 2-3 weeks following the decision to start the hotelkit trial phase. Subsequently, your team will gain immediate access and can commence with the use of hotelkit.

The time it takes depends on whether the content (like documentation, SOPs, instructions, etc.) was already written down in other file formats. If so, the content can be easily copied into hotelkit with a few clicks using the copy & paste function.

Setting up the handbook in hotelkit provides an ideal opportunity to review the content for accuracy and relevance.

Overall, the manual is a dynamic document that is continually updated and expanded and therefore never fully finished. 

In general, all our trainings are held online, as this provides us with the utmost flexibility when scheduling appointments. However, if on-site training is desired, we can certainly prepare a proposal for that.

Our support team is available from Monday to Friday from 9:00 to 17:00 (CET) on workdays. 

Requests can be submitted either directly via hotelkit, by sending an email to support@hotelkit.net or by calling  +43 662 23 8080. 

On the right-hand side of the hotelkit screen, you’ll find the “SUPPORT” button. This button allows you to quickly and easily send requests to the support team. The advantage of using the SUPPORT button is that important technical details are automatically included in the request. This enables the support team to process your request rapidly and effectively.

No, the hotelkit chat only allows you to message your own team. To contact the support team, we recommend using the “SUPPORT” button on the right-hand side of the hotelkit screen.

To reset your password, go to the login page and click on the button “Forgot password?”. This will reset the password for your account. 

The new password will automatically be sent to the email address linked to your hotelkit profile. If no email address was provided, the password will be sent to the hotelkit Admin. 

It’s also possible for the MainAdmin (and depending on the settings, all other admins) to reset the password in the admin section. 

hotelkit is currently available in 32 languages. Users can individually select their preferred system language for their account. 

The integrated Google Translate function enables all users to translate written content into the selected system language with a single click. 

Yes, since hotelkit is a cloud-based solution, you can access the platform from anywhere with an internet connection.

hotelkit can be utilized on all devices via an internet browser. 

Particularly for tablets or smartphones, we suggest using the free hotelkit app. The app is compatible with all current versions of iOS and Android, can be downloaded from the App Store or Google Play Store, and is quickly and easily installed on the device.

No, it’s not necessary for each employee to have their own service mobile. Those who use the computer on a day-to-day basis can log into hotelkit directly from their web browser. 

For departments that don’t regularly have access to computers (like kitchen, service, etc.), workstations with computers or tablets/smartphones can be provided for the respective team. 

We recommend, however, that particularly employees who are often on the go within the premises (e.g. Housekeeping or Building Services) should be provided with smartphones or tablets for their daily work. 

No matter what equipment is provided by the employer, every user can install the hotelkit app on their own smartphone or tablet. 

Numerous setting options (IP lock & Device manager) make it easy to separate between professional and private use. 

Yes, every employee receives their own login credentials. To ensure seamless communication, it’s important that every employee regularly logs in with their personal account. Shared accounts make it hard to ensure that all team members get the necessary information and to identify who made comments or completed tasks. 

No, hotelkit is a cloud-based system and can only be accessed online.

This depends on the selected package: 

The “hotelkit Collaboration Standard” and “hotelkit Collaboration Pro” packages offer the possibility to customize the system color and logo.  

However, customization is not possible with the “hotelkit Collaboration Basic” package.   

Unfortunately, we cannot provide an accurate time estimate, as the time commitment depends on the specific department and your position within the hotel. 

We generally recommend checking the notifications several times a day for a few minutes to remain informed during the service. 

Yes, administrators can modify the editing and access rights at any time. 

Yes, in the following tools, you can track who has read the entry and when: Handovers, News, Ideas, and Handbook. This read confirmation also provides the option to remind users who have not yet read the entry. 

hotelkit is an employee software designed to enhance internal communication and streamline all tasks. It manages the hotel’s internal processes. 

A PMS is a reservation system that focuses on the organization of guest stays and bookings. 

By using hotelkit Housekeeping, all reservation-specific data is incorporated into hotelkit, making it possible to display reservations and room statuses in real time.  

Through the integration with the PMS, it’s possible to carry out the daily cleaning planning and cleaning checklists directly in hotelkit, removing the need to switch between systems or rely on paper lists. 

We are continuously adding new integrations with PMS providers to our portfolio. A current overview of all integrations can be found here.

Following the signing of the agreement, the interface will be activated by us and the PMS provider. Once the integration is live, we will jointly configure all settings with the Housekeeping Manager.  

A current overview of all available integrations can be found here.

Depending on the particular integration, there may be associated costs. For all integrations (except PMS integrations), we charge a maximum of €199,-. 

Additional fees may be charged by the integration partner, but we cannot provide any information on this. 

A browser is an application on your computer or smartphone that allows you to view and search websites on the internet.

A cloud is a huge virtual storage space on the internet, where you can store files and access them from anywhere provided you have an internet connection.

Software is a program that provides your computer, tablet, or phone with instructions on what tasks to carry out.