Hotel Lakhdatar at a Glance
Hotel Lakhdatar had no HR function, and a growing workforce made the employee lifecycle harder to manage each month. It needed software that could handle everything. TankhaPay, its first HR software, now runs onboarding, attendance, leave, expenses, loans, payroll and statutory reports from one system.
| Client | Hotel Lakhdatar |
|---|---|
| Industry | Hospitality |
| Users on TankhaPay | 100 |
| Previously using | TankhaPay is its first software |
| Core problem | No HR in the organisation, and a growing workforce and no system to manage the employee lifecycle |
| Attendance mode | Biometric integration and mobile check-in and check-out |
| Core modules | Onboarding, user management, attendance, auto shift rotation, leave, expense management (vouchers, reimbursements, travel, food, advances, etc.), loans, payroll, statutory compliance reports |
| Reports in use | Expense report, biometric punch log, miss punch and deviation report, ESIC return report, EPF summary |
| Headline result | Payroll preparation cut from 4 days to 1 per month, with the full employee lifecycle in one system |
Hotel Lakhdataron TankhaPay- Onboarding
- user management
- attendance
- auto shift rotation
- leave
- expense management (vouchers, reimbursements, travel, food, advances, etc.)
- loans
- payroll
- statutory compliance reports
Who Manages HR at a Hotel With No HR Team?
The employee lifecycle gets difficult to manage, and the business needs software that can handle everything. That was the position at Hotel Lakhdatar before TankhaPay. At Hotel Lakhdatar, it fell to management, alongside everything else. That is where this story starts.
A hotel runs on shifts, front desk, kitchen, housekeeping and service staff working different hours. Each hire adds attendance, leave, pay and compliance work for someone.
With no HR team, that work grew with every new employee and had no single owner.
Who Is Hotel Lakhdatar?
Hotel Lakhdatar is a hospitality business with 100 users on TankhaPay. Its workforce has grown, and TankhaPay is the first HR software it has used.
In a hotel, the right people on the right shift is the service. That makes attendance, shifts and leave the records the business cannot afford to get wrong.
Why Does Employee Lifecycle Management Break When a Hotel Has No HR Function?
Because every stage of the lifecycle creates work, and without a system each stage is handled separately. Hiring, attendance, leave, expenses and pay all need records, and none of them connect.
Four gaps followed from that setup:
| Gap | What it meant at Hotel Lakhdatar |
|---|---|
| Employee records | Details gathered at joining and kept without a single system |
| Attendance and shifts | Hours and rotations tracked by hand across shift-based staff |
| Expenses and loans | Advances, reimbursements and loans managed without a clear record |
| Pay and compliance | Salary and statutory figures prepared manually each month |
Each gap added to management's workload. As headcount grew, the workload grew with it.
How Does TankhaPay Cover the Employee Lifecycle at Hotel Lakhdatar?
TankhaPay covers onboarding, user management, biometric and mobile attendance, auto shift rotation, leave and payroll. These are the core modules for the account.
How Does One System Cover Onboarding and User Management?
Each employee is created once at onboarding, and that record carries through attendance, leave, expenses and payroll. There is no second sheet to keep in step.
User management decides who can see or change what. Management can give a department head or supervisor the access they need without opening the whole system.
How Do Biometric and Mobile Attendance Work With Auto Shift Rotation?
Biometric punches and mobile check-ins write to the same attendance record, and shift rotation follows a pattern set once. Nobody rebuilds the roster each cycle.
Staff at fixed points can punch on the biometric device, and staff who are away from one can check in and out on their phone. Both feed the same system, tied to the right shift. Mobile attendance works for staff who are not at a fixed point, such as those on outdoor duties.
HR and management then review one record per employee, whichever method was used.
How Are Miss Punches and Deviations Caught?
Two reports flag the gaps: the miss punch and deviation report, and the biometric punch log. Exceptions show up when they happen, not at month end.
A miss punch is a check-in without a matching check-out, or the reverse. A deviation is a punch that differs from the assigned shift. Both would otherwise surface only when payroll is being prepared.
The punch log shows every raw punch from the biometric device. If an employee questions their attendance, the answer is in the log.
How Are Leave, Loans and Vouchers Handled?
All these operate in the same database where attendance and payroll operate, each having its own record. There is nothing in any other sheet or in messages.
- Leave. The employees apply for leave; the manager approves, and the record in payroll gets updated.
- Vouchers. Reimbursements, travel requests, food and travel expenses are raised as vouchers. The voucher report shows what was claimed, approved and settled.
- Expense handling. An expense can be tracked as an advance given before the spend or as a claim paid later. Both are recorded against the employee.
- Loans. Loans given to employees are recorded, so the balance and repayment are visible.
How Does Payroll Run, and What Statutory Reports Support It?
Attendance, schedules, leaves, loans, and expenses are collected by payroll from one source. HR does not require separate inputs to start a payroll cycle.
Statutory reporting sits in the same place. The ESIC return report and EPF summary support the monthly filings, so figures come from the payroll that was run, not from a re-typed sheet.
"We never had an HR team, and as the hotel grew, it became hard to keep track of every employee properly. Now joining, attendance, leave, expenses and salary are all in one system, and the compliance reports come from the same data."
What Changed for Hotel Lakhdatar After Moving to TankhaPay?
The hotel moved from an unmanaged employee lifecycle to one system covering every stage, and payroll preparation fell from 4 days to 1 per month. The table sets the before against the after.
The gains show up in time and in records. Every attendance, expense and payroll figure now has a source that can be checked.
| Area | Before TankhaPay | After TankhaPay |
|---|---|---|
| AreaEmployee records | Before TankhaPayKept without a single system | After TankhaPayOne record per employee from onboarding |
| AreaAttendance | Before TankhaPayTracked by hand | After TankhaPayBiometric and mobile check-in in one record |
| AreaShifts | Before TankhaPayRotations arranged manually | After TankhaPayAuto shift rotation |
| AreaExceptions | Before TankhaPayFound when payroll was prepared | After TankhaPayMissed punches, biometric punch log and deviation report reviewed daily, taking about 30 minutes |
| AreaExpenses | Before TankhaPayNo clear record of advances and claims | After TankhaPayVouchers, reimbursements, travel, food and advances managed as expenses, settled in about 3 days |
| AreaLoans | Before TankhaPayNot tracked in a system | After TankhaPayRecorded with balance and repayment visible |
| AreaPayroll | Before TankhaPayPrepared manually, taking about 4 days a month | After TankhaPayRun from recorded data, taking about 1-2 day a month |
| AreaStatutory reports | Before TankhaPayPrepared separately, about a day each month | After TankhaPayESIC and EPF reports generated from payroll in under an hour |
"A hotel without an HR team does not need more tools. Hotel Lakhdatar needed one system that follows an employee from joining to salary, so management stops being the system."
What Should a Hotel Ask Before Choosing an HRMS?
Consider whether the solution provides for the full employee life cycle, including payroll. There are four questions that should be asked at any demonstration:
- Does attendance track both static and mobile employees? Is it true that biometric and mobile attendance end up being entered into the same account?
- Is there automatic shift scheduling? If rosters have to be manually recreated, the manual process remains.
- Are expenses, loans and leave in the same system as payroll? If not, someone re-enters them each cycle.
- Which statutory reports does it produce? Ask to see the ESIC and EPF reports, and confirm what a report and what a filing are.
