[Complete Guide] Unmanned Hotel Front Desk: Solving Staff Shortages & Boosting Revenue

"Is it really safe to automate our front desk, even though we need to cut labor costs?"
"How do you actually operate an unmanned hotel front desk system?"

The hotel industry is experiencing a welcome surge - the market size in 2024 is expected to reach 5 trillion yen for the first time in five years!

Industry Data: The domestic hotel and ryokan market is expected to maintain strong performance, with the 2024 market projected to reach 5 trillion yen for the first time in five years, potentially setting a new record.
Source: Ryokan/Hotel Market to Reach 4.9 Trillion Yen in FY2023 | TDB REPORT ONLINE(Japanese only)

However, despite this market expansion, significant challenges remain:

"We can't find front desk staff..."
"Rising labor costs are eating into our profits..."
"We want to operate 24/7, but staffing is challenging..."

According to a Teikoku Databank survey, over 60% of hotels and ryokans are struggling with staff shortages...
Securing front desk staff has become a particular headache for many hotel managers.

This is where automated hotel front desk systems come into play. In this article, we'll provide a comprehensive guide covering:

Transform Your Hotel Operations: Boosting Efficiency and Service Quality with Automated Front Desk

The impact of implementing an automated front desk system goes beyond expectations. Let's explore the key benefits for both hotels and guests.

Benefits for Hotels: Improved Management and Operational Efficiency

Significant Cost Reduction

• Complete automation of front desk operations

• Elimination of 24-hour staffing requirements

• Reduction in late-night shift premiums

• Substantial cuts in recruitment costs

  Key Point: Cost savings are particularly significant due to eliminated night shift staffing requirements. Hotels can expect to reduce labor costs by 30-40% on average.

Enhanced Operational Efficiency and Productivity

• Automated check-in processes

• Digital guest information management

• Streamlined billing procedures

• Reduced staff workload

  Key Point: It's crucial to identify all processes that can be automated. Extending automation beyond check-in to include customer data management and accounting processes maximizes efficiency gains.

Elimination of Human Error

• Prevention of reservation input mistakes

• Zero key handover errors

• Improved accuracy in billing calculations

• Enhanced data management reliability

  Key Point: We recommend running the new system parallel to traditional methods during initial implementation. This gradual transition ensures smooth adoption and error prevention.

Benefits for Guests: Enhanced Stay Experience

Seamless Check-in/Check-out Process

• Zero waiting time

• Complete smartphone-based procedures

• Multilingual support for international tourists

• Contactless processing

  Key Point: Modern systems support QR code-based pre-check-in. This feature is particularly popular among business travelers who can proceed directly to their rooms upon arrival.

Privacy Protection

• No face-to-face interaction required

• Secure personal information management

• Contactless transactions

• More private stay experience

  Key Point: When combined with digital key systems, guests can enjoy a completely contactless experience from check-in to check-out. This feature has become increasingly important since the pandemic.

24/7 Accessibility

• Stress-free late-night arrivals

• Smooth early morning departures

• Accommodation of sudden schedule changes

• Flexible check-in times

  Key Point: To ensure reliable 24/7 service, establish comprehensive emergency support systems, including remote assistance and emergency contact information.

Strategic Implementation Guide: Avoiding Automated Front Desk Failures

While automated front desk systems are attractive, choosing a system that doesn't match your facility's size and needs can lead to operational complications and decreased customer satisfaction.
Here's a comprehensive guide for choosing the optimal system based on your property size.

Implementation Guide for Small Properties

Key Considerations

Pro Tip: Small properties should consider starting with nighttime automation only. Maintaining staff during daytime hours while automating night operations allows for gradual accumulation of operational expertise.

Operational Model Example

Pro Tip: Balancing automation with human interaction helps achieve both cost reduction and guest satisfaction. Start with partial automation and expand gradually.

Automation Strategy for Mid-sized Properties

Implementation Priorities

Pro Tip: Mid-sized properties should focus on balancing automation with human service. Choose systems that allow flexibility during peak periods and different times of day.

Advanced Strategy for Large Properties

Essential System Requirements

Pro Tip: Large properties should focus on "staff optimization" rather than complete automation. Aim to balance premium service with operational efficiency.

Recommended Operations Structure

Essential Systems for Automated Hotel Front Desk Implementation

"What specific systems do I need for an automated front desk?" "Won't managing multiple systems be challenging?"
Implementing an automated front desk requires seamless integration of multiple systems. Here's a comprehensive guide to the essential systems needed for smooth operations.

Required System Configuration

The key is ensuring the following functions and systems can work together seamlessly.
For example, when a reservation is made, messages are automatically sent, and key information is issued at check-in time.

Pro Tip: While these systems can be implemented individually, an all-in-one package enables more efficient operations. This ensures smooth system integration and significantly reduces operational overhead.

Key System Selection Criteria

Consider these three key points when selecting an automated front desk system:

1. Scalability for Growth

   • Capacity expansion capability

   • Ease of adding new features

   • System update frequency

2. Reliable Support Structure

   • Emergency response speed

   • Implementation training

   • Documentation and FAQ quality

3. Cost Performance

   • Balance of initial and monthly costs

   • Additional fee conditions

   • ROI projections

Pro Tip: When choosing systems, consider both current operations and future expansion plans. Pay special attention to ongoing costs and support quality.

Important Considerations for System Implementation

While systems streamline operations, proper preparation is crucial for smooth implementation.
Focus on these four key points:

Pro Tip: "Troubleshooting" is particularly crucial. Assume system issues will occur and prepare emergency response procedures in advance.

AirHost: Recommended for Small to Mid-Sized Hotel Operations

For improving operations and efficiency in small to mid-sized hotels, we recommend implementing an all-in-one system like AirHost.

AirHost provides comprehensive coverage of essential features for automated operations, including reservation management, customer management, payment processing, and messaging functionality, enabling efficient operations while keeping costs under control.

For larger hotels, it's possible to combine AirHost with other PMS systems like HIS (this combination is particularly effective - please contact us for more details).

For more information about AirHost, please refer to these articles:

Conclusion: Transform Your Hotel Management with Automated Front Desk Systems!

Automated front desk systems are innovative solutions that bring numerous benefits, including:

• Improved operational efficiency

• Enhanced customer satisfaction

• Better infection control measures

When considering implementation, it's crucial to:

• Consider your facility's size and concept

• Understand your target audience

• Select the most appropriate system

• Design services from the customer's perspective

Why not use this article as a guide to evaluate automated front desk system implementation for your property?

An automated front desk system is an effective solution for addressing staff shortages. We hope this information helps inform your decision-making process.