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Built for hotels, by hotel people

An employee app for hotels that keeps every department in step

A hotel never really closes. The day is handed on from shift to shift, department to department. So we gather what the team needs in one place. Less admin and system chaos, more time for guests and for each other.

Book a demoSee the four parts
ONE PLATFORM

Some of our friends

From one hotel to a whole chain

City hotels, conference venues, spa hotels and small independent properties. These are the kinds of teams that run their day in the app.

  • Nobis
  • ESS Group
  • Rasta

Four modules, one app

Everything a hotel runs on, in one place

Operations, Communications, People and Knowledge. Each module solves a problem your hotel lives with today. Read them in order, or jump straight to the one that hurts.

Operations

Every guest gets the same standard. You see it happening.

Checkout at eleven, twenty arrivals from three, the shower in 412 that has stopped draining and a conference group that moved its coffee break. A hotel runs on hundreds of small tasks spread across reception, housekeeping, the restaurant, maintenance and conference. Most of them live in someone's head. When that someone is off, the day wobbles.

And when something breaks, the report arrives however it arrives: a guest mentions it at checkout, an attendant texts their supervisor, somebody leaves a note at reception. Then it lives on that note.

With Todolo, the day runs itself, and you watch it happen in every department.

SOD and EOD, department by department
Start of day and end of day become checklists on the phone: room checks, cleaning routines, night rounds and opening breakfast, department by department. Tick them with one hand in the middle of the turnaround. Nothing depends on someone remembering, whoever is on shift.
Rooms that look the same whoever cleaned them
The cleaning routine runs the same way in every room, step by step on the phone, and the room check is logged where the work happens. Whether the attendant has been here six years or six days, the guest walks into the same room.
Fault reports that find their owner
A guest tells reception the shower in 412 has stopped draining. An attendant finds a broken blind. A conference host reports a projector that won't start. However it comes in, it goes in once. Your workflow sends it to exactly the right department, as a todo with a name and a deadline on it.
Follow the day in real time
See which rooms are ready, what's late and where it's stuck while the day is running, not in a report next week. Reception can answer the guest at the desk instead of calling around the building.
One hotel or twenty, one standard
Run one property or twenty: your routine runs the same way in each, and you see every hotel, not an average. Opening a new property? Copy the setup and it starts with your standard from day one.

Fewer surprises, calmer shifts, and a manager who runs the hotel instead of running after it.

Read more about Operations

Communications

Out of the WhatsApp groups. Into one feed for the whole house.

A group chat for housekeeping, another for reception, a folder at the desk, a note by the key cabinet and a manager repeating the same message shift after shift. The people who need the information miss it, everyone else drowns in it, and the colleague who is still learning the language is left guessing.

The handover isn't the job. It's what the next shift runs on.

With Todolo, everything lands in one feed: sorted, translated and read.

All communication in one place
Arrivals, events in the building, shift notes and chats live in the app instead of five private groups. Work stays out of people's private lives, and nothing important disappears into a meme thread.
The handover follows the shift, not the person
What happened overnight, the VIP arriving at four, the room that's out of order: it's written once and read by the shift taking over. You see who has acknowledged it, so “nobody told me” stops being an argument. And a colleague back from two days off can read what they missed.
The right message to the right department
Posts go to a property, a department or a shift, so housekeeping isn't buried in conference talk and the night shift sees what matters tonight. Less noise means more of it actually gets read.
Everyone reads in their own language
Write once, in your language. Every colleague reads it in theirs, automatically translated, with the original one tap away. Chat works the same way, in both directions.
Automate the routine messages
Recurring information goes out by itself, on time, every time: the week's events, reminders, the things you say every Monday. The manager stops being a human notification system.

One feed instead of five groups, and a shift that starts out knowing.

Read more about Communications

People

Ready before the first shift. Still here after the season.

High season doubles the team in a few weeks. Seasonal staff, extras and agency colleagues walk in on a Friday, get shown the linen store and the key routine by whoever has a minute, and are on the floor an hour later.

Then the season ends, they leave, and next spring it all starts over. Most of it traces back to two things: a rushed start, and nobody asking how it's going until the notice lands on your desk.

With Todolo, every colleague gets a proper start, and you hear how they're doing in time to act.

Onboarding before day one
New colleagues go through their introduction in the app before their first shift: the routines, the house rules, who's who and which department does what. They walk in knowing how you work, instead of learning the key routine with a guest waiting.
Training that sticks
Courses and quizzes on the phone, in each employee's own language. You see who has completed what, from fire safety and evacuation to allergies and the cleaning standard, and nothing expires unnoticed.
1-2-1s with a memory
Structured check-ins that remember what you agreed last time, so the conversation stops depending on the manager's notebook, or on the manager.
Surveys that catch problems early
Short pulse surveys in the app tell you how the team is actually doing: the rota, the training and the tone in the department. You hear it before it shows up as a resignation. People who are heard stay longer, and lower staff turnover is money straight back into the hotel.

A proper start, a reason to stay, and a season that doesn't start from zero.

Read more about People

Knowledge

The same questions every shift? TOD answers them.

“Which rooms take an extra bed?” “How do I set up an allergy-friendly room?” “Where's the evacuation plan?” Every shift, the most experienced colleague answers the same questions from memory, in one language, while the queue at the desk grows.

The knowledge exists. It's just locked in binders, folders and heads.

With Todolo, your knowledge does the answering, in every language your team speaks.

TOD, trained on your hotel
TOD is Todolo's AI assistant. He reads your handbooks, routines and standards, and answers the team's questions directly in the app. Day, night and mid-turnaround, so the experienced colleague can keep working.
Every language, both directions
Ask in Ukrainian, get the answer in Ukrainian, from material you wrote in your own language. TOD speaks your whole team's languages, and never gets tired of the same question.
Handbooks that stay current
Cleaning standards, allergy routines and fire safety instructions live in one place. Change them once and everyone reads the right version, automatically translated into each colleague's language. No printouts taking on a life of their own in the linen room.
Your documents, where you look for them
Import what you already have, from supplier agreements to safety data sheets to the conference department's setup guides, and it becomes searchable, structured and findable the moment the question comes.

Ask once, answered always, and the experienced colleague finally gets to just work.

Read more about Knowledge

Common questions from hotels

Can different departments see different things?

Yes. Housekeeping, reception, the restaurant, maintenance and conference can each have their own routines and workflows, while information for the whole property still reaches everyone. The point is to avoid five parallel systems that don't talk to each other.

How does a fault report actually reach the right department?

However it comes in, whether that's a word at the desk, a text, an email or straight into the app, it's entered once. Your workflow rules decide who owns it: the technician, the head of housekeeping, the duty manager, a named person for each kind of problem. It becomes a todo with a name and a deadline, and you can see it isn't forgotten.

How does it work for seasonal and agency staff?

Routines and training sit in the same app, on the phone your team already carries and in each person's own language, so a seasonal hire can follow the steps themselves from day one and confirm they're done. The introduction doesn't have to be rebuilt from scratch each season, and the app is part of your subscription, so employees never pay for anything.

Does Todolo replace our PMS?

No. A PMS handles bookings and guest data. Scheduling and payroll stay where they are, and Todolo connects to systems like Caspeco and Personalkollen. It runs the work around all of it: the routines, the handovers, the fault reports, the training and the knowledge.

We're one hotel, not a group. Is this overkill?

No, but the value looks different. A single property gains most from handovers and housekeeping routines, while comparing one property with another only starts to matter once there are several of you.

How do we get started?

Together with us. You book a demo and we set the app up around your routines. Most hotels begin with one module and add the rest when they're ready. If your routines live in binders today, we import what's in them, so you get digital handbooks people can search and TOD can answer from. Units, people and permissions are shared, so nothing is set up twice.

Tips and tricks from Todolo