The Ultimate Guide to Hotel Checklists for Managers

A good hotel checklist can simplify all kinds of regular management tasks. From training teams to conducting risk assessments, hotel managers have a lot to juggle. But luckily, having the right tools for the job makes it much simpler.
Michael Radley
Jan 2024
4 min read

How to get started with a hotel checklist?

A hotel checklist is a tool that helps ensure all the daily tasks are completed, team members are accountable and day-to-day management runs smoothly. Checklists also help managers inspect and improve the quality of the hotel's amenities and services.

The first step in making checklists a regular part of your job as a hotel manager is to work out what routine jobs could be included, and how to make sure that any processes are followed consistently. In the next section, we’ve listed some examples of processes where a checklist can help you out, but you can turn any regular tasks into checklists. 

A checklist is particularly helpful where there is a process involving safety-critical tasks, like a risk assessment, or where you or your team need to remember to fill out a log of your activities, like bathroom checks.

The second consideration for your checklists should be their format. Will multiple people need to access them, or will they be your responsibility? Where will they be kept so that you and others don’t forget about them? Keeping hotel checklists in a digital format is usually the most efficient way to get started. Digital checklists won’t get lost and can have other items added to them, like photos and comments. They maintain a record of your activities for as long as you need so you can retrieve the evidence of those tasks’ completion should it ever be required.

Trail is a dedicated digital checklist app designed to make running a hospitality business as simple as possible. It keeps all of your checklists in one place and comes with readymade templates to get you started. Start a free trial today to see how it could work for you.

6 hotel checklists for regular tasks

Hotel fire safety checklist: This allows hotel managers to identify potential fire hazards, helping to avoid injuries or property loss. It is also important to keep a record of fire alarm and fire extinguisher checks on a daily basis.

Explore fire safety templates.

Hotel preventative maintenance checklist: Ensures equipment is in good working condition and helps prevent unplanned downtime.

Get started with a maintenance log using Trail’s Excel integration.

Hotel risk assessment checklist: Helps identify and control operational risks, prevent hazards and improve overall safety. Read our article on hotel risk management to learn more.

Get started with a risk assessment template.

Hotel operations manager checklist: This is used to evaluate and check off daily operational tasks. It includes opening and closing the hotel, team training, and more.

Explore brand standards templates.

Hotel onboarding checklist: Helps organise and guide new starters through their first days and months. The checklist makes sure nothing gets missed.

Get started with an onboarding & training checklist.

Hotel inspection checklist: Makes sure hotel operations are in line with safety standards, procedures are being followed correctly and the premises are safe.

Explore health & safety templates.

Benefits of digital hotel checklists for managers & staff

Too much time is wasted on paperwork. Embracing digital hotel management software and checklists can help you:

  • Do more with less: Automate repetitive checks and give your teams more time to focus on customer experience.
  • Training built in: Digital checklists guide teams through their day, step by step. Videos and guides are attached to tasks, so you know new processes are being followed correctly.
  • Improve remote visibility: Notifications and daily reports highlight issues as they happen. Managers can see what’s happening in their sites, wherever they are, resolving issues quickly with fewer site visits.
  • Communicate change quickly: Communicate changes in policy to teams on the ground in minutes. Everyone knows exactly what needs to be done, how and when to do it.
  • Flag problems: Digital checklists allow you to comment, highlight issues and resolve them directly on the task. Attach photos for all the evidence you need, all in one place.

Checklists for multiple hotel facilities & locations

Your hotel will have different facilities that have different requirements for their health & safety, maintenance and day to day running, depending on the location and facilities available. You may also have different teams working across these facilities with little knowledge of what is happening elsewhere in the hotel.

For larger establishments, in particular, it’s crucial that you have an overview of everything that’s happening across the business, and that you maintain a level of consistency in the work that’s carried out. This could apply for multiple facilities or even multiple locations under one hotel brand.

When considering implementing hotel checklists, think about the full range of tasks that are being carried out across the hotel. If you have a restaurant or bar, it will need the same attention to detail as any other food service business outside the hotel industry. Trail’s food safety templates show a snapshot of the tasks that could be turned into digital checklists. We also have a guide to EHO inspections with contributions from a former EHO to show how checklists and record-keeping can help businesses to stay compliant with food hygiene regulations.

If you have oversight of a number of different facilities in one hotel or multiple locations for a hotel brand, a Trail demo will help you see how our app can drive efficiency and compliance across multiple teams.

Run smarter hotels with Trail’s digital checklists

Get started today with a free trial or demo of the Trail app. See our hotel checklist templates in action, and enjoy the benefits of a dedicated checklist app for hospitality businesses:

Supercharge team productivity: Lower margins mean doing more with what you've got. From room cleaning and concierge services through to the rota and finance, everyone knows exactly what to do and when to do it.

Protect your business: Alerts for food safety, health and safety and fire safety make sure every department is covered. Live reporting highlights potential issues before they become a problem.

Streamline your workflows: From maintenance software to temperature probes to fridge sensors, Trail seamlessly integrates to save time and automate repeat processes.

What customers are saying

"I f****** love Trail, it's taking my businesses to the next level."
Josh Paterson
"We rarely provide training to our guys, they just bought into the idea straight away. I love that I have a full visual of everyone's activity in front of me."
Katrin Toots
Compliance Manager
“It’s not a paper diary that’s covered in barbecue sauce. We have clarity over what’s done in our sites and are confident going into our audits.”
Jay Brown
“The EHO visited almost every site last year and every store was given a five star rating."
Jay Brown
Operations Chef
"We turned our Costa Checks and various compliance forms into regular tasks on Trail, which has contributed to some of the best scores we have had."
Delroy Daniels
Operations Director
"Our teams love it, it gives our managers of all levels absolute clarity on what they need to achieve every day."
James Brown
Operations Director

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