Hotelwright Help Center

Have these ready:

• This week's event orders as one PDF (or your booking system's spreadsheet export)
• Your roster as a spreadsheet or a plain list, or just the names
• A list of your function rooms (or let the app learn them from your first upload)

Every screen has the same strip across the top: Upload → Review → Plan → Assign → Publish → Print. The blue button at the top always shows the next job (for example Review 10 events or Fill 101 slots). If you are unsure what to do, press it.

On the Paperwork plan you only use Upload, Review and Print.

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After you sign in and name your hotel, setup walks you through 7 short steps. Everything saves as you go, and Skip for now leaves an item on your checklist for later.

1. Your hotel: name and details.
2. Your week: choose Paperwork only or Team plan. Pick your state (it sets your time zone and your Schedule checks). Check the time zone now: it locks once a week has events.
3. Your sheet: name your Daily Event Sheet (you can rename it) and pick a look: Classic, Compact or Large print.
4. Staffing counts (Team plan only): start from the standard ratios, or choose to type the counts yourself.
5. Your team (Team plan only): choose Spreadsheet, Paste names or Later. You can download a template (.xlsx) if you need one.
6. Rooms and labels: choose Learn from my first upload (recommended) or Paste my rooms. Then answer Laser or inkjet? so the app picks an Avery label sheet that won't smear, and pick a label look.
7. Your first week: choose Upload this week's event orders. If you want to look around first, choose Try a sample week first (made-up events, never published, deleted in one click with Delete sample week).

Your Getting ready checklist on the week board keeps track of what is left.

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1. Press Upload event orders.
2. Drop the PDF on Drop the EO PDF here, or choose a file.
3. Watch the page count: Reading… 3 of 12. When every page is read, press Continue to go to Review.

If the week already has events, the app asks what is in the file:

• The whole week: any event missing from the file is flagged as possibly cancelled.
• Only some events: events not in the file stay as they are.

If a page could not be read, press Read again, or Continue without that page and add the event by hand with Add event.

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Nothing from the PDF counts until you confirm it.

1. Pick the first event in the list. Fields the app was not sure about say Check this.
2. Open Page to see the event order beside the fields. Click any field to change it. The app keeps the paper value (On paper: …) next to your change.
3. If a room on the orders is not in your list, press Add rooms (or Use the room it suggests).
4. Press Confirm for one event, or Confirm all (10) when you have checked them. Next to check takes you to the next field that needs a look.
5. If an event has many unclear fields, the app asks Confirm anyway? Choose Check the fields unless you have compared them with the paper.

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1. Press Plan week. The app works out a crew count for each role from your ratios and the event's count (GTD, EXP or Set, whichever you chose in Settings).
2. Click any count to change it. A count you type shows Set by hand and re-running the plan never changes it. Reset to rule gives it back to the ratios.
3. Press Why on a count to see how it was worked out.

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1. Press Auto-fill unfilled slots. The app fills every slot it can without a flag and tells you why the rest are still unfilled (for example, nobody on your roster has that role).
2. To fill a slot yourself, press Choose. People are listed in Suggested order; Free now and Has a flag show who fits.
3. If you pick someone with a flag (overtime, already working then), write a short reason and press Assign with this reason. Flags never block you; they are recorded.
4. No one available? Use Fill with agency and type the agency's name.

To name your captains, open an event, go to Captains, press Add captain and mark one Lead. To give a captain a phone login, open them on People and press Invite as captain.

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1. Go to Publish. Each day card shows its events, slots and flags.
2. Press Publish week (or Publish on one day).
3. Post all remaining unfilled slots at publish is on by default: any unfilled slot goes to Open shifts for your team to pick up. Turn it off first if you don't want that.

Your team sees their shifts in their phone's browser. To get them in, use Invite people on your checklist, or Get invite link to copy a link and text it.

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1. Press Print the week.
2. Under What to print, pick your Daily Event Sheet (or Packet or Log of changes). Under For, pick Day, Week or Event. Pick the Language.
3. Press Print this week's documents (or Print 1 document), then Open to get the PDF.

On the Team plan, the Print screen also prints the Staff schedule and Line-up cards.

For buffet labels:

1. On Print, choose Labels and station cards.
2. For each event, check every dish. If the app shows a hint such as Word hint: butter can mean milk, either tick the allergen in the dish or press Not in this dish.
3. When every hint is resolved, press I checked these allergens with the kitchen, and [your hotel] is responsible for them.
4. Press Print labels, or Print the day / Print the week for all confirmed events at once.

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• EXP is the expected count on the event order.
• GTD is the guaranteed count.
• Set is the number the room is set for.

The Daily Event Sheet prints all three as EXP / GTD / Set.

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On the Team plan you choose it in Settings › General, section Counts, under Staff by:

• Guaranteed (GTD): uses EXP until a GTD arrives. The board shows EXP · no GTD yet until then.
• Expected (EXP)
• Set
• Highest of the three

Each event page tells you which count drives its staffing, for example Staffing uses the GTD.

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On the Team plan, the same Counts section has GTD due, days before (business or calendar days) and GTD due by (a time). The board shows GTD due [date], GTD missing · was due [date] or GTD confirmed on each event. You can also set an Overset %.

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No, and it does not pretend to. It reads each page into fields and marks the ones it is unsure about with Check this. Nothing counts until a person presses Confirm. You can open the page of the event order beside the fields to compare. If many fields on one event were unclear, the app asks Confirm anyway? before you can confirm it.

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Yes. You can import your booking system's spreadsheet export, or add events by hand with Add event. Nothing has to be connected to your booking system.

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Upload the new event orders, or use Change notices to Upload a change notice or Type a change. A value set by a person or by a notice is never overwritten without asking you; the app shows a conflict and you pick which value to keep. If you upload The whole week, events missing from the new file are flagged Possibly cancelled. Nothing is deleted.

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Every document you print is kept, with the date and time. If an event changes after you print, that copy is marked Stale: [reason]. It is kept, never overwritten. Print then shows a button like Reprint 2 documents, and the list header counts 2 printed · 2 need reprint.

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On Print, open Who to tell. It lists each changed event, what changed (for example Start: 6:00 PM → 6:30 PM) and Tell: [names]. Press Copy as text to paste it into a message. Staff with a phone login also get a notification in their Inbox.

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Yes. Restore points (in the menu) take the week back to an earlier point, and the Log of changes shows what changed and who changed it.

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Hotelwright prints the allergens you confirm; it does not check recipes or ingredients. Until a manager confirms an event, its labels print without the “Contains” lines, and Print the day / Print the week leave that event out. The confirm button reads I checked these allergens with the kitchen, and [your hotel] is responsible for them. The app records who confirmed and when (Confirmed by [name], [time]).

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When a dish's name or description mentions a word linked to an allergen (for example Word hint: butter can mean milk), the app raises a hint. You resolve each hint in one of two ways:

• tick the allergen in the dish, or
• press Not in this dish if the kitchen tells you it is not there.

You can't confirm the event while any hint is still open. The app tells you how many are left.

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No. Allergens are confirmed one event at a time, on purpose, so nobody approves a list they haven't looked at.

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Any change to a dish on a confirmed event clears it: the English or Spanish name or description, its Contains list, its Not in this dish marks, or a new dish. You then confirm again.

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GF means Made without gluten-containing ingredients. It is not a certification, so the app never prints “gluten-free”. Dietary codes and the legend come from a fixed dictionary in English and Spanish and are never machine-translated. You can turn codes on or off and edit your hotel's own wording in Settings › Labels.

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• Laser printers: Avery 5911
• Inkjet printers: Avery 8371
• Chalkboard look: Avery 5389 (4 × 6 cards)

You choose your printer during setup or in Settings › Labels.

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No. Schedule checks raise flags (weekly overtime, over max hours, already working then); they never block you. If you assign someone with a flag, the app asks for a short reason and keeps it on record.

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Auto-fill unfilled slots only fills a slot when it can do so without a flag. It then tells you why the rest are still unfilled, for example nobody on your roster has that role, or everyone free would go into overtime. Fill those by hand with Choose, or use Fill with agency.

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When you publish with Post all remaining unfilled slots at publish turned on, every unfilled slot goes to Open shifts. Staff see them on their phone under Open and press Pick up:

• If the shift fits their hours and Schedule checks, it's theirs.
• If not, the request comes to you under Requests to approve or decline.

In Settings › Team you can make every pickup come to you first (I approve every pickup myself) and set the order shifts are offered in.

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A captain sees the whole week but can only change the events they are named on. You name captains on an event under Captains (Add captain, and mark one Lead). If an event has no Lead, it shows the flag No Lead captain named.

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In Staffing rules, under What captains can do on events they're named on, you pick one of three levels for your hotel:

1. Tick tasks done (the default)
2. Tick tasks, and assign people and tasks
3. Tick tasks, assign people and tasks, and change counts and times

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No. Captains and staff open a link in their phone's browser. You invite them from People (Invite as captain) or from your Getting ready checklist (Invite people). An invite link works for 7 days. If email is off, the app gives you a link you can copy and text instead.

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• Each hotel sees only its own records. Only the people you invite can sign in.
• When AI reading is on, the pages you upload (and menu text, if translation suggestions are on) are sent to Anthropic's API to be read into fields. Staff records are never sent.
• You can switch either one off in Settings under AI reading, and still bring events in by spreadsheet or by hand.
• To ask for a copy of a staff member's data, or for something to be deleted, write to support@hotelwright.com.

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• Paperwork: read event orders, review, the week board, change notices, the Daily Event Sheet, packets, buffet labels and station cards, and the Who to tell list. English and Spanish.
• Team: everything in Paperwork, plus staffing, assigning, Schedule checks, the staff schedule and line-up cards, captain and staff phone logins, publishing, open shifts, notifications and standing duties.

During a trial with no card on file, you can switch plans on Settings › Billing with Use [plan] for my trial.

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• If a trial ends without a plan, your data stays safe and read-only.
• If you cancel, the data stays read-only for 90 days and is then deleted. You can download everything before then from Settings › Your data › Export everything (ZIP).
• If a payment is overdue, editing pauses, but captains and staff can still see and confirm their shifts.

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Yes. Every screen, sheet and notice is in English and Spanish.

• Use Español in the menu to switch the app.
• On Print you choose the Language for each document.
• Each staff member picks their own language for the app and their messages.
• Menu descriptions can get suggested Spanish translations (Suggest Spanish), which you review and accept.
• Allergen names and dietary codes always come from the fixed dictionary.

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