17. December 2025

The end of manual room assignments: Excellence Hotels' path to faster, clearer hotel operations

The end of manual room assignments: Excellence Hotels' path to faster, clearer hotel operations

Reader, meet Stella, COO of Excellence Hotels.

Excellence Hotels operates across Sweden with a mix of properties that each come with their own operational demands: one 3-star hotel in Stockholm, plus three apartment hotels spread between Stockholm and Gävle.

The combination of traditional hotel stays and apartment-style accommodations creates high housekeeping turnover and complex scheduling needs. Excellence Hotels needed better structure – but without putting more administrative burden on an already stretched team.

The problem: manual processes creating bottlenecks

Before Sweeply, Excellence Hotels' housekeeping operations ran on a system that many hoteliers will recognise: manual room assignments, paper checklists, and constant back-and-forth between departments.

"Our Housekeeping Supervisor was spending a significant amount of time manually assigning rooms to staff, which was really inefficient," Stella explains.

But the time drain wasn't the only issue. Communication gaps between the front desk and housekeeping teams were creating real risks.

"Communication challenges with the Front Desk increased the risk of human error, such as the wrong rooms being cleaned or requests for additional services being missed."

The team was already using VisBook PMS to manage room and guest data: things like early checkouts, booking information, and room status updates. All the information was there, but there was no clear operational link between what the PMS knew and what the housekeeping team could act on. 

And like many hotel teams, Excellence Hotels' staff had grown comfortable with their paper-based system, even if it wasn't efficient.

"They were a bit sceptical initially. We needed some time for them to change their habits and get comfortable without having a paper list to hand,” Stella recalls about the team's initial reaction.

Enter: Sweeply

Excellence Hotels recognised that VisBook already held the right data. The challenge wasn't the information itself – it was how that information reached the people who needed it.

That's where Sweeply came in.

By integrating Sweeply with VisBook PMS, Excellence Hotels created a direct line between guest data and operational execution. Room statuses, priority tasks, and service requests flow automatically from the PMS into Sweeply, where they're instantly distributed to the housekeeping team.

"The transition away from paper-based processes enables faster room allocation from our Housekeeping Supervisor to the housekeeping team," Stella explains.

Supervisors are still essential to the operation, of course, but now they're freed up to manage exceptions, coach team members, and handle the kind of strategic oversight that actually improves service quality, instead of manually distributing task lists.

A smoother start to every shift

One of the most immediate changes that came from introducing Sweeply: the team's workday starts differently now.

With Sweeply pulling live data from VisBook, tasks are distributed the moment room statuses change. Staff don’t have to wait for printed lists or follow up with supervisors for updates. Instead, they can log in, see exactly what needs to be done, and get going.

"Faster task distribution enables staff to begin their day earlier," Stella notes.

But speed isn't the only benefit. Clarity matters just as much.

"The system's clear, color-coded interface provides improved structure and supports efficient daily planning."

When everyone can see what's urgent, what's in progress, and what's complete, there's less confusion and fewer mistakes. Housekeepers know which rooms to prioritise, front desk staff can see real-time cleaning status, and supervisors have full visibility without needing to micromanage.

Less back-and-forth between departments means faster turnaround times and fewer errors.

Visibility that supports better decisions

The benefits of Sweeply extend beyond daily task management. For Stella and the leadership team, the platform provides something just as valuable: data.

Stella noted that they now have "easily accessible data extracts that support more accurate and efficient budget planning”. Sweeply's reporting tools give Excellence Hotels insight into how long tasks actually take, where bottlenecks occur, and how resources are being allocated across properties. That kind of visibility makes it possible to plan more accurately and budget more effectively.

But perhaps more importantly, it's helped build trust across the operation.

Housekeepers have clarity about their responsibilities, supervisors have confidence that nothing's falling through the cracks, and leadership has the data they need to make informed decisions.

In other words, Stella and Excellence Hotels have created a structure that supports the team at every level.

Ready to connect your PMS with real-time housekeeping operations? Book a demo to see how Sweeply and VisBook work together to eliminate manual processes and empower your team.