DMS use cases in hospitality (restaurants and hotels)

A document management system (DMS) is no longer a nice‑to‑have in hospitality—it’s a genuine game‑changer. The following real‑world examples show how a DMS helps you optimize processes, save time, and make your guests even happier.

Digital recipe management in restaurants

Challenge
Kitchen teams juggle hundreds of recipes, seasonal menus, and changing prices. Paper binders are unwieldy, and updates get lost.

DMS solution

• Capture recipes as PDFs or photos and tag them with Season, Allergens, or Vegetarian.
• Full‑text search finds «beef stock» in seconds.
• Versioning lets you revert to the original recipe at any time.

Benefits

• Consistent quality in every shift
• Fast access for temporary staff

Automated supplier invoices in hotels

Challenge
Invoices for cleaning, food, or laundry services pile up. Manual entry takes time and leads to errors.

DMS solution

• Incoming invoices arrive by email directly in the system.
• Capture supplier, invoice number, and amount in seconds.
• Approval workflow: Accounting is notified and can raise questions or approve.

Benefits

• Reduced error rate
• Faster throughput

Electronic checklists for HACCP and hygiene

Challenge
Temperature logs, cleaning records, and inspections must be compliant and provable at all times.

DMS solution

• Mobile checklists on tablets or smartphones: staff tick off tasks and upload proof photos.

Benefits

• Seamless documentation during inspections
• Audit readiness without paper stress

Digital guest management at reception

Challenge
Guest registration forms differ by canton. Printed forms are messy and must be entered manually.

DMS solution

• Standardized online forms for registrations
• Automatic validation of required fields (address, passport number)
• GDPR‑compliant archiving with encryption

Benefits

• Faster check‑in with shorter waits
• Compliance with cantonal requirements
• Reduced risk of data‑protection violations

Personnel files and time tracking

Challenge
Swiss hospitality labor rules (L‑GAV) require accurate records of working hours, balances, and overtime. Paper files are bulky and error‑prone.

DMS solution

• Digital personnel files with employment contracts, training certificates, and staff photos

Benefits

• Faster preparation for inspections
• Paperless HR reduces clutter and stress

Event documentation for meetings and conferences

Challenge
Hotels with conference and event offerings must coordinate contracts, room layouts, and technical checklists.

DMS solution

• Store room setups, seating plans, and technical checklists centrally
• Save contracts with versioning and collect digital approvals
• After the event: archive room‑condition photos, final checklists, and feedback forms

Benefits

• Smooth processes before, during, and after the event
• Reusable templates for follow‑up events
• Central access for sales, front office, and facilities

Conclusion

Whether a small café, restaurant, food truck, or four‑star hotel: A modern DMS brings structure to recipes, invoices, hygiene records, and guest data. That gives you more time for what really matters—excellent service and unforgettable guest moments.