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A hotel’s daily operations involve various routine tasks, such as registration forms, accommodation agreements, guest lists, and internal controls. Although these procedures have been part of hotel management for decades, they also present challenges, such as high paper consumption, longer service times, and difficulties in organizing information.
With the advancement of technology in the hospitality industry, many hotels have been adopting digital solutions to simplify these routines. In this context, Erbon Hospitality Solutions developed Paperless, a technology designed to digitize operational processes and help hotels reduce paper usage, making management more agile, organized, and efficient.
What is Erbon Paperless
Erbon Paperless is a digital solution integrated with Atlas (Erbon’s hotel management system) that allows hotels to replace physical processes with fully digital operations.
The goal is to simplify operational routines and provide greater control over key information related to hotel operations, while reducing costs and contributing to more sustainable practices.
Among the module’s key features are:
- digital check-in with electronic signature
- viewing the list of arrivals for the day
- quick search by name or reservation number
- editing data directly in the PMS
- breakfast consumption tracking
- operational dashboards for hotel staff
As a result, hotels can reduce paper usage, improve information organization, and increase staff efficiency.
Digital check-in: faster service and shorter lines
One of the main applications of Erbon Paperless is the check-in process. Traditionally, the front desk must print registration forms for guests to fill out their information and sign the terms of stay, which wastes paper and can slow down service.
With Paperless, this process is now carried out digitally. The system allows you to view the list of arrivals, edit information directly in the PMS, and collect the guest’s signature electronically using a tablet, smartphone, or computer.
This model offers significant benefits for operations:
- reduced lines at the front desk
- faster service
- elimination of unnecessary printing
- digital organization of information
In addition, digital signatures allow the process to be carried out in different areas of the hotel, such as the lounge, common areas, or even outdoors.
Breakfast Management with Real-Time Data
Another key feature of Erbon Paperless relates to breakfast service management.
The module allows staff to track, in real time, which guests have already had breakfast and which have not yet visited the restaurant. This information is displayed in a simple, organized interface.
Among the available features are:
- list of guests entitled to breakfast
- identification of who has or has not had breakfast
- quick search by name or room number
- dashboard for kitchen monitoring
With this information, the staff can better plan food replenishment and avoid unnecessary preparation.
Reducing Food Waste
Food waste is a significant challenge for the hospitality industry worldwide. Studies indicate that hotels may waste between 10% and 20% of the food prepared daily, especially in buffet settings.
Globally, food waste represents an estimated loss of $1 trillion per year.
By utilizing real-time operational data, digital tools like Erbon Paperless help hotels improve production planning and reduce waste.
This means not only financial savings but also a more sustainable operation.
Reducing operational costs
In addition to improving operational organization, digitizing processes also helps reduce costs.
Frequent printing of check-in forms, reports, and internal controls can generate recurring expenses for paper and ink. A practical example shows that the average cost of 500 prints can reach around $24 USD, considering paper and ink cartridges (based on a recent exchange rate).
When digital processes replace these prints, hotels can reduce these expenses and simplify their administrative routines.
Less paper, more operational efficiency
Finally, Erbon Paperless was developed to help hotels digitize key operational processes, such as check-in and breakfast management, reducing paper usage and improving information organization.
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