Does a signature on a phone count as proof when it comes to final pay?

The assignment acknowledgement bears the staff member’s name and a time stamp, and lists every unit, size included; its PDF is kept for five years. Once everything has been returned or recorded as lost, you issue the clearance acknowledgement. Any deduction from wages remains subject to employment law (in France, the Code du travail); what you hold is proof of handover.

We already have an HR system. Isn’t this doubling up?

No. Your HR system holds the contract, not the EU 40 tunic or the 3rd-floor master key. From Essential upwards, it sends your staff members to MyDotation through the API, new starters and leavers included; their record shows ‘Managed by your HR system’. Nothing is entered twice.

We open in three weeks. Is that doable?

Yes. You import your staff members, by CSV or from your HR system, then set up your position kits: housekeeping, reception, restaurant. There’s nothing to install: seasonal staff sign on the device handed to them at the counter or on their own phone. The first handover can be signed on opening morning.

A floor master key has gone missing. Do we know who had it?

Yes. Each master key is a numbered unit, handed over against a signed acknowledgement; its record shows who holds it and since when. With Enterprise, its QR label can be scanned with a phone. You record the loss against the key; re-keying the lock is still a job for your security team.

What about our staff members’ data?

Everyone sees what concerns them: management, HR, the executive housekeeper, heads of department and staff members have separate permissions, set in ‘Roles and permissions’. In a group, each hotel keeps its own data. When someone leaves, the list of access to deactivate supports your GDPR compliance.

Uniforms and master keys: the linen room knows who has what, to the last day

For one hotel or a whole group, MyDotation has each staff member sign an itemised handover on a phone, then follows up the return from their leaving date.

We reply within one working day. One-month trial, no commitment, no card details needed.

The position kit suggests, the head of department confirms: each suggestion is assigned with a click on ‘Assign’.

Housekeeping and reception uniforms
Floor master keys
Name badges
Locker keys
DECT phones and radios
PMS accounts

What plays out back of house

Hotels: the situation today, then MyDotation’s answer
Challenge	Today
End of season	The last week of September, and the seasonal staff are leaving. On 2 October, the executive housekeeper recounts the linen room stock; the April handover slips have no sizes or quantities on them.	The staff member signs an itemised handover on a phone. Once the leaving date has passed, the days overdue are counted and the reminders go out.
The queue at the linen room	A Thursday in July, 7.15am. Three room attendants are waiting outside the linen room for their tunics; over the DECT phone, the housekeeping supervisor asks whether Maria has her master key.	Assigned from the position kit, the allocation is prepared in the linen room before the staff member arrives; the housekeeping supervisor and HR can see who has what, and in what size.
Access after someone leaves	Monday, 9am. The valet parking attendant left on Friday, but his badge still opens the car park and his PMS account remains active. Reception thought HR had been told, and vice versa.	A badge or a PMS account is an allocation, just like the tunic. When someone leaves, their record lists the access to deactivate; the tool reminds you, and you switch it all off.
A transfer within the group	A housekeeping supervisor moves from Nice to the sister hotel in Antibes, where nobody knows what she has returned or what her jacket size is; group HR re-enters everything.	Click ‘Transfer’ on her record: on the date you choose, her Nice items become due for return, her history goes with her and the Antibes kit appears as suggestions.

Today

End of season
The last week of September, and the seasonal staff are leaving. On 2 October, the executive housekeeper recounts the linen room stock; the April handover slips have no sizes or quantities on them.
The queue at the linen room
A Thursday in July, 7.15am. Three room attendants are waiting outside the linen room for their tunics; over the DECT phone, the housekeeping supervisor asks whether Maria has her master key.
Access after someone leaves
Monday, 9am. The valet parking attendant left on Friday, but his badge still opens the car park and his PMS account remains active. Reception thought HR had been told, and vice versa.
A transfer within the group
A housekeeping supervisor moves from Nice to the sister hotel in Antibes, where nobody knows what she has returned or what her jacket size is; group HR re-enters everything.

End of season
The staff member signs an itemised handover on a phone. Once the leaving date has passed, the days overdue are counted and the reminders go out.
The queue at the linen room
Assigned from the position kit, the allocation is prepared in the linen room before the staff member arrives; the housekeeping supervisor and HR can see who has what, and in what size.
Access after someone leaves
A badge or a PMS account is an allocation, just like the tunic. When someone leaves, their record lists the access to deactivate; the tool reminds you, and you switch it all off.
A transfer within the group
Click ‘Transfer’ on her record: on the date you choose, her Nice items become due for return, her history goes with her and the Antibes kit appears as suggestions.

Three screens, from the counter to the morning briefing

The assignment acknowledgement, read and then signed on the staff member’s phone
The handover, signed at the counter
The linen room attendant hands him the uniform, then the phone. The chef de rang reads his list: service jacket, apron, name badge, locker key. He signs ‘Read and agreed’ with his finger. The acknowledgement stays in his staff portal, which he opens with a one-time code and no password.
Returns, from the soonest leaving date to the latest: one 14 days overdue, three reminders sent
Returns, right through to clearance
Leavers are listed by the leaving date on their record. On screen: Karim Benali, leaving date 28/09, return 14 days overdue, 3 of 3 reminders sent. The executive housekeeper knows what’s missing, and who has it, before the linen room recount.
The dashboard: who has received everything, who is leaving with items still to return, which acknowledgements are waiting
The dashboard, every morning
Before the briefing: uncleared leavers, acknowledgements waiting for a signature, items still to collect from staff who have left. For a group on Enterprise, the ‘All sites’ selector brings your hotels together on this dashboard; each hotel’s data stays separate.

Four steps between the linen room and the staff member

01AssignThe housekeeping supervisor or head of department picks the size and confirms each position kit suggestion with ‘Assign’.
02PrepareThe linen room sets the units aside before the staff member arrives and emails them to say their allocation is ready to collect.
03Hand overThe staff member reads the list and signs ‘Read and agreed’: at the counter on the linen room attendant’s device, or remotely on their own phone.
04ReturnOn the leaving date, the linen room takes the units back and records their condition; from the next day, reminders go out at the frequency you have set.

From a Palace hotel’s HR office to MyDotation

Raphaëlle Chenu ran HR for five-star and Palace hotels on the French Riviera, then for a group of 250 staff. Incomplete handover slips, uniforms not returned at the end of the season, a badge still active after someone has left: she lived through all of it from the paperwork side of the desk, right up to final pay. The phone signature and the access reminder for leavers come from that experience, not from a spec.

Raphaëlle Chenu – Founder, MyDotation

Pricing by headcount, for a hotel or a group

Monthly, based on average annual headcount: Starter from €69, Essential from €99 (position kits, reminders, several hotels), Enterprise from €129 (QR labels, group view). Each additional hotel: +€25 a month. A one-month trial, no commitment, no card details needed.

See plan details

Starter
The complete foundation for digitising allocations and keeping every movement on record.
from €69 a month
Essential
Automate day-to-day running and connect your teams more closely.
from €99 a month
Enterprise
Oversee stock, scheduling and data in finer detail.
from €129 a month

Price based on your average annual headcount. For a group, each additional site: +€25 a month (Essential and Enterprise). Annual subscription; one-month trial, no commitment, no card details needed.

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See MyDotation with your own uniforms and master keys

The demo starts from your position kits, hotel by hotel; then you try the app for a month, in real working conditions. We reply within one working day.