Hilton Garden Inn Astana: How clockster Reduced Report Preparation Time from a Week to One Day

The First Hilton Hotel in Central Asia

Hilton Garden Inn Astana is the first hotel of the Hilton international chain in Central Asia. Over more than ten years of operation, the hotel has established itself as a reliable business partner, offering high-quality services and a prime location in Astana’s business district. “We are situated near government ministries and major business centers, making us the top choice for business travelers,” shares Zhazira Serik, HR Manager at the hotel.

Why clockster: Recognition and Trust in the HoReCa Industry

Hilton Garden Inn Astana is not the only renowned hotel that uses clockster. Other prominent brands, such as The Ritz-Carlton Astana, Sheraton Astana, Wyndham Garden Astana, Rixos Borovoe, and St. Regis Astana, also trust the system. Before joining Hilton Garden Inn Astana, Zhazira worked at another hotel that had implemented clockster. “I had already seen firsthand how clockster simplifies HR operations. When I started at Hilton Garden Inn Astana, I immediately suggested introducing the system. It’s a proven tool trusted by the best hotels,” Zhazira explains.

Challenges of the Past: Outdated Systems

Before adopting clockster, Hilton Garden Inn Astana used an outdated system without internet support. Report generation required significant time and extra steps, such as transferring data via USB drives. “The system was highly inconvenient, and each month, we spent an entire workweek preparing payroll sheets,” recalls Zhazira.
These inefficiencies not only consumed HR’s time but also reduced overall interdepartmental effectiveness.

The Solution: An Innovative Approach with clockster

In August 2024, Hilton Garden Inn Astana implemented clockster, transforming its internal processes. Key improvements include:

• Accelerated Operations: Payroll sheet preparation, which previously took a week, now requires just one day. “In December 2024, we completed annual and monthly reports in just one day. This remarkable result demonstrates the system’s efficiency,” Zhazira emphasizes.
• Biometric Identification: Employee entrances are equipped with turnstiles featuring facial recognition technology. One device is for entry, the other for exit. Only registered employees can access the premises by checking in through clockster. “This system is not only convenient but also secure. Employees no longer need to search for their cards or worry about forgetting them at home. The device identifies faces in a split second and grants access,” Zhazira adds.
• Flexible Access Permissions: The system allows various access levels for employees. HR managers like Zhazira have full system control, while department managers can view their team’s attendance without editing rights. For instance, a chef can use the mobile app to monitor when their staff clock in or out.
• Cloud Convenience: Cloud storage enables instant access to historical data. “This feature makes our work more transparent and efficient,” notes Zhazira.

Employee Adaptation

Staff at the hotel quickly adapted to the new system. With 70% of Hilton Garden Inn Astana’s employees under 30 years old, the transition was positively received. “For younger employees, these technologies signal that the company is modern and innovative,” Zhazira explains.

Results: Saving Time and Building Trust

The adoption of clockster has significantly improved operations at Hilton Garden Inn Astana:

• Time Savings: Report preparation time has decreased from a week to one day, allowing HR teams to focus on strategic priorities.
• Transparency and Control: Real-time attendance data simplifies personnel management.
• Increased Trust: Employees appreciate the company’s investment in modern solutions, boosting their motivation and loyalty.

Zhazira notes an interesting observation: “I can’t say for sure if this is directly related to clockster, but we’ve noticed a decrease in employee turnover recently. Perhaps this is because staff see that we are automating processes, introducing modern technologies, and making their work processes more convenient. It creates a sense that the company is progressing and cares about its employees.”

Outsourced Employees

Hilton Garden Inn Astana also works with hourly-paid outsourced staff, such as waiters. “For permanent employees, salaries are fixed monthly, but for outsourced staff whose pay depends on hours worked, clockster has become an essential tool,” Zhazira highlights. Biometric identification ensures precise tracking of working hours, and at the end of the month, the system automatically calculates hours for payroll processing. This feature accelerates the process and eliminates disputes over hours worked.

Future Plans

Hilton Garden Inn Astana plans to expand its use of clockster functionalities. By 2025, employees will be able to submit leave and sick day requests via the mobile app. “This will simplify processes for our staff and make operations even more convenient,” Zhazira concludes.

One of clockster’s standout features is its request system, which allows employees to submit leave, sick day, or shift change requests through the mobile app. “This feature significantly simplifies communication between staff and management,” Zhazira explains. “In the HoReCa industry, where work schedules often change, it helps resolve issues quickly.”

Each request, whether for a day off, sick leave, or vacation, is created by the employee within minutes and sent to the relevant manager for approval or reject. Managers receive push notifications about new requests, and once approved, the data is automatically updated in the schedules, reports, and statistics. This eliminates lengthy back-and-forth communications, saving time for all parties.

Additionally, the system’s comprehensive request history enables HR to easily track leave and sick days while analyzing workload trends. For high-demand industries such as hotels and restaurants, this feature ensures transparency and efficiency in managing internal processes.

Conclusion

The implementation of clockster at Hilton Garden Inn Astana is a compelling example of how innovation can transform traditional processes. The hotel has not only reduced administrative costs but also increased trust and motivation among employees, ultimately improving guest service quality. “clockster has become an invaluable partner, enabling us to focus on strategic priorities while ensuring efficiency and transparency,” Zhazira Serik concludes.