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96 hours saved every week: HOST’s smarter approach to operations

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50%

Online bookings

6X

Faster booking processing

32%

Of guests adopted the Guest Portal

At HOST campuses, rooms aren’t just places to sleep, they’re second homes for thousands of workers on major infrastructure projects.  

Guests stay for weeks, months, even years, and operations revolve around shift patterns and strict compliance. Across three campuses in Somerset, HOST offers accommodation purpose-built for the realities of life on shift.

HOST’s mission is simple: a good night's sleep means a good day's work.

But, managing complex bookings, rotating crews, and security requirements was anything but simple. Manual processes and a previous PMS that couldn’t connect the dots left the team juggling separate systems for payments, housekeeping, and compliance.

In 2021, HOST chose RMS to change that, bringing everything together in one platform and transforming how workforce accommodation is managed.

Not every PMS can handle workforce accommodation, shift patterns, compliance, and complex bookings. RMS does all that and more. Everything’s in one place and tied to the booking profile, so any change syncs automatically.

Lauren Profile

Lauren Gill, Front Office Manager, HOST

Challenges

Managing workforce accommodation isn’t just about providing rooms, it’s about keeping complex operations running smoothly. For HOST, that meant tackling: 

Manual overload
The previous PMS lacked automation, and integrations were limited. The team had to juggle separate systems to manage bookings, payments, keys, and invoices. Housekeeping and security also relied on different tools, making coordination slow and error-prone.

Guest experience gaps
HOST wanted to improve the guest experience by digitalizing key touchpoints for speed and convenience. Without self-service options, everything went through the front desk, causing queues and extra pressure on the team. 

Long-stay booking complexity
Guests book weeks or months at a time, often with non-consecutive dates and shift patterns. The previous PMS couldn’t handle multi-date bookings, forcing staff to manually process each stay, including forms, rate edits, and payments, often taking hours. 

Strict compliance needs
Tracking site-pass IDs, company references, and meeting strict client and ISO requirements was a constant challenge.

HOST Campuses case study RMS

Having options matters to us. With RMS, HOST Campuses can connect with the platforms we want, and we quickly found it could handle things we used to rely on other systems for. It’s made everything so much simpler.

Karis profile

Karis Holleron, General Manager, HOST

HOST Campuses case study RMS Solutions

Solutions

In 2021, HOST chose RMS to replace their previous PMS, to manage reservations, guest experience, and operations for all three Campuses.
Here’s how:

Centralized system: RMS keeps everything synced, and any change to a reservation updates the entire operation. Digital keys are created automatically with the SALTO integration, shift changes adjust housekeeping instantly, car registration updates parking access, and guests can manage, view, and pay for their reservations through the Guest Portal. One update, and everyone stays aligned. 

Online booking: HOST uses the RMS Booking Engine to make reservations simple. And with the Build-a-Basket feature, guests can book multiple dates, ideal for non-consecutive stays and long-term patterns. The system can apply long-stay discounts if required, and triggered correspondence sends confirmation emails automatically. 

Guest Portal: Guests manage their stay easily through the RMS Guest Portal, making payments, downloading invoices, topping up balances, and accessing digital keys for faster arrivals. It gives guests control and reduces front desk traffic. 

Compliance and data-driven coordination: RMS makes compliance simple with restricted access using mandatory site-pass IDs and company references, plus automated reports for audits. The same reporting tools give HOST real-time visibility into occupancy and company mix, helping anticipate workforce change trends and share accurate data with the client.

RMS has been with us every step of the way, from go-live and training to today. Their team is always ready to help, and it’s great knowing we can count on their support whenever we need it.

Karis profile-1

Karis Holleron, General Manager, HOST

Results

By centralizing operations and enabling self-service with RMS, HOST has streamlined workforce accommodation across three campuses while reducing manual workload.

  • 96 hours saved per week on operations, the equivalent of more than two full-time team members since moving to RMS, even while expanding from two to three campuses: "Our whole day runs on RMS. It’s quicker, clearer, and a lot less stressful for the team." - Lauren Gill, Front Office Manager, HOST

  • Up to 50% guests book online via the RMS Booking Engine, freeing the team from manual bookings.

  • Reservations are processed 6 x faster by the team, dropping from 30 minutes to 5 minutes per booking.

  • Faster, smoother check-ins with digital keys automatically issued through SALTO integration, reducing queues during shift changeovers.

  • 32% of guests using the RMS Guest Portal make payments, top up balances, and access invoices, replacing manual front desk payments.

  • Audit and compliance reporting simplified, with customized reports automatically delivered in the team’s email inbox via RMS Report Writer, eliminating manual data merging.

With operations simplified and compliance built in, HOST uses RMS insights to identify guest behavior trends and continuously improve both the guest experience and daily operations.

HOST Campuses case study RMS Results

96 hrs

Saved per week with RMS

50%

Bookings made online

6X

Faster booking processing

32%

Guests adopted the Guest Portal

Fridays used to mean long queues and manual work at every step. With RMS, guest check-outs, invoicing, and housekeeping schedules are just a click away. Those stressful mornings are gone, and our guests enjoy a much smoother experience.

Lauren Profile

Lauren Gill, Front Office Manager, HOST

Sounds familiar?
It’s probably time.

See how RMS helps workforce accomodation providers simplify operations, automate compliance, and give your team time back.

 

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HOST Campuses case study RMS Book a Demo

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