What changes when you replace the clipboard?
| Hotel workflow | Paper sign-out sheet | HEAS Cloud |
|---|---|---|
| Record a handoff | Write a name, time and item; handwriting and completeness vary. | Scan badge and asset to create a timestamped custody transaction. |
| Find who had it last | Search pages and interpret entries. | Review the asset's recorded custody history. |
| Distribute a group of items | Track multiple names and returns across one or more sheets. | Use Group Operations for manager checkout, distribution, receiving and final return. |
| Reconcile at shift close | Manually compare what went out with what came back. | Review outstanding, missing and damaged items in the operational workflow. |
| Cost and setup | Low direct cost; ongoing manual administration. | $149/property/month with first scanning station included, plus onboarding and any additional stations. |
A typical hotel shift
1. Security checks out a group
The group is associated with the responsible manager.
2. Manager distributes equipment
Each item is recorded against its recipient.
3. Returns are recorded
Managers receive items and identify exceptions.
4. Security reconciles
Outstanding items remain visible for follow-up.
HEAS still depends on employees scanning correctly and following the property's procedures. Digital records improve visibility; they do not replace operational discipline.
Frequently asked questions
Can HEAS track radios as well as keys?
Yes. Appropriately labeled radios, keys, tools and other shared hotel equipment can be tracked.
Do employees need special training?
Teams need instruction on badge and asset scanning, checkouts, returns and exception handling. Onboarding helps plan the workflow.
Can HEAS tell us who had an item last?
HEAS shows the last recorded custodian and custody history, assuming required scans were completed.
Does HEAS replace our PMS?
No. HEAS focuses on equipment custody and is not a hotel property-management system.
See the handoff workflow for your hotel
Walk through your existing Security-to-Housekeeping process and see whether HEAS is a fit.
Request a demo