Leonardo Hotels develops energetically

Leonardo Hotels is developing energetically. The young hotel chain, which currently has 16 hotels in the Netherlands and Belgium, is part of the international Fattal Hotel Group and has ambitious growth plans for the coming years. A challenging process: the various business units are seeking synergy without becoming rigid. It helps that the overarching systems are well set up. An important element is AFAS' HRM software. This not only automates time-consuming administration, but also facilitates the connection of new branches.

Leonardo Hotels is a relatively new name. The hotel chain has succeeded Apollo Hotels since 2018 and serves its hotel guests with new zest. Back in 2015, the company, which at the time comprised 13 hotels in the Netherlands, chose AFAS as its system for payroll and payrolling. "At the time, that choice already stemmed from the growth we were experiencing," explains HR Director Esther Visser. "An important factor was the ease with which we could add a new branch to the system. In addition, AFAS was already a frontrunner in the market at the time. It is a Dutch company, that also weighed in. Moreover, a company that is not just hard at work making systems but is also committed to social causes. That human character also appealed to us."

The need for a system that streamlines HR processes and minimises administration had grown over the years. In the hotels, there were large filing cabinets with files full of forms, from contracts to documents on taking clothes in and out. Visser: "We had really grown too big for that. We were in need of overview and convenience. Moreover, a new privacy law was coming up that needed to be taken into account. We also wanted to professionalise time registration. It was important to be able to link with the other systems we work with. We were looking for a package that could offer all this and would increase ease of use."

It succeeded with AFAS, eight years later. The people who work with it in practice can explain it best. Robbert Swart, for example, General Manager at Leonardo Hotel Amsterdam Rembrandtpark. "It is incredibly pleasant to work with this system," he says. "The ease of use has increased. Take our on-boarding process. You pause for a moment for input, but otherwise everything speaks for itself. It is a clear programme in which a lot is clustered. As a result, the Excel files we used to have to submit to party A or B are a thing of the past. This saves on input and errors that could then occur. File creation and management have also become easier and more transparent. Everything is always available in one place and everyone knows where to go in the portal. We no longer have to explain to anyone where a policy document or pay slip is located. This also makes sense for people who have less computer skills."

Erik-Jan Bausch, General Manager at Leonardo Royal Hotel Amsterdam, agrees wholeheartedly. "I remember that on my first day as hotel manager, I was given a brief explanation about AFAS. Other than that, it was: go ahead. It's a user-friendly system, I quickly got used to it. This is nice for all managers, because in our organisation, they manage the various HR processes in the hotels themselves. They interview candidates, check references, request documents, decide whether or not to hire someone, and finally a colleague from HR assesses whether the documents are correct. They can then generate the contract immediately and the new employee can quickly start work. That whole process is easier with the support of the AFAS system."

Working with AFAS has increased efficiency and accuracy within the HR processes in Leonardo Hotels' organisation, Visser adds. "The payroll is doable with 1.5 fte and the files are correct.We have to comply with various legislations and therefore internal and external audits take place regularly. In doing so, we submit justifications that in many cases come directly from our system. The input has to be correct, so we sometimes have to show some relentlessness and return workflows if they are not complete. 

But what subsequently comes out of the system is error-free. That helps us in complying with legislation and audits."

Visser remembers well that in the past she had monthly e-mail traffic for file checks on the question: what is missing from which employee? With her colleagues, it was hard work to get the records complete and correct in the system. That is no longer an issue. "In fact, we don't even have the 'error list' from before," Visser says. "AFAS is still on the list as a topic but then it's mainly about workflows that we can improve. Incidentally, this is also because we have been working well together as a team for a long time."

The payroll and payrolling software provides insight and therefore clarity for all employees. Visser: "With a few mouse clicks, it is clear how many hours an employee has worked and how his or her salary is structured. The updates we receive through the system regularly alert us to new developments, such as rising wages or a new collective labour agreement. We are currently preparing for how to comply with the new legislation for on-call contracts that will come into force in 2025."

Leonardo Hotels has branches throughout the country. AFAS' system ensures uniformity and facilitates cooperation. "All the different branches look at the same data. The way those data are realised is also identical at each branch. We have a document portal in which documents can be found that apply to the entire organisation, from Groningen to Papendrecht. This way, we can easily bring information to the attention of chain-wide."

Visser points out that the system can even be used for talent management. "Because we have an overview, we know who has what function where. We see a lot going on and this also gives rise to new ideas. Someone who is currently in a certain position may be able to advance to the next position that becomes available. In our organisation, there are always opportunities for the next step, also because we are growing. Talking about growth: a new branch can easily be connected to the system. In that way, it contributes to smooth expansion. "That's very easy. It's a matter of creating a BV, copying the company structure and you can start workflow commissioning."

All these advantages mean Visser would without a doubt recommend AFAS to other hotel chains looking for new HR software. "From experience we can say: if you want to optimise your HR processes and payroll and work more efficiently and uniformly, AFAS is a good choice. Also because, as a larger company, you can easily connect it to an extensive ICT landscape. We have linked AFAS to various systems, such as time registration, sick leave and the internal communication app. It is nice that there are many different possibilities."

There is always room for development of the system. Leonardo Hotels also has wishes for the future. "We are an international company and have the ambition to open more branches in the Benelux. Currently, AFAS is not yet active in Belgium and Luxembourg. It would be nice if we could start working with the same system in those countries." Integrating the sick leave process into AFAS is also an ambition. "Then we will have all HR processes in one system and we will no longer have to go to another portal for sick leave. The same applies to the recruitment process. Then an applicant will immediately be in AFAS when we hire them."

And so new successful additions will follow. The cooperation between Leonardo Hotels and AFAS has proven itself many times before. "It is a nice interaction, "says Visser. "We take care of part of the system management ourselves, but for more complex issues, a consultant from AFAS comes in every quarter. That works perfectly. We can always rely on AFAS' knowledge. If we ask something, nine times out of ten we get a quick answer that helps us move forward. That also contributes to the pleasant cooperation we experience. We look forward to the future process improvements this will bring."  

Leonardo Hotels Benelux is part of the Fattal Hotel Group. This hotel chain was founded in 1998 by hotelier David Fattal. He started his career as a bellboy with an ambitious dream: to build a strong portfolio of diverse and exceptional hotels along the drivers: passion for hospitality, care for guests & employees, responsibility and balance between professional development and personal happiness. Characterised by dynamic growth, 250+ hotels with 47,000+ rooms in 150 destinations and 20 countries are run in the UK and Ireland, Benelux, Spain and Portugal, Central Europe and Israel. The family of brands includes Leonardo Hotels (including Apollo Hotel Amsterdam), Leonardo Royal Hotels, Leonardo Boutique Hotels, NYX Hotels by Leonardo Hotels and Leonardo Limited Edition. Central location, high quality, an eye for service and stylish interior design with regional flair are hallmarks of Leonardo Hotels. In every establishment, staff are ready to make your stay as special as possible with attention to detail. At the Leonardo Hotels, everyone can unwind and feel at home, whether the purpose of the trip is business or leisure.