The work that must survive the shift change.
- An unresolved service promise or verified exception
- One next action and one accountable role
- A time, event or condition for the next checkpoint
- The authorised booking, ticket or work-order reference
Free front desk template · no sign-up
A handover is not a diary. It is a transfer of responsibility.
Use this fillable log when a front-desk shift leaves work that the next team must own: a promise still open, an arrival or departure exception, or a desk and system issue. Each line gets one owner, one checkpoint and a read-back.
Plain textRole-based ownershipPrivacy-aware fields
Scope and privacy
Record the operational promise. Keep the source of truth where it belongs.
A handover should point to the authorised PMS, incident or work-order record. It should not recreate it. Write the minimum verified fact the next shift needs to act, then link or refer to the authorised record.
Anything the new shift does not need in the handover itself.
- Full guest names, identity documents or payment details
- Passwords, access credentials or security codes
- Medical information or unnecessary personal notes
- Unverified opinions instead of an observed operational fact
Fillable handover log
One line per item. Every line can be accepted.
Replace the square brackets, add a line for each unresolved item and delete empty sections. Use role names or approved staff IDs, not unnecessary personal information.
FRONT DESK SHIFT HANDOVER LOG
PROPERTY / DESK: [PROPERTY OR DESK]
DATE: [DATE]
OUTGOING SHIFT: [SHIFT WINDOW / ROLE]
INCOMING SHIFT: [SHIFT WINDOW / ROLE]
PREPARED BY: [ROLE OR APPROVED STAFF ID]
1. HIGH-PRIORITY OPEN PROMISES
[ ] Operational reference: [MINIMUM AUTHORISED REFERENCE]
Verified fact: [WHAT REMAINS OPEN]
Next action: [ONE CONCRETE ACTION]
Owner: [ROLE OR TEAM]
Checkpoint: [TIME / EVENT / CONDITION]
Status: [OPEN / WAITING / ESCALATED]
2. ARRIVAL, DEPARTURE OR IN-STAY EXCEPTIONS
[ ] PMS / booking reference: [REFERENCE]
Exception to verify: [VERIFIED FACT]
Next action / owner / checkpoint: [DETAILS]
3. ROOM, DESK OR SYSTEM EXCEPTIONS
[ ] Area or system: [LOCATION OR SYSTEM]
Work-order / incident reference: [REFERENCE]
Approved workaround: [IF ANY]
Escalate when: [CLEAR TRIGGER]
4. READ-BACK AND ACCEPTANCE
High-priority items read back: [YES / CORRECTIONS]
Incoming shift accepts ownership at: [TIME]
Accepted by: [ROLE OR APPROVED STAFF ID]
Escalations raised before handover closes: [NONE / REFERENCES]Privacy rule
Use the minimum authorised reference. Do not copy full guest details, payment data, identity documents, passwords or medical information into a handover log. Keep those only in the approved hotel system.
A seven-minute read-back
Close the handover only when the incoming shift can repeat the priorities.
- 01
Write the exception while it is verified
Capture the fact and its reference during the shift, not from memory at the end.
- 02
Remove work that is complete
The handover is for live work, not a historical diary.
- 03
Read the critical items back
The incoming shift names the action, owner and checkpoint for each priority item.
- 04
Escalate before acceptance
If no owner, approved reference or clear next action exists, raise it before responsibility transfers.
When a log stops being enough
Describe one front-desk handover. Receive a written workflow outline.
The demo functions are the practical base. Ospivia can map the trigger, roles, statuses, closure condition and PMS boundary, then separate standard configuration from anything requiring feasibility.
Try the demo, 30 seconds Describe the workflow in writing No call required. Do not include guest, payment or credential data.