AI Insights & Reports
Get AI-powered daily, weekly, and shift reports that summarize your hotel's operations — from guest experience to housekeeping, revenue, and more. AI Insights analyzes your property data and delivers actionable narratives so managers can start each day informed.
Overview
AI Insights is an intelligent reporting system built into HelloShift that automatically generates operational summaries by analyzing your property's real-time data. Instead of manually reviewing dozens of tasks, guest messages, and housekeeping records, AI Insights distills everything into clear, readable narratives.
Who it's for: General Managers, Operations Managers, Department Heads, and anyone who needs a quick pulse on property operations.
What it covers: Up to 11 configurable sections spanning operations, guest experience, housekeeping, revenue, team communication, and more.
Accessing AI Insights
Click Admin > Reports in the left navigation
On the Reports page, click the AI Insights tab
[Screenshot placeholder: Reports page showing the AI Insights tab highlighted in the tab navigation bar]
The AI Insights tab shows reports for the current date by default. Use the date navigation arrows to browse previous days.
Report Types
Daily Reports
Daily reports provide a comprehensive summary of an entire day's operations (midnight to midnight in your property's timezone). They are generated automatically each morning for the previous day.
A daily report typically includes:
Executive Summary — 3–4 sentences highlighting the big picture
Section-by-section analysis (based on your configuration)
Action Items — 3–5 things for management attention
Weekly Reports
Weekly reports roll up the daily narratives from the previous week into a trends-focused summary. They are generated automatically on Tuesday or Wednesday each week.
Weekly reports focus on:
Week-in-review performance overview
Operational and communication trends
Guest satisfaction patterns
Key wins and areas for improvement
Shift Reports
Shift reports are optional, per-shift handoff summaries generated at the end of each configured shift. They provide a concise briefing for the incoming team.
Shift reports include:
Executive summary (2–3 sentences)
Activity during the shift window
Action items for the next shift
To use shift reports, you must have shifts configured in Admin > Settings > Scheduling.
What's Included in a Report
Reports can cover up to 11 configurable sections. Each section is only included when there is relevant data for the period.
Sections with no data for the reporting period are automatically skipped — your reports stay clean and relevant.
Viewing Reports
Date Navigation
Use the left/right arrow buttons at the top of the AI Insights tab to navigate between days. The current date is displayed between the arrows. You cannot navigate to future dates.
[Screenshot placeholder: The date navigation bar with prev/next arrows and current date display]
Daily Report
The daily report appears in a card showing:
A status badge (Published, Draft, Generating..., or Failed)
The AI-generated narrative in formatted text
A "View source notes & tasks" link that opens the original data for that date range
Publication details (who published and when, if applicable)
[Screenshot placeholder: AI Insights tab showing a daily report with narrative content and Published badge]
Shift Reports
If shift reports are available for the selected date, they appear below the daily report in a collapsible card. Click on any shift header to expand or collapse its narrative.
Each shift card shows:
Shift name and time range (e.g., "Morning 7:00 AM – 3:00 PM")
Status badge
Expandable narrative content
"View source notes & tasks" link
[Screenshot placeholder: Shift reports section with one shift expanded showing its narrative]
Weekly Summary
When a weekly report is available, it appears as a collapsible panel below the shift reports. Click the panel header to expand the weekly summary.
[Screenshot placeholder: Weekly summary panel expanded showing the weekly narrative]
Configuring Reports (Admin)
Admins can customize what appears in reports by clicking the Settings (gear icon) button in the date navigation bar.
[Screenshot placeholder: The report settings panel with section checkboxes, style dropdown, and custom instructions]
Report Sections
Check or uncheck sections to control which areas are included in generated reports. Only checked sections will appear in future reports.
Report Style
Choose how reports are written:
Custom Instructions
Add persistent, site-level instructions that are applied to every generated report. These are useful for property-specific preferences.
Examples:
"Include specific room numbers for maintenance issues"
"Highlight overdue tasks by department"
"Always mention VIP guests by name"
Click Save Settings to apply your changes. New settings take effect on the next generated report.
Regenerating Reports (Admin)
Admins can regenerate any daily report by clicking the Regenerate (refresh icon) button in the date navigation bar.
[Screenshot placeholder: The regenerate form with custom instructions textarea and Regenerate Report button]
When regenerating, you can optionally provide one-time custom instructions that apply only to this regeneration. This is useful for focusing on a specific area.
Examples:
"Focus on the front desk bottleneck we had today"
"Keep it under 300 words"
"Emphasize housekeeping turnaround times"
Click Regenerate Report to confirm. The existing report will be replaced with the newly generated version.
Draft vs. Auto-Publish Mode
Reports can operate in two modes:
Auto-Publish Mode (Default)
Reports are published immediately after generation. All team members with access can view them as soon as they're ready.
Draft Mode
When draft mode is enabled, generated reports start as Draft status. An admin must review and publish them before other team members can see them.
Draft workflow:
A report is generated with Draft status (yellow badge)
An admin reviews the narrative content
Optionally click Edit to modify the narrative text
Click Publish to make the report visible to the team
[Screenshot placeholder: A draft report showing Edit and Publish buttons]
Editing a draft:
Click the Edit button on a draft report
A text area opens with the current narrative
Make your changes
Click Save Draft to save without publishing, or close and click Publish when ready
[Screenshot placeholder: The narrative editing textarea open for editing]
Email Reports
AI reports can be delivered via email so team members stay informed even when they're not logged into HelloShift.
Email Types
Daily AI Report — Sent each morning with the previous day's AI daily report
Weekly AI Report — Sent weekly with the AI weekly summary
Shift Report Email — Sent at the end of each shift with the shift's AI report
Subscribing to Email Reports
Each user can opt in to receive AI report emails from their profile:
Click your user avatar or go to Profile Settings
Toggle on the email reports you want to receive:
Send daily AI report for daily email summaries
Send weekly AI report for weekly email summaries
Send shift report for per-shift email updates
Save your settings
[Screenshot placeholder: User profile page showing the send_daily, send_weekly, and send_shift_report toggles]
What's in the Email
Each AI report email includes:
The property name and report date/shift
The full AI-generated narrative
A "View Full Report Online" link that opens the report in HelloShift
[Screenshot placeholder: A received AI daily report email showing the narrative and online link]
AI Task Check-ins
AI Task Check-ins are an intelligent monitoring system that automatically follows up on open tasks. When enabled, the AI periodically posts status-check comments on tasks that have been open for a while, prompting team members to provide updates.
How It Works
The system scans open tasks across your property
Based on the task category, it determines the appropriate check-in frequency
At the right interval, it posts a comment like: "Status check: This task was created 3 hours ago and is still open. Can someone provide an update?"
The comment is attributed to the AI assistant and assigned to the task's owner
Check-in Frequencies
Different task categories have different urgency levels:
Once the maximum number of check-ins is reached, the AI stops following up on that task.
Enabling Task Check-ins
Task check-ins are enabled at the site level by an administrator. Contact your HelloShift administrator or support to configure the check-in frequencies for your property.
Best Practices
Review reports daily — Make AI Insights part of your morning routine. The daily report gives you a complete picture before you start your day.
Customize your sections — Disable sections that aren't relevant to your property (e.g., disable "Inventory Alerts" if you don't use inventory tracking).
Use custom instructions — Tailor reports to your property's priorities. If you always want to see maintenance issues by room number, add that as a persistent instruction.
Try different report styles — "Brief" works well for quick morning scans; "Structured" is great for team meetings; "Detailed" provides deep-dive analysis.
Subscribe to emails — Shift report emails are especially useful for managers who aren't on-property during every shift.
Use "View source notes & tasks" — When a report mentions something that needs attention, click through to see the original notes and tasks.
Leverage draft mode — If your property prefers curated communication, enable draft mode so an admin can review and refine the narrative before the team sees it.
Troubleshooting
"No daily report available for this date"
Reports are generated automatically each morning for the previous day. If a report is missing:
It may not have been generated yet (check back later in the morning)
Admins can click Generate Report to create one manually
Report shows "Failed" status
If a report fails to generate, admins can click Retry to attempt regeneration. If the problem persists, contact support@helloshift.com.
Report seems incomplete or missing sections
Check that the relevant sections are enabled in Settings
Sections with no data are automatically skipped — if no guest messages were received that day, the Guest Experience section won't appear
Revenue data requires daily statistics to be entered; if missing, the report shows estimated occupancy from room data
Not receiving email reports
Verify that the email toggles are enabled in your user profile
Check your spam/junk folder
Email reports are only sent for published reports (not drafts)
Shift report emails require shift scheduling to be configured
AI Task Check-in comments not appearing
Verify that task check-ins are enabled for your property
Check-ins only apply to open, uncompleted tasks created within the last 30 days
Each task has a maximum number of check-ins; once reached, no more comments are posted
Related Articles
How To View Your Reports — Overview of all report tabs including Operational, CRM, and Flash reports
Creating Tasks with HelloShift — Learn about task creation and management
Staff Shift Scheduling — Set up shifts for shift report generation
All About Housekeeping — Housekeeping management that feeds into AI reports
Need help? Contact support@helloshift.com