The implementation of Alkimii People follows a structured, step-by-step process designed to ensure a smooth transition and quick adoption for hospitality teams. The timeline can vary depending on the size and complexity of the organization, but most implementations are completed within 2 to 6 weeks.
Step-by-Step Implementation Process:
Invitation & Account Setup The process begins with an invitation email from Alkimii’s implementation team. Users receive login credentials and access to the platform via a secure link. This step includes verifying access and setting up initial user roles.
Initial Onboarding & Training Alkimii provides onboarding resources tailored to different roles (HR managers, team leads, etc.). Training videos and walkthroughs help users understand the platform’s navigation, features, and best practices.
Data Migration & Configuration Employee data, schedules, payroll settings, and compliance documents are imported into the system. Alkimii’s team assists with mapping and verifying data accuracy.
System Customization The platform is configured to match the business’s structure—locations, departments, roles, and permissions. Custom fields and templates are added to reflect internal HR processes.
Integration Setup Alkimii integrates with third-party systems like Sage, ADP, Oracle, and Guestline. These integrations are configured to ensure seamless data flow between HR, payroll, and finance systems.
Pilot Testing A test run is conducted with a small group of users to validate workflows, clock-in/out functionality, leave requests, and payroll predictions.
Full Rollout Once testing is successful, the platform is rolled out to all users. Managers and employees receive access to mobile apps and desktop dashboards.
Ongoing Support & Optimization Alkimii’s Customer Success Team provides continuous support, monitors usage, and helps optimize features based on feedback and evolving needs.
Customisation
Alkimii People is highly customizable, making it suitable for a wide range of hospitality businesses—from boutique hotels to large multi-site franchises.
Customization Capabilities:
Role-Based Access Control Permissions and access levels can be tailored for HR managers, department heads, and frontline staff, ensuring data security and operational clarity.
Custom Fields & Templates Businesses can create custom fields for employee profiles, contracts, and compliance documents. Templates for onboarding, appraisals, and scheduling can be modified to match internal workflows.
Flexible Scheduling & Rostering The drag-and-drop scheduler allows customization of shift patterns, break rules, and labor compliance settings. The AI Roster Tool can be configured to prioritize cost-efficiency, coverage, or historical patterns.
Localized Language Support The platform supports Arabic, making it ideal for GCC-based teams. It also adjusts layout for right-to-left (RTL) script and regional formatting.
Integration Flexibility Alkimii People integrates with a wide range of systems, including Sage, ADP, Oracle, Guestline, Talos360, Recruit Genie, and Flow Learning, allowing businesses to build a tech stack that suits their needs.
Mobile App Customization The mobile app can be branded and configured to show relevant modules like clock-in/out, leave requests, chat, and feedback tools.
Custom Reporting & Dashboards HR teams can generate tailored reports on payroll, attendance, engagement, and compliance. Dashboards can be personalized to highlight KPIs relevant to each department.
Feedback & Recognition Tools Businesses can customize how feedback is collected, how awards are issued, and how performance reviews are structured.
Scalability for Multi-Site Operations Alkimii supports multiple locations and departments, with centralized control and localized settings for each site.
API & Feature Requests Alkimii offers API access for advanced integrations and has a responsive development team that considers feature requests from clients.
Additional Costs
Alkimii People operates on a subscription-based pricing model, with a starting flat rate of $29/month. However, the actual cost depends on the selected plan—People Lite, People Pro, or People Platinum—and the size and complexity of the business.
Setup Fees: Alkimii does not publicly list setup fees, but based on industry norms and user reviews, setup is typically included in the onboarding process for paid plans. Custom implementations may incur additional charges.
Maintenance Costs: As a cloud-based SaaS platform, Alkimii People does not require separate maintenance fees. Updates and feature enhancements are included in the subscription.
Support Charges: Alkimii offers free customer support as part of its subscription. Users consistently rate support highly, with no indication of extra charges for standard assistance.
Training
Alkimii provides comprehensive training through its Alkimii Academy, a free, on-demand learning platform designed for all users.
Alkimii Academy: Offers structured courses, video tutorials, interactive quizzes, and certification upon completion. It supports both desktop and mobile users.
Self-Directed Learning: Employees can learn at their own pace, making onboarding smoother and upskilling more efficient.
Role-Specific Training: While not yet fully segmented by job roles, the Academy is expanding to include tailored content for different functions.
Certificates: Users receive certificates after passing final exams with at least 70%, which can be added to LinkedIn profiles.
Support Channels: Alkimii offers email support, live chat, and a customer success team that assists with onboarding, troubleshooting, and feature optimization.
This training ecosystem ensures that teams are confident and proficient in using the platform from day one.
Security Measures
Alkimii People employs robust security protocols to protect sensitive HR and payroll data:
GDPR Compliance: The platform is fully compliant with EU GDPR regulations, ensuring lawful data processing, user consent, and the right to data access and deletion.
Secure Zones & Authentication: Sensitive areas like “myAlkimii” require password or code-based authentication, with session expiration and renewal prompts for added protection.
Cloud-Based Architecture: Hosted securely with encrypted data transmission and storage, minimizing risks of breaches or unauthorized access.
Access Controls: Role-based permissions ensure that only authorized personnel can view or modify specific data.
Audit Trails: The system maintains logs of user activity for accountability and compliance tracking.
These measures make Alkimii People a secure and compliant solution for managing workforce data in hospitality environments.
Updates
Alkimii People is a cloud-based platform that receives regular updates to maintain optimal performance and introduce new features. These updates are managed centrally by Alkimii’s development team, meaning users do not need to manually install or configure anything.
Updates typically include:
Feature enhancements (e.g., improvements to scheduling, payroll prediction, or AI tools).
Security patches and compliance updates.
UI/UX refinements based on user feedback.
Beta features are tested with selected clients before full rollout.
Users are notified of updates via the Alkimii Customer Success Centre, which includes tips, release notes, and guidance on new functionalities. This ensures smooth transitions and minimal disruption to operations.
Data Ownership and Portability
Alkimii People adheres to GDPR standards, which means that data ownership remains with the client. Businesses using Alkimii retain full control over their employee data, including personal details, payroll records, and compliance documents.
Regarding data portability:
Clients can export employee data and reports in standard formats (e.g., Excel, CSV).
Alkimii supports data migration both into and out of the platform, allowing businesses to switch systems without losing access to historical data.
The platform ensures that data can be moved securely and without usability hindrance, in line with GDPR’s right to data portability.
This policy empowers businesses to maintain autonomy over their workforce data and ensures flexibility in system transitions.
Scaling Up / Down
Alkimii People is designed to be scalable, making it suitable for both small independent hotels and large multi-site hospitality groups. The platform allows businesses to scale up or down based on staffing levels, operational complexity, or seasonal demand.
Key scaling terms include:
Flexible Licensing: Subscription plans (People Lite, Pro, Platinum) can be adjusted to include more or fewer users or modules.
Modular Add-ons: Businesses can add features like Alkimii Insights or Alkimii Property as needed.
No Long-Term Lock-In: Most plans are billed monthly or annually, allowing for adjustments without long-term commitments.
Support for Multi-Site Expansion: Organizations can add new properties or departments with centralized control and localized settings.
This flexibility ensures that Alkimii People can grow with your business—or contract during quieter periods—without disrupting operations or incurring unnecessary costs.
The terms & conditions for contract renewal and cancellation
Alkimii People operates on a subscription-based model, and while specific contract terms are not publicly disclosed in full detail, here are the key insights based on available sources and industry norms:
Contract Duration: Most subscriptions are offered on a monthly or annual basis, with flexibility depending on the selected plan (Lite, Pro, or Platinum).
Renewal Terms: Contracts typically auto-renew unless canceled within a specified notice period. Businesses are encouraged to review renewal terms during onboarding or in their service agreement.
Cancellation Policy:
Cancellation can be initiated by contacting Alkimii’s support team.
There may be a notice period (often 30 days) required before cancellation takes effect.
If canceled mid-cycle, access may continue until the end of the billing period, but refunds are not guaranteed unless specified in the contract.
Contract Changes: Users can make contract amendments (e.g., role changes, pay adjustments, holiday accrual updates) directly within the platform. These changes are logged and can be backdated if needed, provided the user has the correct access level.
Compliance
Alkimii People is designed to meet a range of compliance standards, particularly those relevant to HR, payroll, and data protection in the hospitality industry:
GDPR Compliance: As a European-based company, Alkimii People is fully compliant with the General Data Protection Regulation (GDPR). This includes secure data handling, user consent management, and the right to data access and deletion.
ISO Compliance: The platform supports ISO-aligned practices, particularly in areas like audit trails, access controls, and incident management.
HIPAA Compliance: While not primarily designed for healthcare, Alkimii People includes features that align with HIPAA standards, such as secure data access and privacy controls.
OSHA & Environmental Compliance: The platform includes modules for risk assessment, incident reporting, and policy management, which help hospitality businesses meet Occupational Safety and Health Administration (OSHA) and environmental standards.
Audit Management: Alkimii People maintains detailed audit trails and supports document management, ensuring traceability and accountability in HR operations.
Custom Compliance Tracking: Businesses can configure compliance rules based on local labor laws, including working hours, leave entitlements, and contract types.
These compliance features make Alkimii People a secure and legally sound choice for hospitality businesses operating in Europe, the GCC, and other regulated markets.
