Hotel Onboarding Package
Your complete guide to partnering with KHAYBAR. From first order to ongoing collaboration, everything you need to know about our service excellence and impact partnership.
CONTENTS
This documentation represents our commitment to transparency and service excellence.
KHAYBAR
Hotel Onboarding Package
Your Partner in Excellence & Impact
Generated: 9/27/2026
How It Works
A simple, transparent process from consultation to delivery. We handle the complexity, you focus on your guests.
Initial Consultation
Discovery call to understand your brand, staff structure, and uniform requirements
- Review your brand identity and existing style guidelines
- Discuss department-specific needs (front desk, concierge, restaurant, etc.)
- Understand your timeline and budget parameters
- Introduction to the 9:10 impact model
Deliverable: Customized proposal with fabric recommendations
Style Guide Creation
We develop your hotel's uniform style guide with your input
- Fabric selection from our curated collection
- Customization codes (lapels, buttons, pockets, etc.)
- Color palette aligned with your brand
- Department-specific variations
- Logo placement and embroidery specifications
Deliverable: Approved style guide document
Employee Measurements
Your HR team collects employee measurements using our simple guide
- We provide measurement guide and training video
- Template spreadsheet for data collection
- GDPR consent forms for employee data
- Optional: On-site measurement service available (additional cost)
- Measurements uploaded to your hotel dashboard
Deliverable: Complete employee measurement database
Order Placement
You review and approve the final order via our platform
- Access your hotel dashboard
- Review auto-generated order summary
- See CLO3D preview (if applicable)
- Confirm quantities and specifications
- Approve and submit order
Deliverable: Confirmed order with delivery timeline
Production & Delivery
Your uniforms are manufactured and delivered
- Real-time production tracking
- Quality checkpoints throughout production
- Professional packaging per employee
- Delivery to your hotel
- 24-hour inspection period
Deliverable: Complete uniform delivery with documentation
Total Timeline
weeks from first call to delivery
Can be expedited for urgent needs (additional cost)
What Makes KHAYBAR Different
🎨 Design Expertise
We guide you through every decision, ensuring your uniforms reflect your brand perfectly
💻 Digital Platform
Track everything in real-time, from measurements to delivery, in your dedicated dashboard
🌍 Impact Partnership
Every 9 suits you order generates 10 meals for families in need—it's built into our model
🔒 Data Security
GDPR-compliant handling of employee data with transparent consent processes
Timeline & Expectations
Clear timelines for every stage. We communicate proactively and keep you informed throughout.
Standard Timeline Breakdown
Discovery & Style Guide
- • Initial consultation call (Day 1-2)
- • Fabric samples sent (Day 2-3)
- • Style guide draft created (Day 3-5)
- • Your feedback incorporated (Day 5-7)
Measurements & Order Confirmation
- • Measurement guide provided to your HR
- • Employee measurements collected (1-2 weeks)
- • Data uploaded to platform
- • Order preview generated for approval
Production
- • 50% deposit payment received
- • Production begins at partner facility
- • Weekly progress updates
- • Quality checkpoints throughout
Delivery & Inspection
- • Delivery scheduled to your location
- • 24-hour inspection period
- • Issue resolution (if needed)
- • Final 50% payment upon approval
Expedited Service Available
Need uniforms faster? We can compress the timeline to 4-5 weeks for urgent requirements:
- • Priority production slot
- • Express shipping included
- • Dedicated project manager
- • Additional 15-20% cost
Availability depends on current production capacity. Contact us to inquire.
Communication Schedule
During Style Guide Phase
- • Daily updates on design progress
- • Email + platform notifications
- • 24-hour response time to your questions
During Production
- • Weekly status updates every Monday
- • Photos at key milestones
- • Immediate alerts for any delays
Before Delivery
- • 1-week advance notice
- • Delivery window confirmation
- • Logistics coordination
Post-Delivery
- • 24-hour check-in
- • 1-week follow-up
- • Ongoing support via dashboard
Common Timeline Extensions
Transparency is key. Here's what can add time to the standard timeline:
- • Style guide revisions: Each major revision adds 2-3 days
- • Delayed measurements: We can only start production once we have all employee measurements
- • Custom fabric sourcing: Special fabric requests can add 1-2 weeks
- • Complex customizations: Highly detailed embroidery or unique features
- • Large orders (150+ suits): May require extended production time
We'll always communicate any timeline changes immediately and provide updated delivery estimates.
Your Action Items to Keep Things on Track
Approve style guide within 48 hours
Once we present the style guide, quick approval helps maintain timeline
Collect measurements within 2 weeks
Coordinate with your HR to measure all employees promptly
Process deposit payment within 3 business days
Production begins immediately upon receiving the 50% deposit
Designate a primary contact
One person from your team to handle approvals and communication
Responsibilities
Clear division of responsibilities ensures a smooth partnership. We handle the complexity, you provide the essential inputs.
Your Responsibilities
1. Brand & Style Input
- • Provide brand guidelines and logo files
- • Share inspiration or examples of desired aesthetic
- • Approve or request changes to style guide
- • Make final decision on fabric selection
2. Employee Measurements
- • Coordinate measurement sessions with staff
- • Collect measurements using our guide
- • Obtain GDPR consent from employees
- • Upload measurement data to platform
- • Verify employee names and departments
Note: We can provide on-site measurement service (additional cost)
3. Approvals & Payments
- • Review and approve order summary
- • Process 50% deposit within 3 business days
- • Inspect delivered uniforms within 24 hours
- • Process final 50% payment within 7 days
- • Report any defects within 24 hours of delivery
4. Internal Distribution
- • Distribute uniforms to employees
- • Communicate uniform care instructions
- • Collect feedback from staff
- • Coordinate reorders for new hires or replacements
5. Communication
- • Designate primary contact person
- • Respond to our questions within 48 hours
- • Provide delivery logistics details
- • Inform us of any staffing changes
KHAYBAR Responsibilities
1. Design & Consultation
- • Conduct discovery consultation
- • Recommend fabrics based on department needs
- • Create comprehensive style guide
- • Provide fabric samples for approval
- • Generate CLO3D previews (when applicable)
2. Measurement Support
- • Provide detailed measurement guide
- • Offer training video for your HR team
- • Supply template spreadsheet
- • Validate uploaded measurement data
- • Flag any missing or unclear measurements
3. Production Management
- • Coordinate with manufacturing partners
- • Monitor production quality at every stage
- • Provide weekly progress updates
- • Conduct final quality inspection
- • Ensure on-time delivery
4. Platform & Technology
- • Maintain hotel dashboard access
- • Store employee measurements securely (GDPR-compliant)
- • Provide real-time order tracking
- • Generate order reports and documentation
- • Calculate and display impact metrics (meals generated)
5. Quality Assurance
- • Enforce strict quality standards with partners
- • Handle defect reports within 48 hours
- • Coordinate replacements or adjustments
- • Provide 24-hour inspection period
- • Maintain quality documentation
6. Ongoing Support
- • Respond to inquiries within 24 hours
- • Facilitate reorders for new employees
- • Provide uniform care guides
- • Track impact metrics (9:10 model)
- • Offer style guide updates as needed
Partnership Principle
We believe in shared responsibility and mutual respect. You focus on running your hotel excellently, we focus on delivering exceptional uniforms that elevate your brand. When we each fulfill our responsibilities, the result is a seamless experience that benefits everyone—including the families who receive meals through the 9:10 impact model.
Platform Guide
Your hotel dashboard is designed for simplicity and transparency. Everything you need, accessible 24/7 from any device.
Getting Access
Upon partnership confirmation, you'll receive:
- • Welcome email with login credentials
- • Platform tour video (5 minutes)
- • Optional 1-on-1 walkthrough session
- • Quick reference guide (PDF)
Dashboard Overview
Your command center for all uniform-related activities
- ✓View active orders and their status
- ✓Track delivery timelines
- ✓See your impact metrics (suits ordered, meals generated)
- ✓Access quick actions for common tasks
Employee Management
Centralized employee data and measurement tracking
- ✓Add/remove employees
- ✓Upload and manage measurements
- ✓View measurement history
- ✓Assign uniforms to specific employees
- ✓GDPR consent tracking
Order Tracking
Real-time visibility into every order
- ✓Current production stage
- ✓Expected delivery date
- ✓Quality checkpoint updates
- ✓Shipment tracking information
- ✓Order documentation and invoices
Analytics & Reports
Insights into your uniform program
- ✓Spending by department
- ✓Order frequency and patterns
- ✓Impact metrics visualization
- ✓Export data for internal reporting
- ✓Year-over-year comparisons
Notifications
Stay informed without checking constantly
- ✓Order status changes
- ✓Delivery confirmations
- ✓Action required alerts
- ✓Reorder reminders
- ✓Customizable notification preferences
Settings & Preferences
Customize your experience
- ✓Manage user access (multi-user support)
- ✓Update hotel information
- ✓Set default preferences
- ✓Download style guide
- ✓Access support resources
Common Workflows
Adding a New Employee
- 1. Go to Employee Management
- 2. Click "Add Employee"
- 3. Enter name, department, measurements
- 4. Submit for GDPR consent
- 5. Place uniform order
Placing a Reorder
- 1. Go to "New Order"
- 2. Select employees needing uniforms
- 3. Choose from approved style guide
- 4. Review order summary
- 5. Submit and pay deposit
Tracking an Order
- 1. Go to "Orders" tab
- 2. Select active order
- 3. View production stage
- 4. Check expected delivery date
- 5. Download order documentation
Viewing Impact Metrics
- 1. Go to "Analytics" tab
- 2. Select "Impact Dashboard"
- 3. See suits ordered & meals generated
- 4. Export report for stakeholders
- 5. Share on social media (optional)
Mobile-Friendly Design
The platform is fully responsive and works seamlessly on smartphones and tablets. Check order status, approve designs, or add employees on the go.
Supported Browsers:
- • Chrome (recommended)
- • Safari
- • Firefox
- • Edge
Device Requirements:
- • Modern smartphone or tablet
- • Stable internet connection
- • No app download required
- • Works on any operating system
Platform Support
We're here to help you make the most of the platform:
Help Center
Video tutorials, FAQs, and step-by-step guides available 24/7
Email Support
support@atelierkhaybar.com
Response within 24 hours
Live Chat
Available Mon-Fri, 9am-6pm CET via dashboard
Service Level Agreement
Our commitments to you, formalized. These are the standards we hold ourselves to in every partnership.
Core Service Commitments
Delivery Timeline
Standard Orders: 6-8 weeks from order confirmation
Expedited Orders: 4-5 weeks (additional cost)
Guarantee: If we miss the agreed delivery date, you receive 10% credit towards your next order
Quality Standards
Defect Rate: Less than 2% acceptable
First-Time Fit: 95%+ accuracy on measurements
Guarantee: Critical defects result in full replacement at no cost
Communication
General Inquiries: 24-hour response time
Urgent Issues: 4-hour response (business hours)
Weekly Updates: During production phase
Platform Uptime
Availability: 99.5% uptime guarantee
Maintenance: Scheduled during off-hours
Support: Technical issues resolved within 48 hours
Defect Resolution Process
Report Within 24 Hours
Upon delivery, inspect all uniforms. Report any defects within 24 hours via your dashboard or by emailing support@atelierkhaybar.com with photos.
Our Acknowledgment (48 Hours)
We acknowledge your report within 48 hours and classify the issue:
- • Critical: Wrong fabric, size, or major construction flaw
- • Major: Visible quality issues affecting appearance
- • Minor: Small imperfections easily correctable
Resolution Agreement
Based on defect classification:
Critical: Full replacement produced and shipped within 3 weeks, no cost to you
Major: Replacement or 50% credit towards next order (your choice)
Minor: 10-20% credit or on-site alteration service
Response Time Guarantees
| Inquiry Type | Response Time | Resolution Time |
|---|---|---|
| General Questions | 24 hours | N/A |
| Style Guide Feedback | 12 hours | 48 hours (revisions) |
| Order Status Updates | 4 hours | Immediate (if available) |
| Minor Defect Reports | 48 hours | 1-2 weeks |
| Major/Critical Defects | 24 hours | 2-3 weeks |
| Urgent Production Issues | 4 hours (business hours) | Same day (communication) |
| Platform Technical Support | 12 hours | 48 hours (fix) |
Business hours: Monday-Friday, 9am-6pm CET. Urgent issues outside business hours: email urgent@atelierkhaybar.com
Service Exclusions
For transparency, here's what our SLA does not cover:
- • Delays caused by late payment of deposit (50%)
- • Delays caused by incomplete or incorrect employee measurements provided by hotel
- • Multiple style guide revisions beyond 3rd revision (additional time/cost)
- • Damage to uniforms after delivery and acceptance
- • Employee-specific fit issues if measurements were provided incorrectly
- • Force majeure events (natural disasters, pandemics, etc.)
Our Commitment to Excellence
These service levels are minimum guarantees. We consistently exceed them because your satisfaction is our success. After every order, we'll ask for feedback to continually improve our service.
Quarterly reviews with hotel partners to discuss performance, address concerns, and explore opportunities for improvement.
Measurement Guide
Accurate measurements are essential for perfect-fitting uniforms. This guide makes the process simple for your HR team or designated staff.
What You'll Receive
- • Detailed measurement guide (PDF)
- • 10-minute training video
- • Measurement spreadsheet template
- • GDPR consent form template
- • Employee communication template
Required Measurements
For Male Employees (Suits)
1. Chest Circumference
Measure around the fullest part of the chest, under arms
Typical range: 90-120cm
2. Waist Circumference
Measure around natural waistline (belly button level)
Typical range: 75-105cm
3. Shoulder Width
Measure from shoulder point to shoulder point across back
Typical range: 42-52cm
4. Sleeve Length
From shoulder seam to wrist bone
Typical range: 60-68cm
5. Jacket Length
From base of collar to desired hem (usually bottom of seat)
Typical range: 70-80cm
6. Trouser Inseam
From crotch to ankle (where trouser should end)
Typical range: 75-85cm
7. Neck Circumference
Around base of neck (for shirt collar)
Typical range: 37-44cm
8. Height & Weight
For overall fit reference
For Female Employees (Suits/Blouses)
1. Bust Circumference
Around fullest part of bust
Typical range: 80-105cm
2. Waist Circumference
Around natural waistline
Typical range: 65-90cm
3. Hip Circumference
Around fullest part of hips
Typical range: 85-110cm
4. Shoulder Width
From shoulder point to shoulder point across back
Typical range: 38-46cm
5. Sleeve Length
From shoulder seam to wrist
Typical range: 57-65cm
6. Jacket/Blouse Length
From shoulder to desired hem
Typical range: 55-65cm
7. Trouser/Skirt Inseam
From crotch to ankle (trousers) or knee (skirts)
Typical range: 70-80cm (trousers)
8. Height & Weight
For overall fit reference
Measurement Best Practices
✓ DO
- • Use a flexible tape measure
- • Measure over light clothing (shirt/blouse only)
- • Keep tape measure snug but not tight
- • Measure each person standing upright
- • Take measurements twice to verify
- • Round to nearest 0.5cm
✗ DON'T
- • Don't measure over bulky clothing
- • Don't pull tape too tight (leaves marks)
- • Don't rely on employee's self-reported sizes
- • Don't measure when clothing is wrinkled
- • Don't rush—accuracy matters more than speed
- • Don't guess if unsure—remeasure
GDPR Compliance & Employee Consent
Employee measurements are personal data. We take GDPR compliance seriously:
Explicit Consent Required
Each employee must sign a consent form before measurements are collected and stored
Secure Storage
All measurement data is encrypted and stored securely on our platform
Right to Access & Deletion
Employees can request to view or delete their measurement data at any time
Limited Purpose
Measurement data is used solely for uniform production—never shared with third parties
We provide a GDPR-compliant consent form template in multiple languages for your convenience.
Optional: On-Site Measurement Service
Prefer we handle measurements? We can send a professional tailor to your hotel:
- • Professional measuring by experienced tailor
- • Eliminates training burden on your HR team
- • Higher accuracy (virtually zero measurement errors)
- • GDPR consent collected on-site
- • Typically completed in 1-2 days for teams up to 50 people
Pricing: €15-25 per employee (location-dependent)
Available in Netherlands, Belgium, and major European cities. Contact us for availability.
Common Measurement Mistakes to Avoid
- Relying on clothing sizes: A "size 50 jacket" from one brand may not match another. Always measure directly.
- Measuring over thick clothing: Sweaters or jackets add bulk. Measure over a thin shirt/blouse only.
- Not accounting for posture: Have employees stand naturally, not overly straight or slouched.
- Forgetting to verify: Taking each measurement twice catches errors early, saving expensive remakes.
Impact Partnership: The 9:10 Model
Your uniform investment creates measurable social impact. This isn't add-on charity—it's embedded in our business model. Every 9 suits you order automatically generates 10 meals for families in need.
How It Works
Suits You Order
1.111111 multiplier
Meals Provided
Your Hotel's Impact
Small Hotel (30 staff members)
Initial Uniform Order:
30 suits
Meals Generated:
33 meals
Annual reorders (10-15 suits) = additional 11-17 meals per year
Mid-Size Hotel (80 staff members)
Initial Uniform Order:
80 suits
Meals Generated:
89 meals
Annual reorders (20-30 suits) = additional 22-33 meals per year
Large Hotel (150+ staff members)
Initial Uniform Order:
150 suits
Meals Generated:
167 meals
Annual reorders (40-60 suits) = additional 44-67 meals per year
Tracking Your Impact
Your Hotel Dashboard
- • Real-time counter of suits ordered
- • Live meals generated total
- • Historical impact over time
- • Download impact certificates
- • Shareable impact graphics
Public Recognition
- • Featured on our Ambassadors page
- • Your logo displayed (with permission)
- • Impact milestones celebrated
- • Case study opportunities
- • Social media co-promotion
How Meals Are Distributed
Partnership with Verified Organizations
We work with established meal distribution charities that serve families in need across Europe and beyond.
Meal Funding Allocation
For every 9 suits produced, a portion of revenue is allocated to meal funding—embedded in our pricing, not an optional donation.
Quarterly Distribution
Meals are distributed quarterly through partner organizations. Reports available upon request.
Transparent Tracking
All impact metrics are tracked publicly on our website. You'll see cumulative totals updated monthly.
Leveraging Your Impact for Brand Storytelling
Internal Communications
- • Share impact metrics in staff newsletters
- • Display impact posters in break rooms
- • Include in employee onboarding materials
- • Celebrate milestones with your team
Guest-Facing Communications
- • Lobby signage explaining the 9:10 model
- • In-room materials about your social impact
- • Website content showcasing partnership
- • Social media posts (we provide graphics)
Corporate Communications
- • Include in CSR/ESG reports
- • Add to sustainability credentials
- • Mention in press releases
- • Use in award applications
Content We Provide
- • Branded impact graphics
- • Social media caption templates
- • High-res photos for marketing
- • Impact certificates (downloadable)
Impact Beyond Uniforms
Luxury hospitality is about creating memorable experiences. By partnering with KHAYBAR, you're not just dressing your team impeccably—you're extending your hospitality beyond your walls. Every uniform represents a meal for a family, a gesture of generosity that echoes the very essence of hospitality itself.
"The nourishment of the body is food, while the nourishment of the soul is feeding others."
Ready to Begin Your Partnership?
Contact us to schedule your onboarding call:
Email: hotels@atelierkhaybar.com
Phone: +31 (0) 20 XXX XXXX
Welcome to a partnership that goes beyond uniforms. Together, we'll dress your team in excellence while feeding families in need. The 9:10 model means every suit you order creates measurable social impact.