Hotel maintenance is essential for keeping everything running smoothly in the hospitality industry. It involves taking care of things like heating, air conditioning, plumbing, and electricity.
Maintaining a hotel requires a variety of tasks, such as ensuring that refrigerators, elevators, and cable TV function properly and fixing phone lines, computers, room furniture, and lights.
To accomplish all of this, you’ll need a skilled maintenance team and small hotel maintenance software as proper planning, and analysis is crucial for the hotel's success.
In this post, we’ll fill you in on preventive software for hotels and some of the best small hotel maintenance software for hospitality platforms in 2024.
So, let’s get started!
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8 Best Small Hotels Maintenance Software in 2024
Before we delve any further into the general side of things related to hotel maintenance, let's take a look at it from software application point of view. Here's a list of some of the best small hotel maintenance software that won't cost you a pretty penny to get started.
1. Xenia. Best Small Hotel Maintenance Software
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Xenia is the No.1 maintenance software that enables the hospitality industry to manage their everyday tasks more efficiently.
It has plenty of features that make it easy for multi-sized hotel staff to create and manage maintenance tasks using their mobile phones.
How so?
Preventive maintenance operations are chaotic at best; especially if they are running simultaneously. Managers need to be proactive in terms of maintaining an overall upkeep factor, regardless of whether it’s front-ended, or something related to critical hotel equipment functionality.
For that very reason, they setup, or at least they’re looking to setup multiple work orders - and that too, over multiple locations within a single hotel branch. Ideally, these work orders are deployed to designate the concerned maintenance crew to ensure that equipment is running at an optimal level.
Take the example of HVAC components: let’s say a boiler is near breakdown condition since the last preventive maintenance check.
Through Xenia, if hotel managers have setup tasks in a recurring order, then the work order serves as a one-off solution that’d automatically notify the concerned team of upcoming preventive maintenance check for the equipment.
Doing so, saves plenty of hassle and headaches that can be avoided through such software features.
And overall, these technical perks go a long way in terms of avoiding near misses!
Moving on, this maintenance software for hospitality platforms comes with a robust AI-Powered SOP creation tool that not only caters to various use cases from the hotel and restaurant industries but also fulfills multiple business requirements.
Features
- Preventative Maintenance Scheduling: Create a plan for regular maintenance to ensure assets keep working well. Add photos, templates, videos, and comments to each task, and assign the job to a team or person to complete.
- Inspections & Audits Simplified: Make hotel asset inspections easier and meet regulations using the inspection and audits tool. This prevent incidents and ensures compliance.
- Efficient Work Order Management: Save time by assigning tasks and tracking them on any device.
- Centralized Multi-Location Management: Bring together daily operations, maintenance tasks, standard procedures, and compliance in one place. This central platform makes it easier to handle multiple locations.
- Automated Corrective Actions: Improve inspections by setting up steps that automatically trigger actions when a highlighted response occurs (like a failed step or an out-of-range meter log).
- Inspection Workflows: Each stage in Xenia's operations template builder includes conditional logic. Create a plan for corrective action when an inspection step goes wrong, notify management when meter readings are off, and more, based on form answers.
Pricing
- Free Forever: Free trial for up to 5 users with access to basic features
- Starter: $99 / month for 15 users
- Premium: $199 / month for 15 users with unlimited access to all the core features
- Custom: Need something tailored to your organization?
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. StayNTouch Cloud PMS
StayNTouch Cloud PMS is a super helpful maintenance software for hotels. It's made for hotel managers who care about making guests happy.
The cool thing about it is that it's designed to make both the behind-the-scenes stuff and guest interactions smooth.
Picking the right hotel tool can be tricky. Compared to other tools, it has a user-friendly interface focusing on guest interactions. StayNTouch Cloud PMS is the best choice for anyone who wants a platform that's all about giving guests a great experience.
Features:
- Maintenance: It provides reminders and task lists for maintenance of floors and rooms.
- Real-time Booking Engine: StayNTouch Cloud PMS features a real-time booking engine, facilitating quick and efficient reservations for guests, minimizing wait times, and contributing to an improved overall guest experience.
- Simplified Check-in Process: The system streamlines the check-in process, ensuring a hassle-free experience for guests with minimal waiting times.
- Seamless Integration with OTAs: StayNTouch effortlessly integrates with major online travel agencies (OTAs) such as Expedia and Airbnb, expanding the hotel's reach and online presence.
- Compatibility with Payment Processing Systems: The software seamlessly connects with popular payment processing systems, offering a convenient and secure way to handle transactions.
- Cloud-Based Management: As a cloud-based hotel management system, StayNTouch allows for flexibility and on-the-go management, providing accessibility from anywhere with an internet connection.
- Integrations with Additional Tools: The platform offers integrations with tools like Little Hotelier, enhancing its functionality and providing hoteliers with comprehensive management tools.
- Mobile App Accessibility: StayNTouch provides a mobile app, enabling users to manage hotel operations and guest interactions conveniently while on the move.
Pricing
StayNTouch Cloud PMS starts from $20/user/month (billed annually).
3. WebRezPro
WebRezPro is a cloud-based hotel maintenance software built to cater to different types of accommodations, from motels to vacation rentals, B&Bs, and inns.
It excels in streamlining operations to ensure a smooth guest experience and efficient management, making it particularly well-suited for places that aren't your typical large hotels.
WebRezPro is versatile, adapting easily to various types of lodgings like B&Bs, inns, and hostels. It simply offered the best set of features for the kind of places we were looking to manage.
Features:
- User-Friendly Booking Engine: WebRezPro boasts a booking engine designed for ease of use, streamlining the check-in process and minimizing wait times, ultimately enhancing guest satisfaction.
- Real-time Inventory Management: The software provides real-time inventory management, allowing hoteliers to efficiently stay on top of day-to-day changes in their accommodation availability.
- Preventive Maintenance: It offers multiple options to easily manage hotel maintenance, also helps you manage your staff and teams.
- Seamless Integration with OTAs: WebRezPro seamlessly integrates with major online travel agencies (OTAs) such as Expedia and AirBnB, expanding the reach of the hotel and maximizing online visibility.
- Specialized Tools for B&Bs: In addition to mainstream OTAs, WebRezPro offers tailored tools like Little Hotelier, specifically designed for Bed and Breakfasts (B&Bs), creating a comprehensive management solution that caters to the unique needs of diverse accommodation providers.
Pricing
WebRez Pro starts from $15/user/month (billed annually) + $50 base fee per month.
4. Protel PMS
Protel PMS is a top-notch hotel management software made for hotel owners who run properties in different parts of the world. It's especially great for big hotel chains with hotels all over the globe because it can handle multiple properties seamlessly.
Protel PMS is an excellent software because it's strong and can efficiently manage lots of hotels in different places.
Features
- Cloud-Based Architecture: Protel PMS excels with its cloud-based system, enabling real-time synchronization between properties, even across different geographical locations.
- Booking Engine for Multiple Properties: The intricately designed booking engine efficiently manages reservations across multiple properties, contributing to an optimal guest experience.
- Seamless Integration with Major OTAs: The software effortlessly integrates with major online travel agencies (OTAs), including Expedia, expanding the reach and visibility of the hotels.
- Compatibility with POS Systems and CRM Tools: Protel PMS smoothly works with Point of Sale (POS) systems and Customer Relationship Management (CRM) tools, streamlining various aspects of hotel management and enhancing overall efficiency.
Pricing
Protel PMS starts from $20/user/month (billed annually) + $60 base fee per month.
5. 360HMS
360HMS is a small hotel maintenance software that takes a complete approach to handling all aspects of hotel operations. Covering everything from bookings to guest experience, it provides a comprehensive 360-degree view, making it essential for those who want a full understanding of their hotel's day-to-day activities.
When looking for a versatile and all-encompassing hotel maintenance solution, 360HMS stood out as a strong contender.
It provides a panoramic view of all hotel operations, setting it apart in its offerings. The name isn't just a catchy label; the software genuinely provides a 360-degree perspective, making it the ideal choice for comprehensive hotel management.
Features
- Real-time Booking Engine: 360HMS boasts a real-time booking engine that efficiently manages room reservations, contributing to high guest satisfaction.
- Maintenance Management: 360HMS provides real time addition, access and management of maintenance tasks of hotels.
- Cloud-Based System: The software's cloud-based system enables quick check-in procedures and real-time updates across all departments, ensuring seamless coordination.
- Major OTAs: 360HMS integrates effortlessly with major online travel agencies (OTAs) like Expedia and AirBnB, expanding the hotel's online presence and visibility.
- Compatibility with POS Systems: The software connects efficiently with Point of Sale (POS) systems, broadening its operational capabilities and enhancing transaction processing.
- Integration with CRM Platforms: 360HMS integrates smoothly with popular Customer Relationship Management (CRM) platforms, providing a comprehensive solution for managing guest interactions and relationships.
Pricing
360HMS starts from $15/user/month (billed annually) + $50 base fee per month.
6. SynXis Property Hub
SynXis Property Hub stands out as a robust hotel maintenance software, excelling in both distribution and channel management for hotels.
When evaluating tools for their proficiency in channel management, SynXis Property Hub emerged as the clear leader.
The depth of its integrated distribution features and the seamless management of multiple channels made it a preferred choice. It's not just about having a variety of features; it's about how these features are effectively integrated, and SynXis excels in this aspect.
Features
- Channels: SynXis Property Hub is distinguished by its real-time channel management, facilitating smooth inventory control.
- Easy Check-in: The booking engine is crafted to provide hoteliers with a competitive advantage, guaranteeing guest satisfaction from booking to check-in.
- Partners: SynXis has established partnerships with prominent OTAs like Expedia and AirBnB, showcasing a wide reach for online bookings.
- Payment Prosses: The software seamlessly integrates with various aspects, including payment processing, invoicing, and CRM platforms, delivering a comprehensive management solution for hotels.
Pricing
From $25/user/month (billed annually) + $100 base fee per month
General Importance of The Best Small Hotel Maintenance Software
Usually, a hotel charges just under $130 per night on average.
If there is a significant problem in one of its rented rooms, it means a loss of $130 for each night that the room remains out of service for repairs. This loss can quickly add up, especially if the repair work requires closing down multiple rooms for a few days during a busy season.
For example, let's say there's an issue with water pressure on one floor during the summer. The time taken to identify and fix the problem could result in an extended period of downtime. If this floor comprises twenty rooms, it means a loss of $2,600 in revenue every night.
However, problems of this magnitude are often preventable, which shows the importance of a small investment in preventive maintenance to avoid such downtime altogether.
Places That Use Hotel Maintenance Management
The hospitality industry includes several types of hotels, all of which have their own maintenance needs:
- Hotels: Average hotels have several maintenance needs related to heating, cooling, plumbing, lighting, groundskeeping, and electronic equipment, among others.
- Serviced Apartments: Residential hotels are places where people stay for a longer time, like living in an apartment. The things we need to fix in these places are similar to what we would fix in apartments, not regular hotels. Even though they're more like apartments, there are still many different things that need to be taken care of in residential hotels.
- Resorts: Resorts in faraway places have special things they need to take care of. They have to make their electricity, manage water, and handle waste on their own. On top of that, they have to keep up with the extra things they offer, like golf courses, skiing, and swimming.
- Timeshare Rentals: In timeshare arrangements, individuals purchase accommodations for a specific period annually, and they often share responsibility for funding certain property maintenance.
- Casino Hotels: Casinos, with lodging as a secondary function, require more maintenance comparable to traditional hotels. Also, the gaming machines and food service areas on the property demand consistent attention and upkeep.
Conclusion
Hotel maintenance software provides an efficient way to oversee maintenance tasks by establishing a thorough preventive maintenance plan. Moreover, it facilitates the development of an effective predictive maintenance process through condition monitoring, leading to cost savings.
These systems can be acquired as standalone products or as part of a more extensive computerized maintenance management system (CMMS) or enterprise asset management (EAM) solution. Integration capabilities with various third-party applications, including accounting, inventory management, employee management, maintenance scheduling, and collaboration tools, are seamless.
The deployment options for hotel maintenance software include both cloud-based and on-premise solutions. Xenia stands out as the premier hotel maintenance software, offering advanced features and functionalities to streamline maintenance operations effectively.
Streamline Hotel Operations, Maintenance and Quality Assurance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help General Managers ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Daily Operations
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
💪 Team Accountability
Defeat pencil whipping and disorganized responsibility assessments by standardizing operations with Xenia. Chat with teams on any device, track time, collect photos, and ensure high quality work.
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Quality Assurance
👍 Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Streamline & Improve Hotel Operations, Maintenance, and Accountability with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help General Managers ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
💪 Team Accountability
Defeat pencil whipping and disorganized responsibility assessments by standardizing operations with Xenia. Chat with teams on any device, track time, collect photos, and ensure high quality work.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
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