The term "hotel maintenance" refers to the sum of all the tasks that are required to ensure that a hotel is always in pristine form.
Maintaining hotel assets in excellent shape is crucial if you want to make sure guests are satisfied enough to come back and leave glowing reviews about your business on Yelp.
Some of the advantages of using a robust hotel preventive maintenance program reportedly include a 71% drop in guest complaints, a significant 19% increase in customer service ratings, and reduced onboarding time.
But then again, that’s just the tip of the iceberg.
Maintenance managers with a knack for digitized solutions will always fill you in on the numerous benefits of these programs, and how they enable hotel staff to adopt a proactive approach.
In this post, we’ll talk about different aspects of hotel maintenance programs, and how they’ve become a game-changer in the modern-day software industry for on-site teams.
Let’s get started.
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Top 7 Best Hotel Maintenance Program Software
Let's take a detailed look at some of the best hotel maintenance software that you can potentially use to optimize your business's operational efficiency and team performance.
1. Xenia: #1 Hotel Preventive Maintenance Program
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Xenia comes as one of the best hotel maintenance program software for various hospitality industries.
Owing to a multitude of different features, the platform offers a robust mobile-first solution that enables hotel teams to not only create, manage, track, and complete preventative maintenance activities directly from their mobile devices but also to communicate digitally on the go.
The same goes for reactive maintnance activities.
For anything that’s identified during a hotel maintenance audit, new work orders can be created by line managers to rectify outstanding issues.
Meanwhile, Xenia’s integrated real-time chat function keeps everyone on track through 24/7 task-centric and site-wide chat room functionality, ditching unnecessary radio comms along the way.
Furthermore, the reporting options enable stakeholders to see trends in asset health over time, examine maintenance data for individual objects in specified intervals and much more. Access necessary information and documents with a few taps, and gain deeper insights through customizable reports.
A system like Xenia provides you with all of the tools you need to simplify hospitality industry maintenance operations in a centralized manner.
Key Features
- Preventative Maintenance: Make a preventative maintenance schedule to guarantee that asset uptime is not jeopardized. Attach photos, templates, videos, and comments to each assignment and assign completion to a team or person.
- Inspections & Audits: Simplify hotel asset inspections, and achieve regulatory compliance with the dynamic inspection and audits tool, avoiding near misses and such incidents.
- Work Order Management: Reduce process times by assigning tasks and monitoring them on any device.
- Multi-Location Management: Combine daily operations, maintenance activities, standardization of procedures, and compliance on one central platform.
- Automate Corrective Actions: Make smart inspections with steps that, upon fulfillment of a highlighted response (e.g., a failed step or an out-of-range meter log), trigger automation.
- Smart Inspection Workflows: Every stage of Xenia's operations template builder incorporates conditional logic. Develop a remedial action for an inspection step that went wrong, notifying management when meter readings are out of range, and much more, depending on a form answer.
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. CloudPM
With the ability to meet the demands of hotels of all sizes, CloudPM has established itself as a powerful brand in the hotel property management system industry.
CloudPM's cloud-based solutions have shown to be flexible and scalable, making it an excellent choice for businesses of all sizes, from expansive vacation rentals to upscale hostels.
The unique flexibility of CloudPM allows it to accommodate the specific needs of both small and big hotels.
Key Features
- Expediting Report: You can generate an exhaustive list of all the supplies and services required for your project's timely and effective completion with the help of the Expediting Report Module.
- Daily Reports: With Cloud PM, generating comprehensive Daily Reports has never been simpler. This allows you to effectively record all construction activity using this user-friendly platform and distribute it to every team member.
- Tasks and Reminders: Maintaining track of all your team, individual, and project tasks and meeting deadlines is made simple with Cloud PM. Task delegation, prioritization, and real-time progress tracking are all simple to implement.
Pricing
- Small Team: $40/month
- Medium: $60/month
- Large: $120/month
3. StayNTouch Cloud PMS
Innovative hotel maintenance program software called StayNTouch Cloud PMS was created by hoteliers who value guest happiness as the top priority.
Built with the visitor experience in mind, it provides an extensive toolkit to maximize backend administration and front-end user interactions, perfectly lining up to promote guest-focused experiences.
The commitment of StayNTouch Cloud PMS to improving the visitor experience made it stand out.
Key Features
- Staff & Guest Mobility: Let your guests check in/out on their mobile phones and enable your staff to serve guests wherever they are.
- Chain Management: An intuitive Chain Dashboard that lets you manage availability across your portfolio and quickly transition between chain, group, and individual property perspectives.
- Reservation Management: No more headaches for your agents or guests—in a matter of seconds, they can make bookings, change rooms, update reservations, and hyper-search reservations.
Pricing
- Contact the vendor for pricing
4. Oracle Hospitality OPERA
Up next on our hotem maintenance program software list, we've got Oracle Hotel Services OPERA.
Also known as OPERA Property Management System, this platform is an all-inclusive hotel maintenance program that large hospitality businesses use to manage their complex property operations.
Because of its resilience, the system can integrate smoothly across several platforms and provide capabilities that are particularly designed for large hotel chains.
OPERA's standout tool-ste offers outstanding integration capabilities are what make it shine.
Key Features
- Property Management System: OPERA 5 property management is the right fit for all properties, from small hotels to huge worldwide resorts, since it is designed to enable flexibility to suit each hotel's particular demands.
- Advanced Reporting and Analytics: It comes with built-in capabilities for data cleansing, extensive standard reports and KPIs, and tools for ad-hoc queries, custom views, and reports.
- Analyzer Reports: The reports enable IT professionals to improve OPERA 5 maintenance and performance management.
Pricing
- Contact the vendor for pricing
5. Optii
Optii provides a platform for cleaning, maintenance, guest service, and chat for boutique and big hotels.
Job and guest request auto-assignment is made possible by the platform's robust automation features.
The preventive maintenance system from Optii includes features such as scheduling, asset management, and ad hoc task assignment. Room attendant routing, room status, and cleaning training standards are all part of the company's housekeeping solutions.
Hospitality managers can save money on labor, boost efficiency, and enhance cross-departmental communication with the use of Optii's work order system, which is superior to more conventional hotel maintenance program software solutions.
Key Features
- Housekeeping: Efficiently manage cleaning and labor while monitoring room statuses
- Preventative Maintenance: Control and oversee all of your hotel's regular and unscheduled maintenance tasks
- Service: Keep the front desk and the back office from receiving too many calls by handling visitor requests.
Pricing
- Contact the vendor for pricing
6. Hippo
Up next on our hotel maintenance program software recommendations list, we've got Hippo CMMS. The platform offers flexible CMMS and multi-industry solutions from different niches to cater to a wide variety of audience.
In that sense, Hippo is more of a household name.
Customized for hotel management, alongside other industries, this web-based system is a great choice. Due to its simple UI and straightforward UX, the program is perfect for the less tech-savvy users with limited technical skill levels.
The work order management feature in Hippo allows users to enter requests for housekeeping or facility maintenance tasks and monitor their progress.
Work orders can be enhanced by allowing employees to attach photos taken with their mobile devices immediately. Doing so allows for the logging of problems, proof of completion, and thorough maintenance records.
Key Features
- Preventive Maintenance: PM schedule layout options enable the before scheduling of normal or recurrent maintenance work. This keeps them from getting lost in the shuffle and allows management to allocate them to individual technicians.
- Equipment/Asset Management: Provides a systematic approach to asset maintenance and monitoring while improving their longevity. Budgeting, preventive maintenance, predictive maintenance, asset monitoring, data management, barcode production, and audit trails are all included.
- User-Friendly Interface: The straightforward, user-friendly interface is ideal for individuals with less technical knowledge.
Pricing
- Contact the vendor for pricing
7. Maintenance Connection
Maintenance Connection's hotel preventive maintenance program provides a comprehensive set of maintenance management tools that are appropriate for the hotel sector.
It offers asset management, work order tracking, asset tracking, maintenance procedure libraries, preventative maintenance scheduling, inventory control, reporting, and service requests.
Maintenance Connection is on the list of top maintenance softwares for hotels because its mobile CMMS allows technicians and managers to handle management responsibilities on the road, boosting the software's productivity and usability.
Key Features
- Work Order Management: Enabling users to generate, assign, and track work orders. If there is a backlog of work to be performed, administrators may allocate tasks to particular technicians and schedule them for specified dates.
- Asset Management: The drag-and-drop interface allows for simple creation, search, and editing of asset profiles. Arrange profiles according to hierarchy, location, operating state, and other criteria for easier searching and categorization.
- Preventive/Predictive Maintenance: To schedule and conduct maintenance operations create both preventive and predictive maintenance plans. Configurable notification settings notify technicians or administrators when recurrent maintenance activities are needed and add the relevant work order to the work queue.
Pricing
- Contact the vendor for pricing
What is Hotel Maintenance?
Hotel maintenance is the upkeep of the different systems and components utilized in the hotel business.
These systems include standard building operations such as HVAC, electrical, and plumbing, as well as various demands specialized to hotels and their clients.
Depending on the size of the hospitality businesses, these precise demands vary greatly, and their breadth is further determined by the location of the hotel and the services it provides.
Hotel maintenance can include the upkeep of freezers, elevators, cable TV, phone lines, personal computers, room furniture, and lighting fixtures.
According to official statistics, the expenses of maintaining technical infrastructure such as HVAC equipment, fire alarms, electrical systems, and security can account for up to 60% of a hotel's overall operating expenditures.
This vast range of maintenance requirements necessitates a wide range of knowledge from hotel maintenance workers. It also implies that maintenance planning is critical for hotel performance.
Importance of Hotel Maintainance
A hotel costs around $130 per night on average. If any of the rooms it leases has a serious issue, it involves a loss of $130 every night that the unit requires repairs. If the repair work necessitates the closure of numerous rooms for a few days during a busy season, the cost rapidly climbs.
Let's say, for example, that during the summer, the building's water pressure fails on one story. The time it takes to detect and resolve the problem might result in extended downtime. If the floor contains twenty rooms, each night's income potentially at $2,600 will be at stake.
According to Inc., it takes around 40 great customer experiences to repair the harm caused by one negative review. Customer satisfaction is mostly driven by room quality (24%) and hotel amenities (19%).
Types of Maintenance in the Hotel Industry
Hotel upkeep is often divided into three categories:
Reactive Maintenance
Reactive maintenance is maintaining something only after it has broken down, such as a faulty HVAC unit. Reactive maintenance is appropriate for certain assets, such as non-critical equipment that is inexpensive and simple to replace. Downtime may be highly expensive for others, such as an electrical system; thus, preventative maintenance methods must be in place.
Preventive Maintenance
This form of maintenance seeks to repair faults before they become problems—and, more crucially before they cause visitors to complain. Preventive maintenance necessitates establishing a maintenance program and frequently inspecting the condition of assets.
Major Maintenance Projects: Because large projects require time to organize and perform, they are often planned during the off-season. For instance. A significant job involves updating your whole HVAC system or modifying your electrical system to reduce usage. Electricity is the most expensive utility expense in the hotel business, accounting for 60% of total utility expenditures.
5 Ways to Streamline Hotel Maintenance
So, how does one keep a hotel running? The best hotel maintenance program software includes a few critical elements. Let us go over each of them individually.
1. Implement a Proactive Maintenance Program
If your approach to maintenance is solely reactive, you compromise both your hotel's reputation and the safety of your guests and employees. Having a proactive maintenance program in place helps to keep visitors pleased. Furthermore, your maintenance expenditures will be smaller and more predictable.
2. Use Hotel Maintenance Software
The easiest method to guarantee that work is performed on time is to automate a portion of the maintenance schedule and procedures. The best hotel maintenance program software, such as preventative maintenance software, assists management in planning jobs in advance, scheduling recurrent repair orders, and responding rapidly to failures.
3. Invest in Staff Training
Unfortunately, the hotel business has one of the greatest turnover rates when compared to other industries, at 73.8 percent. Investing in staff training demonstrates to your workers that you appreciate them and care about their professional growth, as well as assisting you in better maintaining your hotel. However, if your maintenance staff is educated to handle the majority of issues, you won't have to rely on contractors, who may or may not be available when you need them.
3. Create Standard Operating Procedures (SOPs)
Create standard operating procedures (SOPs) on which your staff can rely whenever an asset has to be serviced. Make your SOPs easily accessible, and utilize checklists and templates that are simple to use. SOPs and checklists assist you and your team in being organized and responsible.
4. Use an Inventory Management System
For a hotel to run effectively, maintenance staff must have the required inventory—tools, spare parts, and materials—to execute its work. Consider using a hotel preventive maintenance program to manage your inventory and get automated alerts when you need to buy anything.
Furthermore, if you have a few storage rooms, it's crucial to know where your inventory is kept so that maintenance people can easily identify what they need.
5. Track Important KPIs
To properly operate your hotel, you must keep track of your statistics and study how they change. The following are examples of key performance indicators (KPIs):
- Downtime and availability of assets
- Asset condition on a scale
- Upkeep expenses
- Timeframes for completing work orders
- The number of customer maintenance complaints
These data give significant insights into the current condition and progress of your maintenance program. This allows you to detect critical problems and broad patterns, as well as improve over time.
Bottomline
Even though the hospitality industry is currently grappling with uncharted territory post-COVID-19, one thing that remains constant is that any services oriented hotel staff doesn’t compromise preventive and reactive maintenance to ensure a delightful experience.
Using preventive maintenance software, such as Xenia, to streamline processes, improve team communication, and assist with recurring work orders is a straightforward approach to arranging maintenance work is what it’s all about.
Are you ready to hit some maintenance KPIs with Xenia?
We look forward to hearing from you.
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 All Your Hotel Preventive Maintenance Operations With Xenia Today
Hotel maintenance activities are chaotic at best, especially when simultaneous processes have to be handled.
We get it!
It's time to streamline all your simultaneous hotel work orders, processes and workflows with the best hotel work order software.
Our customers love Xenia's robust use cases including:
🛠️ Hotel Work Orders
Create hotel 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.
✔️ 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
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step.
Hotel managers can 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.
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