13 Best Preventive Maintenance Software For Hotels To Streamline Operational Efficiency

It might be difficult for a hotelier to identify ways to enhance efficiency while managing guest arrivals and departures, doing daily administrative tasks, and ensuring perfect client satisfaction.

While there are several ways to increase a hotel's operational efficiency, one of the most important is communication - both getting feedback and listening to what your guests want and communicating among your staff members.

Before you can improve hotel operations management, you must first grasp what hotel operations are.

Then, alongside your team, devise a fool-proof plan to enhance operations management.

Top 13 Hotel Maintenance Management Software Solutions

Let's take a quick look at some of the best hotel maintenance management programs that are hot right now in the market. Read on...

1. Xenia - Overall Best Hotel Maintenance Management Software

Xenia is the most affordable and user-friendly preventive software for hotels to test in 2024.

Although Xenia has many features tailored to the hotel business, its robust maintenance capability has allowed it to expand its user base beyond only that sector. 

For starters, the mobile first solution offers basic features at a price free package to familiarize hotel managers with inspections, work orders, preventative maintenance, process standardization, asset tracking, and other tasks.

Users have complete access to a powerful template builder and a public template library with checklists, SOPs, inspections, forms, logs, surveys, and meeting agendas that can be utilized instantly or adapted to match each operation with Xenia.

Overall, Xenia simplifies the administration of work orders, preventative maintenance, and hotel housekeeping activities by enabling users to set up recurring and scheduled tasks.

That being said, here's a quick look at some of the key features of this program.

Key Features

• Sop’s & A.I. Assistant: AI-powered SOP creation and preventive maintenance checklist software for hotels designed to revolutionize the way you handle, document, and communicate your hotel's standard operating procedures.
• Scheduled Maintenance Planner: By employing detailed task specifications and data recording, you can optimize preventive maintenance, streamline weekly activities, and enhance the efficiency of other recurring routines in the hotel setting.
• Work Order Management: assign tasks and monitor progress across various devices with preventive maintenance software for hotels, reducing processing times and ensuring streamlined operations.
• Automate Corrective Actions:  Build smart inspections with automated steps that respond to events like failed steps or meter readings that are outside of the acceptable range.
• Smart Inspection Workflows: With the ability to respond definitively, this feature introduces a bunch of possibilities, such as rectifying errors in inspection steps, notifying management of meter readings beyond acceptable ranges, and offering a range of other functionalities

Pricing

• Free Forever: Free trial for up to 5 users
• 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

Feel free to Book a Demo Today!

2. SafetyCulture

SafetyCulture is a comprehensive  preventive software for hotels that includes scheduling, reporting, and recordkeeping features. A family-owned business in the United States has realized significant savings as a result of preventative maintenance using SafetyCulture. 

Maintenance managers, project managers, and other supervisory people utilize this simple method to execute basic maintenance tasks.

These maintenance measures enable the early identification of faults, their successful resolution, and the prevention of such issues disturbing regular operations.

Key Features

• Pre-made Industry Templates: For preventative maintenance, work orders, and purchase orders, among others, they are free to download and customize.
• Mobile Preventative Maintenance Checks: With note-taking (including text-to-speech), picture annotation, digital signatures, and auto-generated reports.
• Scheduling: To delegate crucial tasks that technicians may be unable to do within their preventive maintenance schedules, create actions with a title, description, assignee, priority level (high, medium, low, none), and due date.

Pricing

• Free Version: Available for teams of up to 10
• Pricing: Premium plan $24/month (with free 30-day trial period)

3. HelloShift

HelloShift assists you in transforming your hotel into a digital hotel.

Contactless hospitality is becoming more important. With reduced RevPAR and smaller budgets, operational efficiency is more important than ever.

HelloShift interacts with the PMS and delivers useful messages automatically at crucial stages in the guest lifecycle, such as before check-in. In addition, guests communicate with the Front Desk using their preferred messaging applications.

HelloShift allows hotel teams to collaborate across buildings, floors, shifts, and departments. The housekeeping staff effectively schedules and monitors preventive maintenance.

Key Features

• Asset Management & Tracking: Protect your investment - track routine maintenance tasks and ongoing issues with ease.
• Inspection & Checklist: Create inspections and checklists that are specific to your property with this preventive maintenance checklist software for hotels. Schedule periodic inspections and checklists.
• Hotel Inventory Management: View and track the inventory and get automatic notifications when it’s time to reorder.

Pricing

• Starter: Starts at $50/mo
• Pro: Starts at $160/mo
• Enterprise: Custom

4. RMS Cloud

RMS is a cloud-based hospitality property management tool that helps property managers and owners manage reservations, availability, pricing, communication, invoicing, and other aspects of their properties. 

The program is appropriate for all sizes of campsites, National Parks, RV parks, and marinas, and it can be used across multi-property setups, allowing organizations and chains to handle data from all of their properties in a single system. Through interaction with the global distribution system (GDS), multi-properties may distribute goods across several locations.

Key Features

• Property Management: Streamline your operations from a single place with RMS Cloud's world-class hotel management tools and creative solutions.
• Guest Experience: With their native solution, you can automate the majority of your day-to-day chores while saving money on third-party programs.
• Business Insights: With features like 360-degree reporting, customizable report authoring tools, operational snapshots, reservation status updates, and more, our dashboard is designed to provide you with valuable information about your company and inspire productivity.

Pricing

• Contact the vendor for pricing

5. Maintenance Connection

Businesses can benefit from Accruent's Maintenance Connection, a comprehensive computerized maintenance management system (CMMS) that helps them minimize asset failure and save downtime, thanks to its multi-site and multi-industry capabilities. 

Adaptable to the specific demands of your hotel, this  preventive software for hotels is accessible via the web and provides full administration of work orders, scheduling of preventative maintenance, and inventory control.

Key Features

• Intuitive Ease-Of-Use: Automatic and trigger-based alerts keep your entire team in the loop
• Improve Preventive Maintenance: Management of all incoming and current maintenance requests that are effective and transparent could assist your team in planning and executing reactive and preventative maintenance operations without delays or silos.
• Work Order Tracking: Using MC's work order request management, you can easily generate, view, edit, and execute maintenance work orders, as well as monitor maintenance requests in real-time.

Pricing

• Professional: $110/month
• Mobile CMMS: $58/month

6. FTMaintenance

By offering a platform for planning and monitoring hotel facility maintenance, FTMaintenance, a proactive maintenance software for hotels guarantees that guest experiences are problem-free. 

From large building systems to in-room fixtures, track all equipment and facility assets.

Utilize powerful preventive maintenance features to plan and schedule routine maintenance for safety and fire prevention devices, properties and landscaping, and seasonal maintenance projects. Work requests keep you informed about further maintenance requirements.

Key Features

• Work Order Management: Generate, create, and disseminate work orders that contain all of the information required for repairs automatically.
• Asset Management: All information regarding your company's assets and equipment should be kept in one place for simple access.
• Inventory Management: Track your maintenance, repair, and operations inventories across numerous sites with ease.

Pricing

• Contact the vendor for pricing

7. Maxpanda

Maxpanda's web-based CMMS guarantees that our customers receive precisely what they need when it comes to maintenance logistics. 

This specialized  preventive software for hotels is the answer you've been looking for to alleviate all of your maintenance program troubles, thanks to its strong security, user-friendly navigation system, and easy access.

Key Features

• Preventative Maintenance + Task Management: Generated Calendar and dynamic work orders on a set number of days after the last work order was completed
• Task Groups: Construct a list of Task Groups - A Task Group consists of many Tasks that can be allocated to various employees or contractors.
• Scheduled Reporting: Create quick reports for printing, downloading, and sharing, or schedule them on a weekly or monthly basis.

Pricing

• Contact the vendor for pricing

8. Oracle Hospitality OPERA Property Management System

Oracle Hotel Solutions Next-gen hotel management is made possible with OPERA Cloud Services, a cloud-based platform that is also mobile-enabled.

Built on top of the line OPERA enterprise solution suite, OPERA Cloud caters to hotels of all sizes with its user-friendly interface, extensive features covering every aspect of hotel management, safe data storage, and hundreds of important partner interfaces. 

Key Features

• Shift Management: To help managers create the best schedules possible, provide them with real-time data on labor demand and any volatility in that data.
• Worker Self-scheduling: Permit qualifying employees to choose their shifts, free themselves from coverage, or trade shifts with other eligible employees.
• Scheduling Compliance: Keep to complex regulations on things like seniority equality, schedule predictability, and tiredness management.

Pricing 

• Contact vendor for pricing

9. SynXis Property Hub

The SynXis Property Hub streamlines distribution and operations for your hotel. While improving day-to-day operations and increasing visitor engagement, go beyond just making a sale and make guests the focus of all interactions.

As one of the best preventive maintenance software for hotels, this tool comes with plenty of features.

Some of them are appended below.

Key Features

• Increase Operational Efficiency: Quicken staff training from weeks to days with user-friendly design and cut down on the time it takes to do mundane chores.
• ‍Access Your Property From Anywhere: Stay in control no matter where you are with cloud-native interfaces that work on tablets.‍
• Keep Data Secure: End-to-end tokenization with leading payment gateways means Property Hub never stores sensitive customer data.

Pricing 

• Contact vendor for pricing

10. eZee FrontDesk Hotel PMS

eZee FrontDesk is multi-functional hotel and motel software that can handle many tasks such as property management (pms), reservations, management, invoicing, and maintenance.

For hotels with 10–500 rooms, it is the perfect answer. Among its many features are the following: a reservation center, front desk operations, profile management, rate management, revenue management, office operations, analytics, reporting, and in-house operations. 

Key Features

• In House Operations: The features and tools for conducting in-house operations have been developed by working closely with the industry experts and keeping in mind the complexity of operations.‍
• Event Management: Make individualized plans according to the kind of events you often organize at your hotel, whether it's wedding weekends, receptions, business conferences, or something else entirely.‍
• Instant Hotel Reports: Get quick summaries of your hotel's reservation and income data on your tablet or smartphone with eZee's Mobile App for PMS reporting.

Pricing 

• Contact vendor for pricing

11. GuestWare

Up next on our best preventive maintenance software list, we've got Guestware.

With this hotel maintenance management system, your staff will have access to cutting-edge hotel management tools.

The tool unifies your processes, boosts client satisfaction, and gives you authority. In order to keep track of visitor reviews, surveys, problems, and their resolutions, guestware functions as a central repository.

With this comprehensive perspective, you can manage your hotel in every way.

Key Features

• Detailed Work Orders: Facilitate the timely completion of maintenance chores by individuals or teams by simply creating and issuing work orders. Optimize your maintenance routine, beginning with problem detection and ending with resolution, for a more efficient operation.‍
• Scheduling: Allows for proactive room, asset, and equipment maintenance, as well as room-by-room scheduling management. Make sure your visitors have a good time by keeping your facilities in good repair.‍
• Chats: Maintain a consistently clean and pleasant environment while streamlining communication and enhancing housekeeping operations.

Pricing 

• The Guestware Select pricing is $162 per month, per user.
• The Suite pricing is $275 per month, per user. 
• The pricing for Guestware Plus is available upon request. 

12. ALICE

From managing reservations and front desk operations to revenue and multi-property administration, ALICE's simple Cloud PMS streamlines a wide variety of hotel operations.

Increased staff productivity, increased revenues, decreased expenses, and a one-of-a-kind visitor experience that matches the brand's style and promise are all possible with StayNTouch Cloud PMS. 

To help hotels grow their company and provide exceptional service to their customers, StayNTouch Cloud PMS provides limitless interfaces, open APIs, integrated contactless check-in solutions, and comprehensive remote installation and training.

Key Features

• Housekeeping: Enhance room insights and communication with features that save operational expenses and increase worker efficiency.‍
• Service Delivery: Inspire your team to coordinate their efforts so that every request, whether from visitors or teammates, is promptly and reliably fulfilled.‍
• Guest Services: Prepare your front desk to provide scalable, customized service that goes above and beyond what clients expect.

Pricing 

• Contact vendor for pricing

13.  eMaint CMMS

In order to assist enterprises simplify their maintenance management process, eMaint provides a complete CMMS with a broad variety of capabilities.

The all-inclusive reporting and analytics features, efficient work order administration, and scheduling of preventative maintenance make eMaint the ideal option for managing maintenance chores and enhancing asset performance. 

Users in a wide range of sectors have faith in the program, making it a top pick for businesses seeking to improve their maintenance processes.

Key Features

• Asset Management: Find assets quickly in an ordered asset hierarchy, which simplifies management and extends asset longevity.
• Work orders: Embrace organized and easy-to-use work orders, a drag & drop PM calendar, and automated work orders based on asset data.
• Reporting: eMaint simplifies enterprise-level reporting, KPI tracking, audit dashboards, and more.

Pricing

• Team: Starting at USD - $69
• Professional: Starting at USD - $85
• Enterprise: Custom quote

What are Preventive Maintenance Hotel Operations?

When we talk about hotel operations within the confines of preventive maintenance, we're referring to a complete system of how a hotel manages planned and upcoming preventive maintenance activities - and that too, on a daily basis.

For a hotel to be successful, these moving parts must be properly managed and communicated to on-site teams. This ensures that visitors have a fantastic time - and that adds up to an overall delightful customer experience too.

The most important aspect of any preventive maintenance activity is having the ability to foresee any upcoming asset management process in order to avoid any sort of near-misses!

This can only be done through digital solutions because of their ability to centralized hotel preventive maintenace work orders on a schedule, or on a recurring basis.

Moving on, from a general point of view, hotel operations include everything from the hotel's day-to-day chores, such as cleaning, maintenance, catering, and front desk responsibilities, to bookings and staff management to guarantee that every aspect of the customer's experience, from booking to check-in and check-out, is taken care of.

6 Ways to Improve Your Hotel Operations Management

1. Communication is Key

Nothing is more important in any organization than effective communication from the bottom up. Strong communication between staff, management, and guests is necessary on a regular basis.

Well-informed employees are better suited to guarantee that visitors have a great experience and feel valued. Ensure that your staff checks in with visitors during their stay to ensure that all of their requirements are met; this will enable you to discover any problems before they become complaints. 

2. Strengthen Your Team’s Skills

An efficient staff makes a more profound impact on guests when it comes to your hotel. Your staff are the heart of your hotel, so ensure that they are always learning new things. 

Employee upskilling not only helps them feel like they're progressing in their jobs and gives them more confidence, but it also offers them the capacity to deal with difficult circumstances for better hotel management and operations.

Front desk employees, for example, might get trained in cleaning so that they understand what should be in each room when customers come. Upskilling your employees in all areas will offer them a better grasp of hotel operations management as a whole.

3. Choose the Best Hotel Operations Management Software

Choosing a proactive maintenance software for hotels on the market will help you dramatically increase the operational efficiency of your hotel. 

The appropriate preventive software for hotels can assist you in improving your operations in a variety of ways, one of the most important being the ability to interact with your partners and manage everything in one place. You can manage your hotel operations and bookings from a single platform. 

It's similar to a single dashboard that updates in real-time, records availability and allows access to many viewpoints. The program can additionally be used to monitor financial status and help hotel employees manage their tasks and timetables, making the team more successful.

4. Take Preventative Measures

Fixing flaws before they become problems can be used in several facets of improving operations management. We recommend that all hoteliers spend some time in each sort of accommodation accessible in your hotel, such as standard, deluxe, and master, to put themselves in the shoes of your customers. 

Make sure you take the time to do preventive maintenance so that your customers have the best time possible at your hotel and you can find any service gaps before they become difficult to fix.

5. Take Guests Feedback Into Account

The traditional method of maintaining smooth operations is to place feedback forms in their rooms and have your front desk staff ask for input as they are checking out.

You can now digitize emails sent by visitors after they check out of your hotel as part of your customer retention strategy. In addition to making visitors feel appreciated, this is an inexpensive way to gather market data that can help you identify areas for improvement in your business and raise customer happiness.

6. Ensure Smooth Hotel Operations

Nothing says "great hotel experience" more than a hotel that always strives for excellence.

The same is true for a hotel's operations; consistently aim for operational excellence by assessing current conditions and getting input from important staff members to enhance procedures.

A hotel should function like a well-maintained and well oiled engine in order for every process to run automatically.

Bottomline

One of the most important roles in keeping operations running smoothly is preventive maintenance. Using  preventive software for hotels like Xenia, you can eliminate costly paperwork and improve maintenance processes.

You can easily plan and monitor preventative maintenance with Xenia, and your team can communicate and carry out hotel maintenance tasks with a seamless mobile experience. 

Start a free-forever trial of Xenia today with no commitment required!

FAQs

Why is efficiency important in the hospitality industry?

Productivity in the hotel industry is an important indicator of financial health. You can increase your earning potential by raising the level of output.

You can save money and make more progress toward your goal if you strive for efficiency.

What is the most important area of operation in the hotel industry?

Maintaining order in the hotel's operations is mostly the responsibility of the housekeeping staff.

Technology solutions, such as robotic vacuum cleaners, artificial intelligence, air purifiers, and housekeeping software, might improve performance, but this component of the department is often neglected.

What is the hotel industry's operations plan?

Your strategies for achieving the objectives you set forth in the previous step are detailed in the operations plan.

Reservations, guest check-in, hotel cleaning and maintenance, handling luggage, account settlement, and so on are all examples of everyday short-term activities.

What are the 4 types of maintenance in a hotel?

In the hospitality sector, routine maintenance serves as the foundational upkeep for facilities, encompassing regular tasks like cleaning and minor repairs to preserve operational efficiency.

Preventive maintenance adopts a proactive approach, involving systematic inspections and adjustments to prevent potential issues and enhance the reliability of critical systems. 

Breakdown maintenance becomes necessary when unexpected failures occur, emphasizing prompt response and resolution to minimize disruptions in guest services.