10 Best Preventive Maintenance Checklist Software For Hotels To Optimize Process Efficiency

Published on:
May 16, 2024
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The operational efficiency of equipment and machinery is a critical component that directly determines the success of a hotel.

Preventive maintenance is a basic maintenance management approach to enhancing the health, dependability, and durability of assets.

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Moving on, preventive maintenance acts as a proactive safeguard against unexpected equipment faults and failures.

This type of maintenance, as opposed to reactive maintenance, tries to prevent problems from occurring in the first place. Since technology has advanced so much by now, many worldwide hospitality businesses use digitized solutions to streamline their maintenance management operations.

In that order, we've got a bunch of robust preventive maintenance checklist software for hotels that reportedly include features to offer planned inspections, routine maintenance, and component replacements, all of which are intended to avoid failures and breakdowns before they occur.

This method not only saves time but also mitigates the negative effects of unplanned downtime, which interrupts business operations and revenue.

Furthermore, we've got sub-level aspects of preventive maintenance activities that span over multiple industries; hotels and restaurants are not an exception to it.

For instance, Preventive Maintenance Optimization (PMO) improves the technique of preventive maintenance to a new level. PMO is about conducting everyday things as effectively as possible

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Top Preventive Maintenance Checklist Software Solutions for Hotels

Let's take a quick, but brief look at some of the preventive maintenance checklist tools that we have in store for your hotel operations.

1. Xenia - Overall Best Preventive Maintenance Checklist Software for Hotels

Xenia Hotel Operations Software
Xenia Hotel Operations Software

Xenia is a mobile-first solution packaging nifty features that centralize preventive maintenance operations on one platform.

Bundled with a dedicated collection of preventative maintenance checklists, hotel managers can simply customize assists today's maintenance technicians in proactively addressing asset challenges.

Utilizing Xenia's AI-powered SOP builder and Preventive maintenance checklist software for hotels helps extend the usable life of the equipment. 

Xenia is consistently recognized as one of the best preventive maintenance checklist software options for hotels, offering value for money, user-friendly convenience, robust functionality, and excellent customer service.

Plan and schedule maintenance tasks with precision across categories, assets, and locations, visualizing the schedule with easy-to-navigate daily, weekly, and monthly views.

Xenia boasts more 5-star ratings than any other hotel maintenance checklist software, and there's a clear reason for its widespread acclaim.

Key Features

  • Preventative Maintenance: Preventative maintenance, weekly tasks, and other repetitive procedures can be made more efficient with the use of data logging and scheduled work orders.
  • SOPs & A.I. Assistant: Get ready to revolutionize standard operating procedure (SOP) management for hotels, documentation, and communication with our AI-powered solution.
  • Work Order Management: If you want to reduce processing times, delegate tasks and monitor their progress from any device.
  • Smart Inspection Workflows: The operations template builder in Xenia incorporates conditional logic at every level. Numerous options become available as a result of a clear answer, such as correcting an incorrect inspection step.
  • Equipment Management: Xenia assists teams in identifying hazards, resolving problems, tracking expenses, and analyzing the work history of all assets and equipment critical to your business.
  • Multi Unit Operations: Setup preventive hotel maintenance management work orders for multiple hotel branches - and that too over different room-based or floor-based locations. The possibilities are endless since Xenia offers a hybrid solution within the parameters of multi-unit - multi-location processes.


  • Free Forever: Free trial for up to 5 users with access to all the basic features
  • Starter: $99 / month for 15 users with access to core features
  • Premium: $199 / month for 15 users with unlimited access to all the core and advanced features
  • Custom: Need something tailored to your organization?

For more details, Feel free to Book a Demo!

Rated 4.9/5 stars on Capterra
Free Version:
Supported Platforms:
Available for up to 5 users
Starter for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
Free Version:
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Supported Platforms:
Available on iOS, Android and Web
Download Xenia app on

2. Facilio

Facilio is a cutting-edge facilities management software that is transforming preventative maintenance.

It simplifies asset management with configurable schedules, real-time monitoring, and mobile access. For effective operations, this programprovides data-driven insights, a user-friendly interface, and seamless connection. 

With Facilio, you can improve your preventative maintenance processes and maintain maximum asset performance while reducing downtime.

Key Features

  • Work Order Management: One unified platform for all operations, maintenance planning, and scheduling—corrective, reactive, breakdown, inspections, routines, and audits.
  • Rostering: Facilio's digital workflows maximize how things get done, from automatic approvals to routing your unique work procedures to remote collaboration.
  • 360° Asset Lifecycles: By integrating with your current BIM/data models, you may get insights such as mean time to repair/replace, additional cost, lifetime cost, downtime/uptime, work orders, and more.


  • For accurate pricing information, contact the vendor

3. Click Maint

Up next on our preventive maintenance checklist software list, we've got Click Maint.

It's more of a hybrid solution since Click Maint combines CMMS features and an overall agile functionality that's suited to small businesses. Hotels can benefit from Click Maint by using it as a preventive maintenance solution without too many complex requirements.

In that sense, budget considerations play an important role. Since we alreayd mentioned that this preventive maintenance checklist software for hotels is positioned as more of a small to medium scale tool, this program's compatibility caters to cost concious hotel platforms.

On the implementation side of things, we're looking at fast preventive maitenance management processes, ensuring that hospitality businesses can get up and running with maximum upkeep, and without unnecessary delays.

Top it off with a visually aesthetic userface that further simplifies the process of navigating through all the important menus, making it simpler to setup preventive hotel maintenance work orders.

With these advantages, and as long as firms use the software correctly (via strong installation and training), we see fantastic outcomes.

Key Features

  • Task Checklists: Create standardized checklists for routine maintenance tasks, inspections, or repairs. Technicians can follow step-by-step instructions, ensuring consistency and accuracy in their work.
  • Workflow Automation: Assign assignments, issue alerts, and trigger activities automatically based on established criteria, decreasing human work and increasing productivity. 
  • Calendar View: With simplicity, plan and schedule maintenance, inspections, and repair orders. Determine resource availability and overlapping schedules and effectively arrange maintenance tasks.


  • For accurate pricing information, contact the vendor

4. Limble

Limble Maintenance Management is a user-friendly, mobile-first software solution that assists you in managing maintenance work, automating work scheduling, monitoring work history, generating reports, and organizing assets. 

Limble users have reported a decreased downtime by 37%, boosted productivity by 41%, saved money on parts by 29%, and extended asset life by 23%.

Key Features

  • Preventive Maintenance: Create a preventative maintenance program quickly and easily with personalized standard operating procedures, maintenance schedules, and more.
  • Track Assets: CMMS software that monitors and allows for preventative maintenance work could assist you in saving money and time while prolonging the life of your equipment.
  • Custom Reporting: Maintenance reports that are automated remove reactive maintenance and take the guessing out of your operations.


  • Basic: Free
  • Standard: $28 per user/month
  • Premium+: $69 per user/month

5. FMX

FMX was built on having direct discussions with facility and maintenance management, and that has set the direction for their future innovation. With an emphasis on ease of use and simplicity, your whole team will grasp how to utilize FMX straight away.

Their software automates day-to-day administration, freeing you up to make data-driven choices and plans.

Key Features

  • Configurable Request Forms: Create one-of-a-kind approval procedures, customizable views, form fields, and more.
  • Reporting and Dashboards: Real-time reports and dashboards tailored to your key performance indicators (KPIs) provide analytical insight.
  • Full Mobile Access: Scan an asset's QR code to pull up details in the field. Assign, respond, and close out tickets on the go.


  • Get a personalized quote to see for yourself.

6. MaintainX

With MaintainX, create work orders and work requests, assign them, and track them on the go.

MaintainX is used by 95% of maintenance teams to enhance how they plan, organize, and execute work.

By automating and optimizing technicians' procedures, you can extend wrench time.

Recording maintenance work, component use, machine downtime, and other data is now simpler than ever. Want to take your preventative maintenance to the next level? Moreover, allows you to generate and keep checklists as well as issue work orders while preserving a comprehensive audit trail.

Key Features

  • Schedule Inspections: Set due dates and repeatability settings and get alerts when inspections are past due.
  • Manage Work Requests: Receive work requests from residents or other requestors, automatically construct work orders based on these requests, and allocate the work orders to your personnel for faster execution.
  • Checklists and SOPs: Create processes quicker to accelerate your digital transition and keep your team aligned.


  • Basic Plan: Free, 1 user, per month
  • Essential Plan: $16.00, 1 user, per month
  • Premium Plan: $49.00, 1 user, per month

7. Fault Fixers

Simple Maintenance Management | FaultFixers

Fault Fixer helps businesses go beyond the pen-and-paper to digitize their maintenance. With three apps seamlessly connected, it covers everything that businesses need to run their Maintenance operation better.

Users can report faults quickly without the need for cumbersome paperwork, through a simple scan of a QR code. This innovative approach ensures that anyone can contribute to the upkeep of facilities with ease.

Managers have full control of the maintenance team app that provides the nerve center for maintenance activities, from task management, and assignments, to strategic planning to orchestrate maintenance operations with a level of precision and efficiency that has never been seen before.

A stand-out feature for FaultFixers, however, is how it seamlessly brings together planned preventative maintenance schedules with reactive tasks so you can see the bigger picture of maintenance work within your business. By keeping diligent records of all work carried out, FaultFixers will provide you with a complete maintenance history – a valuable aid when tracking how the upkeep of the assets in your business has changed over time.

Key Features 

  • Checklists and Forms: Create and manage maintenance checklists easily.
  • Time and Cost Tracking: Track and track the time spent on maintenance chores, as well as the expenditures connected with them.
  • Property management:  involves efficiently managing many buildings and locations using a uniform system.
  • Instant Notification: Receive real-time notifications for important maintenance events and changes.
  • KPIs: Comprehensive Key Performance Indicator dashboards offer useful insights into maintenance operations.
  • Asset tracking: involves tagging and monitoring all firm assets to ensure thorough management.


  • Starter -£35
  • Professional –£50
  • Enterprise -POA

8. FTMaintenance

Work Order Management Software | Maintenance Work Order Software |  FTMaintenance CMMS

The FTMaintenance hotel preventative maintenance system ensures that hotel guests have a great experience that it is properly maintained.

Every part of the hotel facility is being managed and tracked within the platform. From the major building systems down to the individual room fixtures, all of the required preventative maintenance is coordinated and tracked.

In addition, this software provides the ability to meticulously plan and schedule preventive maintenance work orders by critically overseeing regular maintenance items that may be crucial to safety and fire prevention of equipment and or properties.

The software also integrates work requests so you will be informed and be able to respond to other maintenance items that might arise.

In additin to that,  FTMaintenance can optimize your routine inspections of safety-related equipment such as fire protection devices, carbon monoxide detectors, and secure doors.

Key Features 

  • Work Order Management: Easily generate, track, and manage work orders for maintenance chores.
  • Asset Management: Track and manage all assets in the system to ensure complete supervision and upkeep.
  • Inventory Management: Manage inventory levels and manage the use of maintenance supplies and spare parts.
  • Preventative Maintenance Checklist: Schedule and automate normal maintenance procedures to avoid equipment failure and improve asset performance.
  • Maintenance reports: Create thorough reports on maintenance operations, asset performance, and resource consumption to help you make educated decisions.
  • Maintenance requests: Streamline communication by allowing users to simply submit maintenance requests, resulting in faster issue response.


  • Contact Vendor

9. HelloShift

HelloShift - Modern Messaging for Hotels - YouTube

As one of the best preventive maintenance checklist software, HelloShift not only offers a preventive maintenance checklist but also enhances traceable team accountability and remarkable guest communication to change the way that hotel maintenance departments operate as a whole.

HelloShift allows hotels to adapt to any new industry standard effortlessly, ensuring guest safety and satisfaction. With RevPAR under pressure and budget tightening, streamlining processes is critical.

Moreover, the preventive maintenance checklist app is also a communication platform for hotel teams that connects every hotel employee, department, and shift over desktop, tablet, and mobile.

Its familiar, social-media-like interface helps teams work together across hotels, floors, shifts, and departments with real-time features like notes, direct messages, tasks, lost & and found management, preventive maintenance scheduling, inventory tracking, and sales CRM integration.

Key Features 

  • Work Order Checklists: Automate routine tasks to improve operations and efficiency.
  • Reporting and Analysis: Access detailed reports and analytics to better understand performance and make data-driven choices.
  • Compliance and Privacy: Built-in measures ensure regulatory compliance while also protecting visitor privacy.
  • Digital Registration and Check-In: Allow guests to register and check-in online, increasing convenience while reducing touch.


  • Contact Vendor 

10. Cryotos

1 Mobile CMMS Software | Track Maintenance from Anywhere

Cryotos CMMS offers built-in preventive maintenance modules tailored to your hotel needs. This powerful feature allows ease of making your customized checklist, with an easy-to-use and intuitive interface there’s nothing easier to make your checklist on.

Moreover, whether it’s on-site or in the office,  you can use Cryotos flawlessly on any device.

The platform offers SLA configurations and potentially endless amounts of reports on your data that are custom to your needs. These reports will tell you everything you need to know to improve your hotel and staff management techniques to get the most out of the new feature of Hotel Yearly Performance Reviews.

Key Features 

  • Work Order Management: Manage work orders efficiently, from generation to completion, ensuring that jobs are completed on time and precisely.
  • Workflow Automation: Automate regular procedures and tasks to improve operations and efficiency.
  • Preventative Maintenance: Implement preventative maintenance routines to reduce equipment downtime and increase asset longevity.
  • Maintenance Checklist: Create and maintain detailed checklists to guarantee that all maintenance activities are handled properly and fully.
  • Work Request: Allow users to quickly submit maintenance requests, resulting in faster issue resolution and more efficient job allocation.


  • Starter -$39
  • Plus -$49
  • Pro Popular -$69
  • Enterprise – Contact vendor

What is a Preventative Process Checklist?

A process checklist is a tool used to verify that all essential stages in a certain process or job are performed. It acts as a guide to ensure that nothing is overlooked or forgotten, hence reducing human error and increasing efficiency.

It might be as basic as a list of activities scribbled on a sheet of paper or as complex as a checklist template prepared using preventive maintenance checklist software for hotels. The checklist should identify all of the processes in the process, from beginning to end, and offer comprehensive directions for each one.

Subject matter experts who are familiar with the process can create the checklist since they will have a clear idea of the critical processes.

To guarantee that nothing is forgotten, it is critical to include all relevant stakeholders in the checklist's construction.

How to Build Your Hotel Preventative Maintenance Checklist

1. Equipment and Areas

Compile an extensive list of the equipment and locations that need maintenance, such as HVAC systems, elevators, plumbing, electrical systems, kitchen equipment, guest rooms, public spaces, and so on.

2. Manufacturer Guidelines

Follow the manufacturer's recommendations for each piece of equipment, including suggested maintenance schedules, service intervals, and special needs.

3. Regulatory Compliance

Ensure that the checklist includes all actions required for compliance with local rules and safety requirements, leaving no opportunity for error.

4. Categorize Maintenance Tasks

To promote effective planning and execution, classify jobs systematically based on frequency (daily, weekly, monthly, quarterly, and yearly).

5. HVAC Systems

Regularly cleaning or replacing air filters, calibrating thermostats for accuracy, thoroughly inspecting and cleaning ducts, and verifying the optimal functioning of heating and cooling systems are essential maintenance tasks.

6. Plumbing

Proactively check for and promptly address leaks in faucets, pipes, and toilets; inspect water heaters for proper functionality; regularly flush and test all toilets; and monitor and adjust water pressure as needed.

7. Electrical Systems

Test emergency lighting systems at specified intervals, conduct a meticulous inspection of wiring for any signs of wear and tear, regularly check outlets and switches for functionality, and test backup power systems for seamless operation.

8. Kitchen Equipment

Periodically clean and inspect ovens, stoves, and grills; monitor and clean refrigeration units to prevent malfunctions; conduct regular inspections of dishwashers and exhaust systems; and rigorously test fire suppression systems for reliability.

9. Guest Rooms

Routinely inspect door locks and keys for any issues, vigilantly check furniture for damage and address concerns promptly, regularly test lights, TV, and other in-room amenities, and proactively address any reported or observed plumbing issues.

10. Public Areas

Conduct regular inspections of lighting for functionality, vigilantly check flooring for signs of wear and tear, maintain a high standard of cleanliness in common spaces, and regularly inspect safety features such as handrails and signage.

What to Look For In a Maintenance Checklist Software?

A preventive maintenance checklist software solution for hotels can improve the efficacy of checklists in maintenance management even more. Preventive maintenance checklist software for hotels includes features and functionality designed to make checklist preparation, monitoring, and administration easier.

  • Customizable Checklists: Preventive maintenance checklist software for hotels enables maintenance teams to develop checklists suited to individual maintenance processes, including thorough instructions, reference materials, and any required paperwork. This guarantees that professionals have access to all of the information they need to complete duties swiftly and properly.
  • Automated Scheduling and Reminders: Preventative Software permits the scheduling of recurrent checklists, ensuring that preventive maintenance actions are executed at regular intervals. Automated reminders and alerts assist technicians in staying on top of their work, lowering the likelihood of missed inspections or maintenance operations.
  • Comprehensive Task Tracking: Preventative Software monitors and records performed tasks, resulting in a thorough audit trail. This data helps with regulatory compliance, performance analysis, and identifying areas for improvement in maintenance operations.

Bottomline | Try One Or Try Them All!

Checklists for maintenance are the unsung heroes of effective predictive maintenance management.

They add order, consistency, and dependability to your maintenance procedures, resulting in cost savings and better operational uptime.

But why stop at paper checklists when Xenia can turbocharge your maintenance processes? Our robust preventive maintenance checklist app for hotels enable you to not only create and maintain checklists but also seamlessly tie them to work orders.

This connection guarantees that your maintenance staff have quick access to the checklists they need, simplifying your operations and enhancing efficiency.


What is the checklist for maintenance?

Checklists for maintenance are an essential tool for ensuring that equipment is properly maintained and that maintenance personnel finish jobs on schedule.

Checklists can assist in saving time and money by aiding with the early discovery and resolution of possible problems.

What is maintenance tracking software?

Maintenance software is used to manage maintenance operations by organizing, planning, monitoring, and evaluating all of the tasks that you and your team do on a regular basis.

It connects, optimizes, and makes maintenance more visible to the rest of your company.

What is maintenance optimization?

Maintenance optimization is the process of leveraging data, tools, and the best preventive maintenance checklist tool to improve the efficiency and efficacy of your maintenance efforts.

It may assist you in lowering expenses, increasing availability, and improving the safety and dependability of your assets.

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