Best Hotel Work Order Software will be described in this article. When a guest complains about a broken television, a faulty shower drain, or an AC issue, managers can either be scrambling to resolve the issue via radio and paper & pencil processes or centralize their communication channels through a singular hotel work order software system. Work order software can manage:
Reactive maintenance and issues: Respond effectively to guest complaints, repair requests, internal inspection failures, and more.
Top 5 Best Hotel Work Order Software For 2024
In this article, you can know about Hotel Work Order Software here are the details below;
Proactive maintenance: Schedule work orders to regularly maintain expensive equipment and assets across the hotel (HVAC, elevators, gym equipment, etc.) and prevent unforeseen costs.
Fortunately, to mitigate such issues, we have digitized solutions available these days. Known as hotel work order system(s), these programs help businesses to streamline their housekeeping or any BOH activities in a centralized and hassle-free manner.
The problem?
Not all hotel work order software can be dubbed as the “best hotel work order software”. Since many of these tools might not be designed to to be the perfect fit for you business, it’s our job to highlight these programs are per different use-cases.
Moreover, we’ll also touch base with different aspects of hotel work order management to give you an idea of what’s going on with these businesses that use such programs.
Let’s get started.
Work Order Mobile Capabilities vs. Property Management Systems
Work order tools have dramatically improved the methods in which tasks, job orders, and scheduled assignments are managed at a property.
Hotels often utilize a property management system (PMS) to facilitate guest room assignments and room tracking, work orders for maintenance teams, room cleanings for housekeepers, and general guest requests for front desk employees and guest experience associates.
However, PMS and traditional CMMS (computerized maintenance management system) vendors lack the Mobile capabilities and advanced asset maintenance and scheduling features that hotel leaders need to run efficient and productive maintenance teams.
Maintenance Team User Adoption
When evaluating a hotel work order software tool, it is important to consider the key features that are most valuable to your hospitality maintenance teams, how those teams receive and complete their daily task assignments, and how tech-savvy these users are.
Hotels often experience lower adoption of PMS features by maintenance teams given the lack of advanced scheduling features, asset and location management settings, and mobile on-the-go asset history and work assignment user experiences.
On that note, hotel leaders are busy integrating modern and dedicated work order software platforms to facilitate these critical operational workflows while sharing data with their property management system as a central record of data. These work order management tools sit on top of the PMS as an additional layer to ensure a better interfacing system for engineering & maintenance teams.
Multi-Location and Multi-Department Features
The best hotel work order software for businesses enables not only maintenance teams to work together, but also facilitates inter-department task assignments, multi-department communication, and much more (room cleanings, room inspections, repair & issues tracking, QR code-based request forms, etc.).
Maintenance technicians often service multiple sites and need to access work order information from a single, multi-site application.
Common Challenges Faced When Selecting The Best Hotel Work Order Software Tool
Simple vs. Advanced features: Hotel maintenance work order software needs to be both lightweight on mobile interfaces, and powerful enough to generate advanced reports, gather data, and manage more complex maintenance procedures.
Tools that combine the power of checklists with a task/work order software workflow enable managers to ensure every step of a maintenance process is followed.
Mobile Functionality: Usage by field staff, engineering, and maintenance teams is heavily dependent on the mobile experience.
Work order mobile apps should be quick, and accessible, enable photo/video capture, and provide role-based permission access to manage, edit, and view work orders. Gone are the days of clunky property management interfaces.
PMS Integration: Traditional PMS vendors haven’t changed their mobile and desktop experience in years, and are more focused on managing the guest & booking experience.
Hotel managers and facility maintenance directors can stand up work order management systems without a PMS integration through one-time CSV bulk uploads (room numbers, assets, equipment, checklists) and onboarding services. 1-way integrations from the hotel maintenance system to the PMS are beneficial for storing data in one place but are not necessary as most work order software apps offer mobile & web-based reporting and historical activity views.
Scalability: If a work order system cannot scale to multiple hotel properties or across multiple departments, it is best to exclude this vendor from your evaluation.
There are plenty of vendors that deliver multi-site, multi-department features inside of a work order software system.
Choose vendors that offer the following capabilities:
- Multi-assignee, team assignment, and location assignment fields in work order form
- Access controls by location, region, etc.
- Multi-location checklists and work order restrictions
- Announcements, group chats, work order-related comments
Customizability: Ensure that checklists and work orders can be customizable with specific fields like geo stamp, multi-choice response, and more. The best hotel maintenance work order software can be fully customized to the unique process workflows of both small and large hotels.
Cost: When evaluating a vendor and how the system will scale into your organization, ensure you are not priced into a package that caps the number of users you can have using the maintenance work order system. Unlimited user-based pricing can ensure that housekeeping, front desk, and maintenance teams can all collaborate using the same tool. Some hotel-specific work order solutions will price on a per room per month basis as well which can be expensive for larger hotels and multi-unit collections.
Automations: Don’t buy a tool that limits what you can automate.
Automate when certain responses in a maintenance checklist require corrective actions, create corrective actions route tasks to specific departments with advanced rule-based engines, and create automated scheduled maintenance plans.
Rule engines for work order management can amplify your maintenance team’s productivity, error prevention, and more by eliminating manual processes.
5 Best Hotel Work Order Software In 2024
Let’s take a detailed look at our picks of the day ranging over all kinds of free and best hotel work order software that you could potentially use right now.
1. Xenia – Overall No. 1 Best Hotel Work Order System
Xenia provides a single source of thought for all maintenance needs, from location & asset-based work orders, preventive maintenance scheduling, requests & approvals, inspections checklists, and QR codes.
Xenia’s mobile-first work order app allows maintenance technicians to easily find their job assignments by room number or floor, report issues by asset, and capture data in the field. The platform delivers efficiencies by decreasing time to resolution and controlling asset & equipment costs.
Xenia’s templates and AI-powered SOP writer enable managers to standardize processes and inspections step-by-step and ensure maintenance teams follow them. An added bonus of this platform is the mobile work order app, which users can track the time associated with each work order request. This can provide additional analytics for Facility Directors and Maintenance Managers.
As one of the best hotel work maintenance work order software, the tool also offers a vast public template library for hotel maintenance teams to get started in just a few clicks.
These pre-made templates can be further customized by users directly inside of the Xenia App.
Xenia primarily serves multi-unit hotels, full-service and select-service chains, boutique brands, and resorts across North America, EMEA, and Australia. The Company is based in Miami, Florida and Dubai, UAE. Also check CXT software alternatives
Key Features
- Tasks & Work Orders: Create maintenance work orders from web & mobile app, capture & attach photos & videos.
- Corrective Actions: Build workflows around issues identified during maintenance inspections.
- Scheduled Work: Schedule preventative maintenance on equipment, assets, and locations across the hotel property.
- Chats: Communicate with your maintenance team members and departments concerning work order assignments and guest requests.
- Operations Templates: Access Xenia’s library of mobile-first work order and maintenance checklists and build your own robust forms, checklists, and logs.
- SOP & AI-Powered Writer: Generate maintenance operating procedures & policies with AI.
- Multi-Unit Operations: Manage daily operations across every team, department, and location. Centralize tasks, inspections, SOPs and chats to gain insights into operational efficiency.
Pricing
- Free Forever Plan: For up to 5 users with access to all the basic features
- Starter: $99/month (up to 15 users) with access to essential features
- Premium: $199/month for up to 15 users with unlimited access to all the core features
- Custom: Looking for a custom package with unlimited access to everything the program has to offer?
2. Optii
Optii delivers a housekeeping, maintenance, guest service, and chat platform for boutique and large hotels.
The platform enables the auto-assignment of jobs and guest requests with powerful automations.
Optii’s preventative maintenance solution provides asset management, scheduling, and ad-hoc job assignment features. The company’s housekeeping solutions provide room attendant routing, room status, and cleaning training protocols.
Compared to traditional work order software tools, Optii’s hotel work order system can help managers reduce labor costs, increase productivity, and improve communication across departments. Optii integrates with Oracle Opera PMS and other hotel PMS vendors.
Optii has hotel customers across the world, located in North America, EMEA, and APAC.
Key Features
- Housekeeping: Optimize labor and cleaning and track room statuses.
- Preventative Maintenance: Manage ad-hoc jobs and scheduled work orders across your hotel’s assets.
- Service: Manage guest requests and decrease call volume between the front office and the back office.
- Chat: Chat with departments and individual team members with a real-time communication app.
Pricing
- Pricing is available by request.
3. Flexkeeping
Flexkeeping provides hotel housekeeping, staff communications, maintenance and digital SOPs solutions.
Flexkeeping’s work order management system allows staff members to create maintenance tickets with photos and notes, track maintenance supplies, and schedule preventative maintenance.
Traditional work order software can handle routing of external vs. internal work orders, however, many lack a simple mobile experience to manage such tasks. Also check tinytask alternatives
This hotel work order software application enables managers to assign jobs to in-house maintenance technicians as well as external contractors. This functionality drives efficiencies for smaller hotel teams that rely on third-party vendors to maintain their hotel properties.
The company serves large and small hotel chains across the United Kingdom, United States, and Australia.
Key Features
Housekeeping Software: Schedule room cleanings for housekeepers, manage amenities, and room cleaning checklists.
Hotel Maintenance: Track work orders, assign jobs to contractors, and schedule preventive maintenance.
Audits and Checklists: Create smartphone-ready hotel checklists to drive guest satisfaction and drive accountability.
Room Service: Manage guest requests and restaurant room service.
Digital SOPs: Create and organize digital operating procedures with photos and videos. Manage access and shareability.
Pricing
- Pricing is available by request.
4. Guestware
Guestware provides guest response, incident tracking, facility maintenance, and guest loyalty & CRM tools for select-service, full-service, and hotel collections.
The platform centralizes all guest-related issues and property incidents and enables managers to track them to completion. Guestware also provides comprehensive preventive maintenance solutions to proactively maintenance rooms. Guestware’s features integrate with a dedicated mobile app and IVR hotel line functionality for work order tracking.
Guestware’s room inspection scoring functionality enables better reporting and management of daily facility operations. Guestware differentiates itself from traditional hotel work order software by integrating these work order systems with guest-facing tools and loyalty programs.
The Company serves hotel clients across the United States and globally and is based in Washington.
Key Features
- Incident Tracking: Track reported issues, resolutions, surveys, and guest reviews.
- Work Orders: Create and assign work orders to individuals and teams.
- Preventive Maintenance: Proactively maintenance rooms, assets, and equipment and manage schedules by room.
- Housekeeping IVR: Report room issues via existing hotel IVR integration. Update room statuses based on cleaning workflows.
- Mobile Inspections: Conduct room inspections on-the-go via a dedicated smartphone app for inspection checklists.
- Loyalty Program Management: Manage CRM, loyalty points, and guest profiles.
Pricing (Based on a 100-Room Property)
- Guestware Select: $162/month
- Guestware Suite: $275/month
- Guestware Plus: Pricing is available by request, book a demo.
5. MaintenanceCare
MaintenanceCare provides a robust hotel management system to track assets, maintenance tasks, and equipment upkeep.
With advanced scheduling features and repair ticket tracking, this program’s hospitality management allows hotel managers to save money and time by streamlining the repair process and ensuring inventory needs for equipment and supplies are met.
In addition to its CMMS capabilities, MaintenanceCare also offers housekeeping, room booking, document storage, and wireless sensor integrations to deliver an end-to-end PMS + CMMS solution all-in-one.
MaintenanceCare allows hotel management to entirely replace traditional PMS maintenance features with their standalone CMMS features.
The company serves select-service multi-unit hospitality brands, resorts, and luxury hotels.
Key Features
Work Orders: Create work orders on mobile app & web app, real-time notifications, and emails.
Preventative Maintenance: Create and manage recurring maintenance schedules.
Parts & Inventory: Track equipment supplies and part counts and set re-order minimums.
Reports: Analyze trends with historical work order reports by asset, equipment, or room number.
Mobile App: Track tasks on-the-go, capture issues, and complete work orders.
Room Booking: Manage visitors and guest rooms.
Housekeeping: Track daily cleanings by room and area.
Pricing
- Free: $0/month (limited users)
- Work Order Edition: $100/month (unlimited users)
- Enterprise Edition: $200/month (unlimited users)
Try Xenia, or Try them All to Find the Right Fit for Your Team
Finding the best hotel work order software for businesses is a challenge. It’s important to experiment with these tools first, if possible.
Test out work order routing and ensure your teams find it easy to locate their job assignments and complete maintenance tasks, inspections, and checklists in just a few clicks.
Having an easy-to-access free trial, starting with Xenia is super effective for testing the program’s offerings with access to different features.
In addition to doing so, you can schedule a demo to get a hang of the full breadth of features to streamline your maintenance operations and work order management workflows.
We hope that this post will help you make that final decision when it comes to picking the best hotel work order system.
Thanks again for reading, and we’ll see you next time!
FAQs – Best Hotel Work Order App Online
Why are hotel work orders important?
Digital audit records and historical work order activity reporting enable managers and maintenance teams to decrease resolution times and prevent equipment, asset, and room problems from happening in the first place.
Radio and paper & pencil processes can make it hard to keep track of all issues and ensure all problems are rectified on time.
How are hotel work order systems typically priced?
Hotel subscription software is typically priced on a per room per month basis or per user basis. Multi-unit hotel collections can receive per-location pricing depending on the scale of the organization (number of locations and users per location).
How can I schedule work orders and what data can I attach?
Most work order systems enable you to customize the fields that need to be supplied to create a work order. You can also attach images, videos, or checklists for assignees to complete.
How do I manage work order assignments if I don’t know who is on shift for the day?
Maintenance teams often have different team members covering shifts throughout the day. Work order systems can allow task creators to assign 1 work order to multiple assignees or entire teams (i.e. Engineering Team or Maintenance Inspections Team).
This way whoever is on shift and within the assigned “team” will be notified of the work order assignment.
Do multi-location work order systems require multiple logins?
Some work order systems require separate logins to access different locations. Modern work order systems enable maintenance teams to access multiple sites through the same app and through 1 login via advanced administrator controls.
How do I complete a maintenance work order template?
Users can complete simple work orders by changing the status of the work order (typically from Open to In Progress to Complete). More advanced work orders can contain step-by-step checklist templates that the assignee needs to check off and attach photo evidence (where applicable).