Room maintenance

[Lists > Housekeeping > Maintenance list

In This Topic Hide

The room maintenance list enables you to manage repairs and maintenance work. When compiling new maintenance tasks, you can also simultaneously change the room status, so that the room cannot be booked during the extent of the maintenance.

Requirements (System Data)

In order to be able to store traces, the respective maintenance tasks will need to be saved to the system data.

  1. Open the System data > Hotel management > Room types/rooms and select the Room type / Rooms program point.

  2. Then, access the “Room Maintenance” tab.

  3. All kinds of maintenance work which normally occur can be added to the list by clicking [Add]:

Enter Maintenance

  1. Start the Lists > Housekeeping > Maintenance program point.

  2. Click the [Add] button to save new maintenance tasks.

  3. Priority: Select the priority (High - Middle - Low).

  4. Room type: Here you can select whether you are dealing with an events room or another location such as an elevator or the like.

Room type

Explanation

Hotel rooms

You can select a room in the Location field.

MICErooms

In the Location field, a MICE event location can be selected (only available with the MICE event module)

Other

In the Free text field, you can manually enter an arbitrary location.

Once entred, the location will be available for selection the next time!

  1. Location: Entry depends on the selected room type (see table above).

  1. Free text Only appears when the "Other" room type has been selected.

  2. Last Guests: After entering the room, the last guest to have been allotted to this room  appears automatically. If more than one guest is occupying the room,  a selection list appears. The booker of the event is displayed for event rooms.

  1. Room status: Set the room to Out of Service, if it is to be temporarily blocked, but not removed from the list of rooms which are available for bookings. Use the pick list next to the checkbox to select a status for the room.

  2. Reason: Select the reason and type of maintenance.

  3. Description: Additional information can be saved in the description field.

  4. Status:: Enter a descriptive text for the work order.

  1. Person in charge: The person in charge of the maintenance task can be selected here.

  2. Estimated: As additional information, you can also add the required time needed to complete the task as well as the expected maintenance costs:

  3. Expenses: Is filled out after the maintenance task has been executed (optional).

  4. Click on [OK] to create the maintenance task.

If a maintenance task was assigned to a room (see step 4 above), the last reservation for the room can be opened by means of the [Show reservation] button.

Start maintenance task

The progress of the maintenance work can be documented in the status.

If the maintenance work has started, set the status to "In Process".

Conclude maintenance task

  1. Look for the respective maintenance task and selected and select it in the results list.

  2. Open the maintenance by clicking the [Edit] or by a double-click.

  3. Close the maintenance work by selecting the Closed status at the bottom of the list.

  4. As additional information, you can also add the actual required time needed to complete the task as well as the repair costs (optional).

  5. Remember: Adjust the room status and cancel any existing room blocks, if need be!

Search and find - filter criteria

At the Maintenance dialog box at the top, you will find all of the search options which help you find the respective maintenance tasks.

Valid from / Valid to

Select the time span (date). This selection refers to the task's entry date.

Days open

Enter the timespan in days (for example, 10-14 shows all tasks which have already been open from 10 to 14 days).

Reason

This is where the room maintenance reasons saved in the system data are displayed. In order to limit the display to a certain reason, set the respective check-box.

Room type

Only shows maintenance tasks for the selected room type.

Room

This filter only works if you have selected a room type. Afterwards a room can be selected here - based on the selected room type.

Status

Select a status to only show maintenance tasks with this specific status.

Update display

As soon as you change the search option in a list, you will have to refresh the display:

  • hit the <Enter> key to do so, or

  • click on the magnifying glass  at the top right corner of the window.

Printing Maintenance Orders

You can print out the displayed room maintenance list by clicking on Print tasks > [Print].

The list will be printed as displayed on your monitor.

This for example allows you to only print out maintenance tasks for a certain room type.