Maintenance Items

The Maintenance Items feature allows you to record regular maintenance requests. Examples of maintenance items could be to change the light bulb in room 101, the hot water doesn't turn off in room 107, or a routine item like watering the lobby plants or changing air filters.

Go to Front Desk > Maintenance Items to access the feature. The list of maintenance items can be filtered to show only the open (unresolved) items by clicking on Open by Job Number. Items are listed in entry order.

Adding a Maintenance Item

Click Insert to add a new maintenance item. A job number is assigned and the date and login initials are stamped on the record automatically.

Department - Select the department that should be responsible for resolving the item. Departments are fixed within the roomMaster system and cannot be changed.

Location - Enter the location of the maintenance item. This is often a room number, but could also be a common area in the hotel such as "hallway", "lobby" or "parking lot". This is a free form field with a 15 character limit.

Description - Enter a brief description. This appears in the list of maintenance Items.

Notes - A longer description or details can be entered in this section. It can also be used as a log for items that need multiple steps or take longer to complete. Use the Date Stamp to log entries.

Urgent Maintenance Item - Select this option to have the item marked urgent in the printed report.

Remote Notification - Select this option to notify staff of this maintenance order on their remote device. You must have SMTP (Email) setup in Internet Settings to use Remote Notification.

Note: If no recipients have been entered in Maintenance Remote Notification, this option will be grayed out.

Changing a Maintenance Item

Once a maintenance item is resolved, select the item and then click on Change. Clicking Mark as Finished will put the current date and time on the record and prevent it from being displayed/printed when Only show open items is checked. If a finished item needs to be reopened, find the maintenance item on the All by Job Number tab, open it and select Mark as Uncompleted.

Printing the Maintenance Item Reports

Click on the Print Open Items button to print a list of open items. Select All Departments to print all open items or choose a specific department to only print their items. The items are grouped by the user that entered the item. Checking the Print each group on separate page will print a new page for each users initials. Check Disable Shading to not shade the header rows.

More detailed reports can be printed using the Quick Report option.

See Automatically Creating Maintenance Items and Room Numbers for more information.