Hotel maintenance software for guest rooms, plant and safety checks

Log every guest room fault the moment the front desk hears about it, run the flushing, pool, fire and plant checks a hotel can't skip, and see every property's engineering work in one place.

Book a demo

Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by hotel engineering teams

FieldEx is hotel maintenance software that combines field service management and maintenance management for hotel, resort and serviced apartment engineering teams. It turns guest room faults into tracked jobs, schedules planned preventive maintenance (PPM) for boilers, chillers, pumps and kitchens, records water and temperature readings, and keeps fire, lift and legionella records for each property.

What FieldEx does for hotel engineering teams

A hotel engineering team works two shifts at once: the room that has to be fixed before the guest checks in, and the plant that has to keep running whether rooms are full or empty. FieldEx keeps both on each property's own records, so the guest's dripping tap, the weekly flush of an empty room and the boiler's annual service are tracked the same way. Book a demo with one of your properties.

Properties, rooms and plant on record

A site for every hotel or resort, with its address, map location, contacts and attached floor plans.
Assets for the plant and fittings that matter: boilers, calorifiers, chillers, cooling towers, pumps, lifts, kitchen extract systems, pool plant and, where useful, each guest room, with photos, warranty and documents, in asset management.
Parent and component levels, so a guest room and its air conditioning unit, minibar fridge and shower each keep their own history.
QR labels on rooms and plant, so a technician scans to open the record, its checklist or a new job.

Guest room faults, logged and closed

Faults logged by the front desk or housekeeping as jobs in seconds, with photos and the room as the asset.
A QR code on an asset or a property that opens a request form without logging in, for staff or guests, arriving as a job in the backlog.
A notice when a new job repeats a recent job on the same room or asset, so recurring faults get a proper fix.
Service-level agreements on the property's hours, with stages and alerts before a target is missed.

Planned maintenance for plant and rooms

Asset maintenance plans for boilers, chillers, pumps and kitchen equipment, and site maintenance plans for rounds such as weekly flushing or monthly emergency lighting checks, in preventive maintenance.
Schedules from daily to multi-year, on a fixed calendar or counted from the last visit, with triggers on running hours where plant has meters.
One plan applied across many rooms or many properties, picking up new assets that match its criteria.
Missed visits rescheduled automatically after a set overdue period.

Water, pool and food safety readings

Number fields on the job for readings such as hot and cold water temperatures, pool and spa pH and disinfectant levels.
Temperatures from fridges and cold rooms recorded as meter readings, building a time-stamped history on each unit.
A failed or out-of-range answer on the checklist raising the corrective job straight away.

Fire, lift and statutory records

Recurring certifications and inspections per asset type on standard or custom frequencies, with due, overdue and completed status and reminders.
The date, the person, the result and the certificate or report attached, through compliance documentation.
A dashboard of overdue checks, those due in the next 7 days and those completed in the last 7 days, per property.

Engineers on shift

Jobs assigned automatically by skill, availability, shift, leave and service zone, or dragged onto a technician's calendar, through work order management.
The FieldEx mobile app with the job, the asset's history, checklists, watermarked photos and a signature.
Spare parts held in the engineering store and each technician's own stock, with reorder alerts and parts booked to the job.

Reports for the general manager and owners

Reports on room faults by floor or type, response times, PPM completed against scheduled, and maintenance cost per asset and property.
A completion PDF for each job with the work done, parts, photos and time on site.
Reports exported as CSV, Excel or PDF, or emailed on a schedule to each property's management, in reporting and analytics.

How often should showers and taps in empty hotel rooms be flushed?

At least weekly. The European Centre for Disease Prevention and Control (ECDC), in its guidance for tourist accommodation owners and managers, says taps and showers in guest rooms should be run for several minutes at least once a week if rooms are unoccupied, and always before a room is occupied. The UK Health and Safety Executive (HSE) makes the same point in HSG274 Part 2: when outlets are not in regular use, weekly flushing for several minutes can significantly reduce the risk of legionella growing in the system.

In a hotel with seasonal occupancy, the empty rooms change every week, which is exactly why the flushing gets missed.

What FieldEx does about it

A weekly round per floor or wing: a site maintenance plan raises the weekly flushing round, with each room's outlets on the checklist.
Rooms as assets: each room can carry its own record, so a flush, a fault or a temperature reading is logged against the right room.
Proof the round was done: the technician's check-in and check-out times, checklist answers and notes are recorded on the job.
Before a room reopens: a one-off flushing job can be raised on a room's record before it goes back into use.

What legionella controls does a hotel need on its hot water system and cooling towers?

ECDC's guidance for tourist accommodation says hot water should be kept hot and circulating at all times at 50°C to 60°C. Cooling towers and their pipes used in air conditioning should be cleaned and disinfected at least twice a year, calorifiers cleaned, drained and disinfected once a year, and tanks, towers and visible pipework inspected monthly. In the United States, the Centers for Disease Control and Prevention (CDC) notes that water management programmes are now an industry standard for most hotels and tourist accommodation.

Each of those tasks has its own frequency, and each sits on a different piece of plant.

What FieldEx does about it

One plan, several frequencies: the cooling tower's six-monthly clean, the calorifier's annual clean and the monthly visual inspection run as separate visit types, each with its own checklist.
Temperatures as numbers: flow and return temperatures are entered as values on the job, against the calorifier or the outlet.
Lab results on file: sample results and certificates are attached to the completed record on the tower or calorifier.

How often must the water in a hotel spa pool or hot tub be tested?

HSE's HSG282 guidance on spa-pool systems says pH and residual disinfectant should be measured daily at opening and every 2 hours after that. The US CDC's guidance on public pools and hot tubs asks for pH and disinfectant to be tested at least twice a day, hourly in heavy use, with pH kept at 7.0 to 7.8 and records kept. ECDC asks for daily records of water treatment readings such as temperature, pH and chlorine, checked regularly by the manager.

That is up to seven readings a day on a single spa, every day it is open.

What FieldEx does about it

Daily inspections with readings: a daily inspection on the spa asset captures pH, disinfectant and temperature as number fields at each test.
The manager's check built in: the completed record shows who took each reading and when, and the supervisor's review can be its own task.
A failed result starts the fix: an out-of-range answer raises the corrective job with its own steps.

How often should a hotel pool's pH and chlorine be tested, and what records are needed?

For public pools, the US CDC says operators should keep pH at 7.0 to 7.8 and test pH and disinfectant levels at least twice a day. Operators should keep accurate records of disinfectant and pH measurements and of maintenance activities.

The record matters as much as the reading: an inspector or an insurer will ask for the log, not the memory.

What FieldEx does about it

Twice-daily tests on a plan: the pool's morning and afternoon tests run as recurring inspections with number fields for pH and disinfectant.
Plant maintenance alongside: filters, pumps and dosing equipment carry their own maintenance plans and history under the pool asset.
The log, exportable: readings and maintenance records can be reported by pool and period and exported as CSV, Excel or PDF.

What weekly, monthly and six-monthly fire checks does a hotel need?

The UK government's fire safety risk assessment guide for sleeping accommodation sets the rhythm. Weekly: test fire detection and warning systems, and test fire pumps and standby diesel engines for 30 minutes. Monthly: test all emergency lighting systems and safety torches to make sure they have enough charge and illumination, and check that fire doors close correctly. Six-monthly: a competent person tests and maintains the fire detection and warning system and the emergency lighting.

In a hotel, where guests are asleep and unfamiliar with the building, these checks are the core of the fire risk assessment.

What FieldEx does about it

Every check on its own cycle: weekly alarm tests, weekly pump runs, monthly emergency lighting and fire door checks, and six-monthly servicing each run as recurring inspections.
Fire doors scanned: each fire door carries a QR label, so the technician scans it, answers its checklist and records a failed closer against it.
Run times recorded: the 30-minute pump and engine runs are recorded with number fields on the job.
Failures fixed: a failed answer raises the corrective job and can book a follow-up inspection.

How often do hotel fire extinguishers and gas heating appliances need servicing?

The UK government's fire safety guide for sleeping accommodation says that in normal conditions a monthly check of fire extinguishers should be enough, with maintenance by a competent person carried out every year. All gas heating appliances should be used only in line with the manufacturer's instructions and serviced annually by a competent person.

A large hotel can hold hundreds of extinguishers and dozens of gas appliances across kitchens, laundries and plant rooms.

What FieldEx does about it

Each unit on record: every extinguisher and gas appliance is an asset with its type, location and service dates.
Monthly and annual together: the monthly check runs as an inspection, the annual service as a certification with the competent person recorded.
Scan and record: the technician scans the unit's QR label and completes its checklist on the phone.
Gas work to gas engineers: gas servicing jobs require their matching skill, so they reach qualified engineers only.

How often should a hotel's passenger lifts be thoroughly examined?

HSE's leaflet INDG339 on the thorough examination and testing of lifts says a lift used at any time to carry people must be examined at least every 6 months, and one that only carries loads every 12 months, or in line with an examination scheme drawn up by a competent person. The lift owner must make sure the examinations happen at those intervals.

A service lift for luggage or laundry that carries staff at any time goes on the six-month cycle.

What FieldEx does about it

Six-month or 12-month cycles: each lift's thorough examination runs as a recurring certification with the examining body recorded and the report attached.
Monthly servicing on its own plan: the lift contractor's routine visits run as a maintenance plan on the same lift record.
Breakdowns against the lift: guest-reported lift faults become jobs on the lift, so repeat failures are visible.

How often should a hotel kitchen's extract hood and ductwork be inspected for grease?

NFPA 96, as extracted in the 2021 Massachusetts Fire Code (NFPA 1, chapter 50), sets inspection frequencies for grease build-up by type of cooking: monthly for systems serving solid fuel cooking, quarterly for high-volume cooking, semiannually for moderate-volume cooking and annually for low-volume cooking. The same code requires metal-alloy fusible links and sprinklers in the system to be replaced at least semiannually.

A hotel with a 24-hour kitchen, a banqueting kitchen and a café can have three different frequencies under one roof.

What FieldEx does about it

Frequency by kitchen: each extract system is an asset with its own inspection frequency, monthly, quarterly, six-monthly or annual.
Fusible links on a six-month cycle: the link replacement runs as its own recurring job, with the parts used recorded.
Before and after photos: watermarked photos of the hood and duct are attached to each cleaning job.

Do hotels have to keep accessible room and facility features working?

In the United States, yes. The Department of Justice's ADA Title III regulation, 28 CFR 36.211, requires a public accommodation to maintain in operable working condition the features of facilities and equipment that must be readily accessible to and usable by people with disabilities. For a hotel, that includes accessible rooms and the routes and equipment that serve them.

A broken grab rail or a lift out of service is a maintenance fault and an accessibility failure at the same time.

What FieldEx does about it

Accessible features as assets: accessible rooms, lifts, ramps, door openers and alarms can each be recorded and inspected.
Regular checks: a recurring inspection walks the accessible features on a set frequency with its own checklist.
Faults fixed fast: a failed feature raises its repair, and a service-level agreement on that job type can set a shorter target.

What temperature should hotel kitchen fridges hold, and how often should they be checked?

The UK Food Standards Agency says chilled food must be kept at 8°C or below, a legal requirement in England, Wales and Northern Ireland, and recommends setting fridges at 5°C or below. Its Safer Food Better Business pack says chilling equipment should be checked at least once a day.

Across a hotel's main kitchen, banqueting kitchen, bars and room minibars, that is a lot of daily checks, and each one is a number.

What FieldEx does about it

Temperatures as a history: fridge and cold room temperatures are recorded as meter readings on each unit, building a time-stamped log.
Daily checks on a plan: a daily inspection prompts the reading at each unit.
Warm units acted on: a failed temperature check on the checklist raises a repair job for the refrigeration engineer.

How quickly should hotel engineering respond to a guest-reported room fault?

There is no regulation for it; the target is set by the hotel and its brand standards. Engineering teams usually split faults into those that affect the guest now, such as no hot water, a failed air conditioner or a door lock fault, and those that can wait for the room to be empty. The first group needs a response measured in minutes, the second needs a slot in the engineering plan before the room is next let.

What every hotel needs is a time stamp when the fault was reported and another when it was fixed.

What FieldEx does about it

Two levels of urgency: job types for in-room faults and for deferred work each carry their own service-level agreement and targets.
Clock on the property's hours: timers run against business hours that can differ by day, including round-the-clock cover.
Alerts to the duty engineer: at-risk and violation alerts go to the assigned engineer, the duty manager or their group.
The record afterwards: response and completion times show on each job and in reports by property.

What should a hotel guest room preventive maintenance checklist cover?

A room PPM round is a walk through everything a guest touches or depends on: door lock and closer, lighting and switches, sockets, air conditioning filters and drains, taps, showers and drains, toilet flush, sealant, windows and balcony doors, furniture fixings, the television and the minibar fridge. Hotels usually rotate the round floor by floor, so only a block of rooms is out of sale at a time.

The value is in the record: which room, which items failed and what was fixed.

What FieldEx does about it

The checklist as a template: each question can have a reference photo, and the checklist can be generated with AI from a PDF or PNG of your existing checklist or procedure, then edited.
Room by room: a plan applied to all rooms of a type raises each room's visit on its own schedule.
Failed items become jobs: every failed answer creates its job and tasks, so nothing on the round is forgotten.
Room histories: each room keeps its own record of PPM rounds, faults and repairs.

Customer story

Magnum, a leisure and entertainment brand established in 1968, runs its operational and facility management on FieldEx. Its story describes jobs, inventory logs and reports generated automatically, reports sent on a set schedule, and service-level agreement tracking that alerts the team as deadlines approach, with a 25% increase in operational efficiency and field manpower reduced from 55 to 41 people.

Read the Magnum story

A large facility services company with a regional presence in Singapore runs more than 100 technicians and contractors on FieldEx. Mechanical and electrical maintenance, such as air-conditioning units grouped by floor or brand, runs alongside daily, weekly and monthly housekeeping rosters, each task assigned to a named team member at a set time and tracked floor by floor. Technicians close each job with a digital checklist and a PDF report.

Read the facility services case study

Questions hotel engineering managers ask about FieldEx

What is the best hotel maintenance software for an engineering team?

It has to log guest room faults quickly, run PPM for plant and rooms, record water, pool and fridge readings, keep fire and lift records, and show the general manager what was done. FieldEx does all of this in one system, on each property's own records. Compare approaches in our guide to CMMS software.

Can the front desk log a room fault without training?

Yes. A fault can be raised in seconds on the web or the mobile app, or by scanning the room's QR code, which opens a short form without logging in.

Can we run legionella flushing for rooms that are empty?

Yes. A weekly flushing round runs as a site maintenance plan, and a one-off flush can be raised on any room before it reopens.

Can engineers record pool, spa and water temperature readings?

Yes. Number fields on the job capture pH, disinfectant and temperature values, and fridge and cold room temperatures build a time-stamped history on each unit.

Can we manage several hotels in one account?

Yes. Each hotel is a site, plans can apply across many sites, and access can be limited so each property's team sees only its own work.

Can we see which rooms keep having the same fault?

Yes. FieldEx notifies users when a new job repeats a recent job on the same room or asset, and reports show faults by room, floor and type.

Can we set different response targets for in-room faults and back-of-house work?

Yes. Each job type can carry its own service-level agreement, with stages, business hours and alerts.

Can outside contractors' visits for lifts and fire systems be recorded?

Yes. Contractor visits are recorded as jobs or certifications on the lift or fire asset, with their reports and certificates attached.

Can engineers work in plant rooms and basements without a signal?

Yes. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

How long does it take to get a hotel running on FieldEx?

Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. Setup, data upload and training are included in the subscription, with no setup fee. Rooms and plant can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.

Run every room fault, safety check and plant service from one system

Book a demo