Hotel maintenance software for Malaysian hotels, resorts and serviced apartments

From a guest's broken aircond to the boiler's certificate renewal, every engineering job is logged, assigned, timed and closed with photos, for one hotel or a whole group.

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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 for Malaysian hotel engineering departments, joining field service management with a computerised maintenance management system (CMMS). Guest room defects become tracked jobs, chillers, boilers, gensets and pool plant run on planned preventive maintenance (PPM), and Bomba, Department of Occupational Safety and Health (DOSH) and Suruhanjaya Tenaga deadlines stay on each hotel's dashboard.

What FieldEx does for Malaysian hotel engineering departments

The chief engineer of a Malaysian hotel looks after two things at once: guest rooms that must be right before the next check-in, and the plant the regulators inspect. Bomba wants the fire certificate, DOSH wants lifts and boilers certified, Suruhanjaya Tenaga wants the chargeman's visits, and the Ministry of Health wants clean kitchens. FieldEx puts all of it on the hotel's own records. Book a demo for one of your properties.

The hotel, its rooms and its plant

One site per hotel, resort or serviced apartment block, with address, map pin, contacts and floor plans attached.
Assets for chillers, air handling units, boilers, calorifiers, gensets, lifts, escalators, fire pumps, kitchen equipment, cold rooms and pool plant, plus each guest room where it helps, in asset management.
Parent and component levels, such as a room with its fan coil unit, water heater and minibar.
QR stickers on rooms and plant for quick scanning by technicians.

Guest room defects from front desk to fixed

Defects raised by the front office, housekeeping or the duty manager on the web or the app, with photos and the room linked.
A QR form on a room or the property that opens without login, so any staff member can log a defect, arriving in the engineering backlog.
Service-level agreements (SLAs) on the hotel's operating hours, with warnings before an in-room defect target is missed.
A notice when the same room or unit has a repeat job soon after the last one.

PPM for every plant room

Asset PPM for chillers, boilers, gensets and pumps, and site PPM for rounds such as tray cleaning or emergency light checks, in preventive maintenance.
Frequencies by day, week, month or year, fixed or counted from the last visit, and genset PPM by running hours.
A plan applied to all rooms of one type, or to every hotel in the group.
Missed visits rescheduled automatically after a set overdue period.

Certificates and regulator dates

Recurring certifications per asset type with custom frequencies, such as a 15-month certificate of fitness (CF) or a yearly fire certificate, and the certifying authority recorded.
Due, overdue and done status, with reminders, and certificates attached, through compliance documentation.
A dashboard per hotel of what is overdue and due in the next 7 days.

Engineering staff on shift

Jobs offered by skill, availability, shift and leave, so a chargeman job goes to a chargeman, with a drag-and-drop scheduler in scheduling and dispatch.
The FieldEx mobile app in English, Bahasa Malaysia and Chinese, with checklists, number fields for readings and watermarked photos.
An engineering store and each technician's own stock, with reorder alerts and parts booked to each job, in spare parts inventory.

Reports for the GM and the owning company

Monthly reports on room defects, SLA results, PPM completed against PPM scheduled and maintenance cost per hotel and asset.
Job sheet PDFs with the work done, parts, photos and time on site.
Reports exported or emailed on a timetable to each hotel's general manager, in reporting and analytics.

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.

Which Malaysian hotels need a Bomba fire certificate, and how often is it renewed?

The Fire Services (Designated Premises) (Amendment) Order 2020, P.U.(A) 289/2020, published by Jabatan Bomba dan Penyelamat Malaysia (JBPM), lists the hotels that are designated premises: open-corridor hotels with 100 rooms or more in each block, hotels of two to three storeys with 101 rooms or more, and hotels of four storeys and above with 51 rooms or more. JBPM says a fire certificate is valid for one year from the date of issue and must be renewed every year.

Many mid-size and large hotels fall inside those thresholds, so the renewal is a fixed date in the engineering calendar.

What FieldEx does about it

The certificate on the main fire panel: the yearly fire certificate is a recurring certification on the hotel's fire system, with reminders well before it expires.
Every fire system on its own schedule: sprinklers, hose reels, wet risers, alarm panels and extinguishers each have their own inspections.
Ready for the Bomba visit: service records, test results and photos for each system are on hand on the phone or as job sheets.
Before a room reopens: a one-off flushing job can be raised on a room's record before it goes back into use.

How often do hotel lifts and escalators need a DOSH certificate of fitness?

Under regulation 5(6) of the Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024, P.U.(A) 99, the CF for lifting machinery, including lifts, is valid for 15 months from the date of inspection. Regulation 8(3) requires the owner to hold an agreement with a competent person for servicing, adjustment and comprehensive examination of lifts, escalators and walkalators, for at least one year.

A hotel with guest lifts, service lifts and escalators can have a different CF expiry for every unit.

What FieldEx does about it

Each lift with its own CF date: the CF runs as a 15-month recurring certification on each lift and escalator.
The lift contract linked: the maintenance agreement is a contract with start and end dates covering the lifts it names.
Guest complaints on the lift record: a stuck or noisy lift reported by a guest becomes a job on that lift, building its breakdown history.

Do hotel boilers, calorifiers and pressure vessels need a certificate of fitness?

Yes. Regulation 3 of the 2024 certificate of fitness regulations prescribes steam boilers and pressure vessels, together with lifting machinery, as plant requiring a CF. The Malay text of the regulations adds that the periodical inspection under section 27E of the Act, or an inspection under an approved special inspection scheme under section 27F, must be carried out before the CF expires.

Laundry boilers, calorifiers and air receivers are typical hotel examples, each with its own inspection date.

What FieldEx does about it

A CF per vessel: each boiler, calorifier and air receiver carries its CF as a recurring certification with reminders before expiry.
Preparation as PPM: the shutdown, cleaning and preparation before the DOSH inspection runs as a PPM visit on the vessel.
The certificate filed: the CF and the inspector's report are attached to the completed record.

How often must a hotel's AHUs and drain trays be cleaned under the DOSH indoor air quality code?

DOSH's Industry Code of Practice on Indoor Air Quality 2010 requires the building and its mechanical ventilation and air-conditioning system to be inspected at least every 6 months. Air handling unit (AHU) components such as fans and dampers are cleaned at least every 6 months, coils and condensate pipes every 6 months, and drain trays at least once a month.

In a hotel, that schedule covers the AHUs serving lobbies and ballrooms and the fan coil units in every guest room.

What FieldEx does about it

Monthly and six-monthly on one plan: each air handling unit and fan coil unit carries the monthly tray clean and six-monthly coil and fan clean as separate visit types.
Rooms in rotation: a plan applied to all fan coil units raises each room's visit, so guest rooms are cleaned without missing any.
Photos as proof: before and after photos of each coil and tray are attached to the job.

How many chargeman visits a month does a hotel's electrical installation need?

Regulation 67 of the Electricity Regulations 1994, published by Suruhanjaya Tenaga (ST), sets at least one competent-person inspection visit a month for an installation of up to 600 volts supplied through switchgear of 100 amperes or more, and at least two visits a month for an installation above 600 volts and up to 11,000 volts. For a place of public entertainment, the low-voltage installation needs at least two inspections a month.

Hotels with high-voltage intake, or ballrooms and entertainment outlets that count as public entertainment, may need twice-monthly visits.

What FieldEx does about it

The right frequency per installation: each switchroom runs a PPM plan for monthly or twice-monthly visits.
Chargeman jobs to chargemen: the job requires the chargeman or supervisor skill before it is offered.
The record book on the switchboard: each visit's checklist, readings and findings stay on the installation's record, ready for an ST audit.
Failures fixed: a failed answer raises the corrective job and can book a follow-up inspection.

What do the Food Hygiene Regulations 2009 ask of a hotel kitchen and its cold rooms?

The Ministry of Health's Food Hygiene Regulations 2009 say food premises listed in the First Schedule may not be used for preparing or storing food unless they are registered under the Regulations. Chilled and frozen storage must be defrosted whenever necessary to keep refrigeration efficient, and temperature recording devices must be accurate. Food premises must be cleaned at least once a day, with floors kept in good condition.

For the engineering team, the kitchen's part is the equipment: cold rooms, freezers, extraction and floors that are fixed before a health officer notices.

What FieldEx does about it

Cold room temperatures logged: temperatures are recorded as meter readings on each cold room and freezer, building a time-stamped history.
Defrost and service on PPM: defrosting, door seal checks and refrigeration servicing run as PPM visits on each unit.
Kitchen defects tracked: a damaged floor tile or a faulty exhaust fan reported by the kitchen becomes a job with photos.
Gas work to gas engineers: gas servicing jobs require their matching skill, so they reach qualified engineers only.

How is hotel swimming pool water quality monitored, and what are the limits?

The Ministry of Health's Engineering Services Division guideline on monitoring swimming pool water quality (Garis Panduan Pemantauan Kualiti Air Kolam Renang, Borang KR1, June 2017) sets the standard: free residual chlorine of 0.5 to 3.0 mg/l, pH of 7.0 to 7.8 and turbidity of 5.0 NTU or less. Under the programme, pool water is sampled once a month for all parameters, with results recorded on Borang KR1.

Between those monthly samples, the hotel's own daily readings are what keep the pool within limits.

What FieldEx does about it

Daily readings on the job: chlorine, pH and turbidity are entered as numbers at each daily pool check.
Monthly samples tracked: the monthly sampling runs as a recurring inspection, with the lab result attached.
Pool plant on PPM: filters, pumps and dosing units have their own PPM plans under the pool asset.

What standby power does a MOTAC star rating expect a hotel to have?

The Ministry of Tourism, Arts and Culture (MOTAC) minimum requirements for the star rating of hotel apartments, uploaded in November 2025, expect a standby generator big enough to power the corridor and public room lights and the emergency lift. The same requirements expect bedroom furnishings and cooking facilities to be of good quality and well maintained.

A genset that only runs during a power cut is the one that fails to start when it is needed.

What FieldEx does about it

Genset PPM by hours and calendar: the generator's plan triggers on running hours, on the date or whichever comes first.
Test runs recorded: load and run-time readings are entered at each test run, against the genset.
Room furnishings on the round: the guest room PPM checklist covers furniture, fittings and kitchenettes, and failed items become jobs.

Does changing a hotel's piped gas system need Suruhanjaya Tenaga approval?

Yes, for new work. Suruhanjaya Tenaga explains that regulation 15(1) of the Gas Supply Regulations 1997 requires an Approval to Install from the Energy Commission before work starts on a new gas installation or an extension, with applications made by registered gas contractors.

Kitchen refits often involve a gas extension, so the approval belongs in the project plan.

What FieldEx does about it

The refit as a project: a kitchen refit can be a project with its jobs, contractors and attachments, including the Approval to Install.
Steps in order: tasks can be sequenced so gas work cannot start until the approval task is complete.
Gas work to qualified people: jobs on the gas installation require their matching skill.

Does the Energy Efficiency and Conservation Act 2024 apply to large hotels?

It applies to any energy consumer above the threshold, and large hotels can reach it. Suruhanjaya Tenaga's guidance on the Energy Efficiency and Conservation Act 2024 (EECA) says energy consumers using 21,600 GJ or more in 12 consecutive months must appoint a Registered Energy Manager within 3 months of the notice, submit an energy efficiency and conservation report every year, and submit an energy audit report within 1 year of the notice and every 5 years after that.

Chillers, boilers and laundry plant are where a hotel's energy goes, and their maintenance history is part of the energy manager's story.

What FieldEx does about it

Meter readings with history: energy meter and running-hour readings on chillers, boilers and the main incomer build a time-stamped history.
Report dates tracked: the yearly report and the five-yearly audit run as recurring certifications on the hotel, with reminders.
Plant performance reports: reliability, age and maintenance cost per asset help the energy manager pick improvement work.

How should hotel engineering follow a guest room defect until it is fixed?

Every guest defect needs to be logged once, assigned straight away, given a target and closed with proof, because the next guest in that room will notice if it was not. The front office, housekeeping and engineering need to see the same record, so nobody chases a defect by phone or WhatsApp.

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

What FieldEx does about it

Logged once, by anyone: front office or housekeeping raise the defect on the room, or scan the room's QR code to open the form.
Assigned and timed: the job goes to the engineer on shift by skill and availability, with an SLA target for in-room defects.
Closed with photos: the engineer completes the job on the phone with photos, and the job's status is visible to everyone with access.
Patterns spotted: reports show defects by room, floor and type, and repeat defects on the same room are flagged.

Which maintenance and inspection records must a Malaysian hotel keep?

Several regulators each ask for their own. Regulation 68(3) of the Electricity Regulations 1994 requires the owner to keep a book of all electrical inspection records and reports, open to the Energy Commission at all times. Clause 5.1.1 of DOSH's indoor air quality code requires its records to be kept for at least 5 years. The Food Hygiene Regulations 2009 require food premises to keep records of food handler training, medical examination and vaccination, available for inspection.

Kept on paper, those records sit in three different offices; kept with the assets, they are one search away.

What FieldEx does about it

Every visit on the asset: switchboard visits, air-conditioning cleaning and kitchen equipment servicing stay on each asset's record with dates, staff and results.
Certificates with their records: CFs, the fire certificate and lab results are attached to their completed certifications.
Exports for inspectors: records can be filtered by hotel, asset type and period and exported as Excel or PDF.
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 Malaysian hotel chief engineers ask about FieldEx

Which hotel maintenance software suits a Malaysian hotel group?

One that logs guest room defects quickly, runs PPM on plant and rooms, tracks Bomba, DOSH and ST dates, records pool and cold room readings and reports per hotel. FieldEx does all of this, with a mobile app in English, Bahasa Malaysia and Chinese. See our guide to CMMS software.

Can housekeeping report a room defect from their phone?

Yes. They scan the room's QR code or use the app, add a photo, and the defect lands in the engineering backlog.

Can FieldEx remind us before a lift or boiler CF expires?

Yes. Each CF is a 15-month recurring certification with reminders before it is due.

Can each hotel in our group have its own dashboard?

Yes. Each hotel is a site, the dashboard can be filtered by site group or service zone, and access can be limited per property.

Can we schedule fan coil unit cleaning for every guest room?

Yes. A plan applied to all fan coil units raises each room's monthly and six-monthly visits.

Can engineers enter chlorine, pH and cold room readings on the app?

Yes. Readings are entered as numbers on the job or recorded as meter readings on the asset, building a history.

Is the app available in Bahasa Malaysia and Chinese for our engineers?

Yes. The FieldEx mobile app runs in English, Bahasa Malaysia and Chinese. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can lift and fire contractors' visits be recorded?

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

Can we track engineering spare parts across hotels?

Yes. Each hotel's store and each technician's own stock are tracked, with transfers and reorder alerts.

How soon can our hotel be 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. There is no setup fee: setup, data upload and training come with the subscription, and FieldEx onboards customers in person in Malaysia as well as online. See FieldEx implementation in Malaysia.

Keep every guest defect, PPM and certificate for your hotels in one place

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