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Published on : Wednesday, January 20, 2016
This month, HotelTap has added a new feature to its popular “digital log book in the cloud” to aid hoteliers in their Preventive Maintenance processes. Room Logs: Preventive Maintenance is designed to create digital task and subtask logs for routine room inspections. The Silver Palms Inn in Key West, Fla., is the first user of HotelTap with the new Preventive Maintenance tool added.
Ideal for operators of limited-service hotels with 50+ rooms, HotelTap uses a social media network format to improve communication, task completion and maintenance management. The system replaces notebooks, paper tickets, sticky notes, internal emails, spreadsheets, text messages and radios for recording and responding to guest requests, performing and tracking maintenance tasks, and resolving customer complaints. With the Room Logs: Preventive Maintenance feature now in place, hotels can prevent maintenance issues that happen without notice and identify issues before there is a guest complaint.
“Several of our customers voiced concerns that although HotelTap is streamlining communications flawlessly for Front Desk, Housekeeping, Lost and Found, Maintenance, Restaurant, Sales, and Transportation processes, they still use pen and paper to manage their preventive maintenance tasks,” said Sandip Jariwala, founder of HotelTap. “As owner of the Hawthorn Suites By Wyndham in Alameda, Calif., I understood their dilemma and asked our development team to add the Room Logs: Preventive Maintenance feature. This new tool enables maintenance staff to schedule room inspections in advance—depending on occupancy. It provides a snapshot of which rooms have been completed and which are in dire need of work.
“When an inspection is completed, it can be closed out,” he said. “However, if there is an item on the task list that can’t be addressed immediately, HotelTap will assign a sub-task for that item until it is complete. For example, a window screen may need replaced in Room 101 due to a small tear that can eventually get bigger. Unfortunately, there may not be replacement screens available at that time. Because it isn’t an urgent problem, the sub-task doesn’t prevent the front desk from selling the room. Maintenance will order new screens, and the PM checklist for Room 101 will remain open until the torn screen is replaced. When the sub-task for Room 101 is complete, the checklist will be closed.”
HotelTap with Room Logs: Preventive Maintenance clearly shows the maintenance department by month which room inspections are completed and which rooms are overdue. If a room on the checklist is red, the inspection is overdue. As soon as the room becomes vacant, HotelTap will automatically reschedule the room for inspection. When the inspection is complete, the checklist for that room turns green.
“We’ve been trying to find a flexible and affordable Preventive Maintenance tool for quite some time,” said Silver Palms Inn General Manager Mey Espinoza. “We demo’d a few systems, but nothing came close to the functionality and ease of use of HotelTap for Preventive Maintenance and other workforce communications. If we want to paint Rooms 101 to 106, for example, we simply assign dates next to the room number in the month column in Room Logs: Preventive Maintenance and the system automatically creates tasks on the ‘To Do’ list. HotelTap gives us a hub for tracking all of our guest complaints relating to maintenance as well as tasks arising out of preventive maintenance inspections. It provides us with a recorded snapshot of where we have issues that need to be addressed, and identifies areas of weakness in the hotel or in specific departments with regard to complaints and maintenance issues.
“HotelTap makes our operations seamless by targeting all the main issues a hotel needs to stay on top of,” she said. “Having one system and one view for all departments is invaluable. Sandip did a great job in making this program user friendly; it has all the features that we needed – and then some. My staff absolutely loves HotelTap. I guess it took a hotel owner to develop the technology needed to help today’s limited-service operators communicate more efficiently.”