Work orders and preventive schedules

Who this is for: Front Desk, Manager, Owner — requires frontdesk.room.block or engineering.maintenance.manage. Where: Engineering → Work Orders (the worklist) · Settings → Engineering Setup (standard durations and preventive schedules)

A room going out of order is only half the story — taking the room off the market says nothing about why, who is fixing it, or how long it should take. Engineering → Work Orders is where that half lives: what broke, who owns it, how it is progressing, and — for the work that repeats on a schedule rather than waiting for a complaint — when it is due again.

A work order does not create its own room block. If the job takes a room out of service, it is booked through the same conflict-checked room-maintenance flow; the work order simply records which block it belongs to.

Log a work order#

1. Select New work order.
2. Choose the source — Guest complaint, Housekeeping inspection, Night audit, Walk-through, or Other. This is what tells two otherwise-identical "AC not cooling" rows apart on the worklist.
3. Choose the object — Air conditioner, Water heater, Lift, Lighting, Plumbing, Furniture, Electronics, or Other.
4. Type a title and, if useful, a longer description.
5. Select Save.

The object you pick does two things automatically. If your house has recorded a standard repair duration for that object and job type, the work order opens with that expected duration already filled in — nobody has to guess how long an air-conditioner repair should take before it visibly overruns. And if the object carries a default owner or department, the work order is pre-assigned to them rather than landing unowned.

Update a work order's status#

A work order moves through four states: Open → In progress → Completed, or Open/In progress → Cancelled.

• Start moves an open work order to in progress.
• Complete closes it out. Completing is also where the actual duration is recorded, so a repeatedly-overrunning job type is visible in the numbers, not just in memory.
• Cancel work order closes it without completing the work — for a duplicate report or a job that turned out not to be needed.

Reassign a work order#

Select Reassign on any row to change who owns it — the owner, the department, or both. This is the tool for the routine handoffs a shift produces: a technician goes off shift with three open jobs, a specialist needs to take over a lift repair, a department needs to pick up work nobody has claimed yet. Every reassignment is on the audit trail, so "who was this with, and when" is always answerable.

Standard repair durations#

Settings → Engineering Setup → Repair durations is where a house records how long a job type against an object is expected to take, in minutes — air_conditioner / filter_change, plumbing / leak_repair, and so on. A duration is either an org default, shared by every property, or a hotel override for one property whose jobs genuinely take longer or shorter than the rest of the portfolio. When both exist for the same object/job-type pair, the hotel's own row is what a work order picks up.

This list only feeds the expected duration a new work order opens with — nothing blocks a job from running long. It exists so overruns are visible, not so they are prevented.

Preventive maintenance: maintenance objects#

Reactive work orders wait for something to break. Settings → Engineering Setup → Maintenance objects is the planned half: a piece of equipment — a lift, a water heater, a fire system — with a recurrence and a checklist, so the work happens on a schedule instead of depending on someone remembering.

1. Select New maintenance object.
2. Name it, and choose the engineering object it is against.
3. Set the recurrence: an interval in days (a lift's monthly service) or a usage threshold (serviced every N uses, for equipment with a meter).
4. Add the checklist — one line per step a generated work order should carry.
5. Select Save.

Each object tracks its own next due date. Select Generate due work orders to turn every object that has reached its due date into an open work order, with the checklist carried across as its description and the source stamped preventive_schedule — the one fact that tells a generated job apart from a reactive one on the worklist.

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Usage-based recurrence is recorded today but does not yet generate work orders on its own — advancing a usage counter depends on equipment-meter tracking that has not shipped. An interval-based object generates on schedule now; a usage-based object stays visible and editable and will start generating once that meter lands.

Who can reach these screens#

Work Orders and Engineering Setup share the same gate as Room Maintenance: frontdesk.room.block or engineering.maintenance.manage. Anyone who can already take a room out of order can also log and manage the work behind it — engineering did not get a narrower door than the rack it feeds.

Both screens also need the Engineering app switched on for the property — see enabling apps for a property.

What's next#

• Take a room out of order — where a work order's room block, if it has one, is actually held
• Reference data — where source, object and other code lists live house-wide
• The room rack — where a room's block is read during a shift