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CMMS for the
Hospitality Industry

Streamlining Maintenance and Facility Upkeep of Hotels, Resorts, and Casinos

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TABLE OF CONTENTS

CMMS BENEFITS FOR HOSPITALITY INDUSTRY

The hospitality industry is known for its relentless pursuit of excellence in guest services and satisfaction. Hotels, resorts, and casinos operate around the clock, providing a wide range of services and amenities. However, ensuring facilities operate without a hitch, maintaining guest satisfaction, and managing costs is daunting without the right tools.

CMMS offers a host of benefits that are particularly tailored to meet the unique maintenance challenges in the hospitality industry. It ensures that facilities and equipment are maintained and operational, costs are controlled, safety is maintained, and important decisions are data-driven.

Click Maint CMMS helps elevate the maintenance and facility management of your hotels, resorts, and casinos.

CLICK MAINT CMMS FOR THE HOSPITALITY INDUSTRY

asset-management-and-tracking

Asset Management

  • Create a central asset repository in the CMMS software, including details such as asset ID, type, model, location, warranty, documents, purchase date, and more.
  • Assign QR codes to each asset for efficient tracking and accessing asset details from mobile devices..
  • Regularly update asset information as assets are added, moved, or retired.
preventive-maintenance

Preventive Maintenance

  • Develop a preventive maintenance plan based on equipment manufacturer recommendations and industry best practices.
  • Create maintenance tasks in the CMMS, specifying task frequency, instructions, and responsible personnel.
  • Automate task assignments and notifications for upcoming preventive maintenance activities.
  • Let the CMMS take care of the tracking and notifications, and empower technicians to execute scheduled preventive maintenance tasks on time.
work-order-management

Work Order Management

  • Enable staff and guests to submit maintenance requests through the CMMS via a user-friendly interface.
  • Prioritize work orders based on urgency and guest impact.
  • Assign work orders to third-party vendors or technicians using the CMMS.
  • Track the progress of work orders in real-time within the CMMS, allowing for updates and comments.
  • Complete work orders and record details on time required, parts and materials used, and other associated costs.
inventory-management

Inventory Management

  • Maintain all inventory data in the CMMS, including spare parts, supplies, and materials.
  • Set up automated inventory tracking to monitor stock levels.
  • Implement reordering triggers in the CMMS to ensure timely replenishment.
  • Utilize the CMMS for procurement with notifications of parts to be ordered and details on preferred suppliers.
asset-maintenance-history

Asset Maintenance History

  • Record all maintenance activities and repairs in the CMMS, including date, time, personnel involved, and costs.
  • Attach relevant documents, photos, or notes to maintenance records for future reference.
  • Use the CMMS to generate comprehensive maintenance histories for each asset.
work-order-reports

Work Order Reports

  • Utilize the CMMS to generate reports summarizing preventive maintenance activities, including completed tasks, costs, and upcoming schedules.
  • Review these reports to identify trends, equipment performance, and potential issues.
  • Generate work order reports to track the volume and status of maintenance requests and completed work orders.
  • Analyze these reports to identify recurring issues or areas requiring additional attention.
cost-management-and-compliance-in-cmms

Cost Management and Compliance

  • Use the CMMS to monitor maintenance expenses and costs associated with spare parts and labor.
  • Compare budgeted vs. actual costs through CMMS-generated reports to control expenditures.
  • Maintain all necessary documentation, including safety checks, compliance certificates, and maintenance records within the CMMS.
  • Ensure that the CMMS provides easy access to these documents during audits and inspections.
training-and-support

Training and Support

  • Provide training to maintenance staff and users on how to use the CMMS effectively.
  • Ongoing support and assistance for CMMS-related inquiries and issues.

CMMS FOR HOTELS

Hotels are hubs of constant activity. They all offer their guests a home away from home, but with more. All hospitality and maintenance managers face the challenge of maintaining every aspect of guest experience to perfection. A well-implemented Computerized Maintenance Management System (CMMS) is the hospitality industry's solution to ensure that guest rooms, restaurants, common areas, and recreational amenities are in optimal condition and available 24/7.

managing-guest-room-maintenance

Managing Guest Room Maintenance

  • Automated Maintenance Scheduling: CMMS automates the scheduling of routine maintenance tasks for guest rooms, ensuring that everything from air conditioning, plumbing to electrical systems is regularly inspected and maintained. 
  • Guest-Initiated Work Orders: Guests can report issues or request maintenance through the CMMS. Guest requests can be converted into work orders, instantly alerting maintenance teams to address and resolve issues promptly.
  • Real-Time Tracking: CMMS provides real-time tracking of work orders, allowing managers to monitor the status of maintenance tasks and manage backlogs ensuring work is completed swiftly and effectively.
streamlining-food-and-beverage

Streamlining Food and Beverage Facilities Maintenance

  • Preventive Maintenance: CMMS schedules regular equipment inspections and maintenance to prevent unexpected breakdowns. This proactive approach ensures that kitchen equipment remains in excellent working order, ensuring the smooth operation of food and beverage facilities.
  • Inventory Management: CMMS tracks inventory levels of parts and materials used to maintain on-site restaurants, kitchens, and bars. When stock levels reach predefined thresholds, the system can generate automated reorder requests, ensuring that essential supplies are available.
  • Compliance Records: CMMS maintains detailed and accurate records of maintenance activities, making it easy to monitor and demonstrate compliance with health and safety regulations. This documentation simplified audits, helping hotels, resorts and casinos meet regulatory requirements efficiently.
optimizing-recreational-amenity

Optimizing Recreational Amenity Maintenance

  • Scheduled Inspections: CMMS schedules regular inspections and maintenance for recreational facilities. This allows maintenance teams to identify and address potential issues early. This early detection prevents small issues identified from becoming much larger, more costly repairs that result in facilities becoming unavailable for paying customers. 
  • Calibration Tracking: For facilities like pools and spas, CMMS can schedule and track pool chemical readings. This ensures that water quality is consistently maintained at safe and enjoyable levels.
  • Guest Safety: CMMS facilitates prompt responses to safety concerns. Staff can report incidents or concerns directly through the system, initiating work orders for immediate attention. This feature reinforces guest safety and demonstrates a commitment to guest well-being.

CMMS FOR RESORTS

Resorts are facilities that offer luxury and leisure, providing guests an escape from the ordinary. To maintain this level of excellence, resorts must maintain their grounds, pools and spas, and fitness and leisure facilities in impeccable condition. Computerized Maintenance Management System (CMMS) takes resort maintenance and facility management to new heights:

grounds-maintenance-and-upkeep

Grounds Maintenance and Upkeep

  • Scheduled Landscaping: CMMS automates the scheduling of landscaping tasks, including mowing, irrigation, and tree care. This ensures that the resort's outdoor spaces always look lush and inviting. CMMS scheduled maintenance also accommodates seasonal fluctuations. 
  • Inventory Management: CMMS efficiently manages landscaping supplies such as fertilizers, mulch, and pesticides. It tracks inventory levels, triggers restocking alerts, manages vendors and suppliers, and streamlines the procurement process.
  • Cost Tracking: Resorts can monitor the costs associated with landscaping projects and materials through CMMS reports, helping them manage budgets and resources, and control costs.
pool-and-spa-maintenance

Pool and Spa Maintenance

  • Preventive Maintenance: CMMS schedules pool and spa equipment inspections, filter changes, and water quality checks. Preventive maintenance ensures that pool and spa equipment and facilities don’t break down and are available for guests. Anyone who travels or vacations has been to hotels and resorts where pools are closed due to maintenance. The immediate response is disappointment and feeling that we aren't getting what we paid for.
  • Water Chemistry Management: CMMS tracks chemical tests for pools and spas, ensuring that pH and chlorine levels are where they need to be for safe usage. Chemical tests can be scheduled and tracked so they’re never missed and results are documented.
  • Repairs and Work Orders: CMMS software manages and tracks all unplanned maintenance and repairs. When equipment or parts break down, maintenance can streamline repairs and work orders so they are attended to and completed as quickly as possible, so downtime is minimized.
management-of-sports-and-leisure-facilities

Management of Sports and Leisure Facilities

  • Scheduled Maintenance: CMMS automates the scheduling of maintenance tasks for sports and leisure facilities. This includes equipment checks, surface maintenance, and facility inspections to uphold safety standards.
  • Equipment Management: Resorts can track the condition of sports and fitness equipment through CMMS. The system generates work orders for repairs or replacements, ensuring equipment availability is maximized and repairs or replacements are done fast.

CMMS FOR CASINOS

Casinos offer excitement, providing guests with thrilling gaming experiences in a secure and vibrant atmosphere. The efficient maintenance and management of gaming equipment, security and surveillance systems, and guest services are critical for success. The following are ways CMMS software streamlines and improves maintenance and facility management operations in casinos:

gaming-equipment-maintenance-and-compliance

Gaming Equipment Maintenance and Compliance

  • Scheduled Maintenance: CMMS automates the scheduling of routine maintenance for gaming facilities, including HVAC and plumbing systems, restaurant equipment, spas, and slot machines. Regular inspections, cleaning, and calibration are critical to prevent disruptions in gaming operations.
  • Regulatory Compliance: Casinos face strict regulations and compliance standards. CMMS maintains comprehensive records of equipment maintenance and calibrations, simplifying compliance with gaming regulations and audit requirements.
  • Inventory Management: CMMS efficiently tracks the inventory of spare parts and components for facilities equipment and gaming machines, ensuring that critical parts and other consumables are readily available when repairs and upkeep are needed.
security-and-surveillance

Security and Surveillance

  • Security Equipment Maintenance: CMMS schedules maintenance and inspection tasks for security equipment, such as cameras and access control systems. Regular checks ensure these systems are functioning correctly to maintain the safety of guests and assets.
  • Surveillance System Upkeep: CMMSs help ensure surveillance systems are well maintained and functioning without a hitch. If security systems fail or need repair, CMMS software helps speed up repairs and resolution. Repairs and upkeep are tracked from start to finish, with all activities logged. Specialized 3rd party vendors’ activities and costs are also documented.
  • Incident Documentation: Security incidents can be documented within the CMMS, providing a detailed history of events and actions taken for deeper review and investigation.
elevating-the-guest-experience-through-CMMS

Elevating the Guest Experience through CMMS

  • Guest Services: CMMS facilitates communication and coordination among various departments to respond promptly to guest requests or maintenance needs, helping improve and support a more enjoyable experience.
  • Asset Availability: The availability of gaming equipment and amenities is crucial. CMMS ensures that all facilities, from restaurants to entertainment venues, are well-maintained and operational. 
  • Maintenance Record Keeping: Whether it be maintenance requests, open work orders or maintenance records for audits, a CMMS is a centralized hub that makes it easy for facility and maintenance managers to access data. Easy access and automated alerts helps to reduce breakdowns, speeds up repair times, and maximizes availability.

Hospitality CMMS Workflow for Hotels, Resorts, and Casinos

  • build-an-asset-registry
    Step 1:

    Build an Asset Registry 

    The process begins with compiling a registry of assets, including locations (rooms / areas, kitchen equipment, HVAC systems, recreational facilities, and more, into the CMMS database. Some CMMS platforms categorize locations and spaces as assets, while others like Click Maint categorize locations separate from assets. 

    Unique Identification: Each asset receives a unique identifier, capturing crucial details like its location, manufacturer, model, purchase date, expected lifespan, and maintenance history. Assets should also be broke down by asset type making it easier to search and run reports.

    Generate a QR Code for your unique Asset ID here.

  • preventive-maintenance-scheduling
    Step 2:

    Preventive Maintenance Scheduling

    The CMMS system tailors preventive maintenance schedules to the unique needs of hotels, resorts, and casinos.

    Scheduling Maintenance Tasks: Maintenance tasks are defined, considering factors like manufacturer recommendations, usage patterns, and industry standards. Schedules are established for routine inspections, servicing, and calibration.

  • work-order-generation
    Step 3:

    Work Order Generation

    Maintenance or servicing tasks are then initiated through the generation of work orders within the CMMS.

    Work Order Details: Work orders contain comprehensive details about the maintenance task, including the asset involved, location,  priority, location, required parts, due date, and specific instructions.

  • work-order-assignment-and-tracking
    Step 4:

    Work Order Assignment and Tracking

    Maintenance supervisors or administrators assign work orders via the CMMS to dedicated maintenance teams or technicians.

    Notifications: Technicians promptly receive task notifications on their mobile devices, and or via email at workstations, ensuring swift attention to maintenance requests.

    Progress Tracking: Technicians utilize the CMMS to track the progress of their assigned work orders, updating the status as "in progress" or "completed."

  • documentation-and-maintenance-records
    Step 5:

    Documentation and Maintenance Records

    Maintenance technicians meticulously document their activities, encompassing the date, time, actions taken, parts utilized, and any issues encountered during maintenance. Assigned technicians also keep track of time required to complete work orders and tasks. Labor time records not only add insight into time required to complete work orders, but also labor costs involved.

    Maintenance History: These detailed records form an integral part of the asset's maintenance history, offering a comprehensive overview of past maintenance activities.

  • calibration-tracking
    Step 6:

    Calibration Tracking

    For assets requiring calibration, the CMMS system diligently monitors calibration schedules and records the results.

    Adjustment Work Orders: Should an asset's calibration fall outside acceptable limits, the CMMS automatically triggers a work order for calibration adjustment, ensuring compliance and precision.

  • data-analysis-and-reporting
    Step 7:

    Data Analysis and Reporting

    The CMMS compiles data from various maintenance activities, work orders, inspections, and asset history.

    Data Analysis and KPIs: CMMSs are powerful data analysis tools that generate reports, analytics, and key performance indicators (KPIs). These insights provide valuable information on equipment performance, maintenance costs, downtime trends, and compliance with industry regulations.

  • predictive-maintenance
    Step 8:

    Predictive Maintenance*

    Utilizing historical data and equipment usage patterns, the CMMS software predicts potential equipment failures and identifies when parts require servicing or replacement.

    Proactive Maintenance: Predictive maintenance generates tasks that notify users in advance when parts need servicing or replacement, preventing costly equipment breakdowns.

    *Disclaimer - Click Maint may not include all features such as Predictive Maintenance or IoT integration; please talk to us for more details.

  • spare-parts-inventory-management
    Step 9:

    Spare Parts Inventory Management

    The CMMS efficiently manages the inventory of spare parts and supplies, ensuring that the required items are readily available for maintenance tasks.

    Inventory Tracking: The system closely monitors stock levels, issues alerts when inventory is low, and automates ordering of parts and materials.

  • regulatory-compliance
    Step 10:

    Regulatory Compliance

    The CMMS maintains detailed records of all maintenance activities, including calibration, simplifying regulatory compliance in the hospitality industry.

    Audit and Reporting: Documentation is readily accessible for regulatory audits and reporting, ensuring adherence to industry standards and regulations.

  • continuous-improvement
    Step 11:

    Continuous Improvement

    Regular Reviews: Periodically review CMMS-generated reports and analytics to identify areas for improvement in maintenance processes.

    Process Improvements: Implement process enhancements and adjustments based on insights gained from CMMS data, ultimately optimizing maintenance efficiency and guest satisfaction.

FACTORS TO CONSIDER IN SELECTING THE RIGHT CMMS SOLUTION FOR YOUR HOSPITALITY BUSINESS

The right CMMS can streamline maintenance operations, improve guest satisfaction, and ensure the efficient management of your facilities. Here are key factors to consider when choosing the perfect CMMS solution for your hospitality venture:

industry-specific-features-1

Industry-Specific Features

Ensure the CMMS is tailored to the unique needs of the hospitality sector, including guest room maintenance, food and beverage facility management, and recreational amenity upkeep.

scalability

Scalability

Consider your business growth potential. The CMMS should be able to scale with your expanding operations if there are plans to add more properties or amenities.

user-friendliness-1

User-Friendliness

An intuitive interface is essential for easy adoption by staff. Look for a CMMS that is easy to learn and navigate, and offers mobile accessibility for on-the-go maintenance teams. Ensure that the CMMS has a knowledge base that is full of easy to access articles, videos, and webinars so users have resources when needed.

integration-capabilities-1

Integration Capabilities

Ensure that the CMMS can integrate with existing systems such as property management systems (PMS), reservation systems, and accounting software for seamless data sharing.

customization-options-1

Customization Options

Your CMMS should allow you to customize maintenance workflows, reports, work order forms and notifications to align with your specific business processes and preferences.

preventive-maintenance-features-1

Preventive Maintenance Features

Look for a system that offers preventive maintenance scheduling, automated task assignments, and equipment history tracking to extend the lifespan of your assets.

work-order-management-1

Work Order Management

A robust work order management module is essential for efficient tracking, assignment, and completion of maintenance tasks and guest requests.

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Reporting and Analytics

Access to real-time data, performance metrics, and customizable reports enables data-driven decision-making for improved facility management and cost control.

mobile-accessibility-1

Mobile Accessibility

Mobile compatibility allows maintenance teams to receive and update work orders, perform inspections, and access critical information from their smartphones or tablets.

regulatory-compliance-2

Regulatory Compliance

Ensure that the CMMS helps maintain detailed records necessary for regulatory compliance in the hospitality industry, including safety checks and food service regulations.

vendor-support-and-training-1

Vendor Support and Training

Evaluate the level of support and training provided by the CMMS vendor. Adequate support and resources are crucial for successful implementation and ongoing use.

future-proofing-1

Cost and ROI

Consider the total cost of ownership, including software licensing, implementation, and ongoing maintenance costs. Calculate the potential return on investment (ROI) based on expected efficiency gains and cost savings.

user-feedback-and-references-1

User Feedback and References

Seek feedback from other hospitality businesses using the same CMMS solution. References and case studies can provide insights into its real-world performance.

security-and-data-privacy-1

Security and Data Privacy

Ensure that the CMMS complies with data security standards and offers features like role-based access control to protect sensitive maintenance and guest data.

future-proofing-1

Future-proofing

Consider the CMMS vendor's commitment to innovation and product updates to ensure your chosen solution remains current and adaptable to evolving industry needs.

BEST PRACTICES FOR CMMS IMPLEMENTATION IN THE HOSPITALITY INDUSTRY

developing-maintenance-strategies

Developing Maintenance Strategies

  • Set Clear Objectives: Define your maintenance goals, whether it's reducing downtime, enhancing guest experiences, or complying with regulations.
  • Prioritize Assets: Identify critical assets that require immediate attention, and develop maintenance strategies based on asset priority and criticality. 
  • Preventive Maintenance: Implement preventive maintenance schedules tailored to your industry's unique needs, such as guest room upkeep, kitchen equipment servicing, and facility inspections.
  • Asset Life Cycle Management: Plan for asset replacement and upgrades, taking into account their expected lifespan and technological advancements.
workflow-optimization

Workflow Optimization

  • Streamline Workflows: Map out your maintenance processes and optimize them within the CMMS, ensuring tasks are assigned, tracked, and completed efficiently.
  • Training and Adoption: Provide comprehensive training to staff to ensure they are proficient in using the CMMS, reducing resistance to adoption.
  • Mobile Accessibility: Enable mobile access for maintenance teams, allowing them to receive work orders, document activities, and access information while on the move.
  • Real-time Communication: Facilitate real-time communication and updates between maintenance staff, supervisors, and management to enhance responsiveness.
ensuring-data-security-and-compliance

Ensuring Data Security and Compliance

  • Data Security Measures: Implement robust data security measures, including encryption, user authentication, and role-based access control, to protect sensitive maintenance and guest information.
  • Regulatory Compliance: Ensure that your CMMS helps you maintain detailed records required for regulatory compliance in the hospitality industry, such as safety checks and food service regulations.
  • Regular Audits: Conduct regular audits and assessments to ensure compliance with industry standards and data protection regulations, making necessary adjustments when required.
  • Data Backup and Recovery: Implement a reliable data backup and recovery system to safeguard critical maintenance data and minimize downtime in case of system failures.

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