Hello Softinn PMS user! You can use Softinn PMS to create tasks for your maintenance workers through the Work Order feature on Softinn PMS.

With Work Order, you can easily assign a maintenance task to a worker, monitor the repairing process, and even close a room for it.

Check out the video & guidelines below to find out how to setup and add work order for maintenance on Softinn PMS

Steps to Setup and Add Maintenance Work Order on Softinn PMS

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Follow the guidelines below:

PART 1 : Introduction to Work Order on Softinn PMS

Step 1 : Login to Softinn PMS

Step 2 : Select the right property

Step 3 : Click “Housekeeping”

Step 4 : Click “Work Order”

You will see the Work Order page for your Hotel’s Maintenance Management. From this page, you can add a Work Order whenever something needs maintenance. You will see when a Room is closed for maintenance and the task’s priority.

PART 2 : How to Invite Maintenance Worker on Softinn PMS

Step 1 : Click “Setup”

Step 2 : Click “Housekeeping “

Step 3 : Click “Maintenance Worker”

Step 4 : Click “Add Maintenance Worker”

Step 5 :  Insert maintenance worker’s Name and Reference ID and Email.

Step 6 :  Create a Password for the  Worker. 

Step 7 : Click on “Save Changes”

The new Maintenance Worker has been added. 

Once you sent the invitation to your Maintenance Worker, your worker…

• will get an email and use the Email and Password to login.
• Click “login here” in the email and use the Email and Password to login to Softinn PMS:
• Maintenance workers can login and see the work order task list using a mobile phone or using a PC.
• Maintenance workers can report for Lost and Found items too.

PART 3 : How to Add a Work Order by Front Desk Officer

Step 1 : Go to “Work Order“ page

Step 2 : Click “Add Work Order” 

Step 3 : Select a Room or other Location in hotel 

Step 4 : Write what needs to get repaired

Step 5 : Insert the photo, if any

Step 6 : Click “i” icon for info to close the room

Step 7 : Tick the box to close the room and select the date & time. (Optional) 

Step 8 : Select “Open”

Step 9 : Set how urgent and important the work is.

Step 10 : Assign Worker to do the repair.

Step 11 : Click on “Save Changes”

The new Work Order has been added. Status is “Open” until work is completed.

Work Order Status for Room can be seen from Room Status too..

Step 1 :  Go to the “Room Status“ page. 

Step 2 : Room with Grey color, means an “Open” work is pending for completion.

When work is added, your maintenance worker will…

• Need to login to Softinn PMS
• See the tasks on the list
• Clicks “Completed” button once the work has done

Once the work has been completed by a maintenance worker, Front Desk Officer will see…

• The Status of the work order changed from “Open” to “Completed” in the Work Order page.
• The room is not in Grey color anymore at Room Status page.

PART 4 : Add Work Order by Maintenance Worker

The worker can also add a Work Order Task by himself.

Step 1 : Worker login to Softinn PMS

Step 2 : Worker clicks  “Add Work Order Task ” 

Step 3 : Worker selects a Room or other Location

Step 4 : Write what needs to get repaired

Step 5 : Set the priority

Step 6 : Click on “Save Changes”

The worker has now added a new Work Order.

Front Desk Officer would see the task added by the maintenance worker on the Work Order page as well and assign the work order task to the correct maintenance worker.

Step 1 : Click the “Edit” button

Step 2 : Insert the photo, if any

Step 3 : Click “i” icon for info to close the room

Step 4 : Tick the box to close the room and select the date & time. (Optional)

Step 5 : Assign to the correct maintenance worker

Step 6 : Click on “Save Changes”

Due to some reason, the work order task couldn’t be completed yet, the worker will put remarks on the task to inform the Front Desk officer.

Step 1 : Click on “Remark”

Step 2 : Insert details

Step 3 : Click on “Submit Remark”

Front Desk officer can view the remarks from the Maintenance worker. Front Desk officer will change the work order status to Abandoned and do a follow up from time to time.

Step 1 : Click on “Edit” button

Step 2 : Tick the box to close the room and select the date & time. (Optional)

Step 3 : Change the room status from “Open” to “Abandoned”

Step 4 : Click on “Save Changes”

Let’s manage your maintenance work order on Softinn PMS today 🙂

NOTE:
You can refer to How to Setup Housekeeping on Softinn PMS to see how to create names for locations in your hotel.