Track repair work orders and take rooms out of service until work is complete.
Overview
When something breaks in a guest room – HVAC, plumbing, fixtures – create a maintenance work order. Starting work automatically marks the room Out of order so reservations cannot sell it. Finishing work sets the room to Dirty so housekeeping can clean before the next guest.
Access work orders under Hotel → Maintenance → Work Orders and see all blocked rooms under Hotel → Maintenance → Out-of-Order Rooms.
How It Works
Work orders progress through Draft, In progress, Done, and Cancelled. Each order is tied to one room and includes a description of the issue and a responsible user.
- Start – room becomes Out of order; OOO note may show a short description; start time is recorded.
- Done – room becomes Dirty (needs cleaning); OOO note cleared; finish time recorded for KPI reports.
- Cancel – if work was in progress, room returns to Dirty so housekeeping can recover the room.
Confirmed bookings cannot include out-of-order rooms. Front desk and reservations see OOO rooms on the room rack.
Step-by-Step Guide
- Open Hotel → Maintenance → Work Orders and click New.
- Select the room and describe the problem in the Description field.
- Assign a responsible technician and save.
- Click Start when work begins – the room is now Out of order.
- Check Out-of-Order Rooms to monitor all blocked inventory.
- When repairs finish, click Done – room status becomes Dirty.
- Create a housekeeping task to clean the room before returning it to sale.
- If work is aborted, click Cancel to release the room back to Dirty status.
Fields Table
| Field Name | Description | Example |
|---|---|---|
Reference |
Auto-generated work order number |
MO/2026/00019 |
Room |
Room needing repair |
512 / Grand Plaza |
Room type |
Category of the room (auto-filled) |
Standard Twin |
Property |
Hotel (from room) |
Grand Plaza Hotel |
Responsible |
User overseeing the work |
Mike Maintenance |
Description |
Details of the issue and work needed |
Shower leak – replace cartridge |
Status |
Draft, In progress, Done, Cancelled |
In progress |
Work started |
Timestamp when Start was clicked |
2:30 PM |
Work finished |
Timestamp when Done was clicked |
4:45 PM |
Resolution (hours) |
Hours from start to completion |
2.25 |
OOO note (on room) |
Short note while room is out of order |
Shower leak – replace cartridge |
Field Explanations
Reference
Unique work order ID for follow-up and Maintenance KPI reports.
Room
The affected guest room. Only one active work order process per room is typical practice.
Room type
Read-only category from the room – useful when analyzing repair patterns by room type.
Property
Hotel where the room is located – filters OOO lists and KPI pivots.
Responsible
Staff member or supervisor accountable for closing the order.
Description
Full explanation of the fault and planned fix. May copy to OOO note when work starts.
Status
Tracks lifecycle. In progress means the room is off sale.
Work started
Automatic timestamp on Start – used for resolution time KPIs.
Work finished
Automatic timestamp on Done.
Resolution (hours)
Elapsed hours between start and finish on completed orders. Shown on Maintenance KPIs report.
OOO note (on room)
Brief text on the room record while out of order – helps front desk explain why the room cannot be assigned.
Tips
- Start the work order as soon as the room is taken offline – do not rely on manual OOO status without an order.
- After Done, immediately notify housekeeping – the room is Dirty, not ready for guests.
- Review Out-of-Order Rooms daily with front desk to avoid surprise walk-in conflicts.
Common Mistakes
- Leaving room OOO after repair Always click Done when work completes – otherwise the room stays unsellable.
- Confirming booking on OOO room The system blocks confirmation until maintenance finishes or cancels the order.
- Skipping housekeeping after repair Done sets Dirty, not Clean – a cleaning task is still required before check-in.