Working tickets
Take a ticket, fix it, record the cost, cancel it, and take a room off sale while it's being repaired.
A ticket moves through a few simple steps:
| Status | Meaning |
|---|---|
| Open | Reported, nobody has started |
| Being fixed | Someone took it and started work |
| Fixed | Done, with what was done and the cost |
| Cancelled | Not needed after all |
The maintenance desk (Maintenance in the menu) lists Open tickets, most urgent first, then the oldest. Fixed and cancelled ones are under Fixed and cancelled, with what was done and who did it. The top of the page shows what was spent this month.
Taking a ticket
- To give it to someone, use the drop-down on the ticket (it says Not given to anyone at first) and pick a person. People off duty are marked "(off duty)".
- To start work, click Start. The ticket shows Being fixed.
Tickets are given to the maintenance team (lead or technician) of the same property. The person given a ticket is told in WhatsApp.
Fixing a ticket and recording the cost
- Click Fixed on the ticket.
- Fill in What was done, for example "Replaced the valve".
- Fill in Cost, or leave it empty if nothing was spent.
- Click Mark fixed.
When a ticket is fixed:
- the GM and whoever reported it are told;
- the cost is recorded as a repairs and maintenance expense on the day it was fixed. See Expenses;
- if the room was blocked, it goes back on sale (see below).
Cancelling a ticket
If a ticket isn't needed, for example it was reported by mistake, click Cancel ticket on the desk. It moves to Fixed and cancelled, marked "(cancelled)". Cancelling also ends any room block.
Taking a room off sale
If a room can't be used until it's fixed, block it from the ticket.
Block the room
On a ticket with a room, click Block room.
Choose the last night
Pick the Last night off sale. The room is under maintenance and off sale from tonight until that night, both included, for up to 90 nights.
Confirm
Click Block the room. The ticket shows "Room blocked until" that date, and the room shows as out of order on the tape chart.
The GM and the front desk manager are told the room is out of order.
When a block is refused
- A guest is in the room. Move them first. See Bookings.
- Bookings waiting for a room of that type would no longer fit in the other rooms. Assign or move them first.
Bookings already in that room for those nights are not moved for you. The desk lists them so the front desk can move them on the tape chart.
Ending a block
- Fixing or cancelling the ticket ends the block. The room is back on sale from today.
- Unblock room ends the block but keeps the ticket open.
Either way, the room is marked dirty, so housekeeping is told and cleans it before it's sold. If another open ticket still blocks the room, it stays under maintenance until that one is done too.
Who can do what
| Task | Who |
|---|---|
| See the desk, report a problem | Anyone signed in |
| Give, start, fix, cancel, record costs, block rooms | Roles that handle maintenance: Owner, Admin or Maintenance |
take and done in WhatsApp | Owner, GM, maintenance lead, maintenance technician |
Still need help?