Maintenance

Maintenance keeps a work order for every fault: a broken AC, a leaking tap in the lobby, a pool pump. Anyone with Rooms Edit can report one; the maintenance team works it through six statuses. A work order tied to a room can block that room, it shows as Maintenance on the Rooms page and leaves the sellable pool, until the repair is completed.

• Maintenance technicians live in the list and board, moving orders along and recording cost.
• Housekeeping and front desk report what they find (“AC not cooling”, “lamp broken in 204”).
• Managers watch the KPI tiles, open requests, high priority, estimated cost, and use the list filters for a weekly review.

Maintenance sits under the Rooms permission module, the same as Housekeeping.

The Board tab lays the same open orders out as cards in the columns Reported · Assigned · In Progress · Waiting for Parts · Completed. Because it only loads open work, the Completed column is where cards leave the board: drop one there and it reappears in the list. Closed orders never show on the board.

1. 1
   Click Report issue

   Top right. Needs Rooms Edit.
2. 2
   Describe it in Issue title

   At least three characters, e.g. “AC not cooling”. Submitting with less shows “Describe the issue”.
3. 3
   Category and Priority

   Category is free text with suggestions from categories already in use (default “General”). Priority is High, Medium or Low, Medium unless you change it.
4. 4
   Room (optional) or Location

   Pick a room, or leave “Not a room” and type a Location such as “Lobby, Pool deck…”. An empty location is saved as “General area”.
5. 5
   Click Submit

   The order gets an M-code and starts in Reported. A notification “Maintenance: AC not cooling” is posted, red for High priority, amber otherwise. The toast reads “Maintenance request created”.

1. 1
   Assign a technician

   Click the Technician cell in the list (or the field in the drawer) and pick a person, or External contractor. Any active account can be chosen. Assigning an order that is still Reported moves it to Assigned on its own.
2. 2
   Start work

   From Assigned choose In Progress: or Waiting for Parts if you already know a part is needed. In the drawer these are footer buttons; in the list the Status cell offers “→ In Progress” and “→ Waiting for Parts”; on the board drag the card or click its “→ In Progress” button.
3. 3
   Record what it will cost and when

   In the drawer edit Estimated cost (whole shillings; it feeds the Est. cost tile) and Due (a date). Every edit saves as you leave the field.
4. 4
   Waiting for parts

   Move to Waiting for Parts while a part is on order. The room stays blocked. When it arrives go back to In Progress, or straight to Completed if the fit is trivial.
5. 5
   Complete

   The purple Completed button in the drawer. The room is unblocked and returns to its normal status. The technician can no longer be changed.
6. 6
   Close

   A supervisor checks the work and clicks Closed. From here the order is read-only, “Closed orders are read-only.”: and it cannot be reopened.

Every status change and field edit is written to the audit log with the from/to status and the fields that changed. Moving a card to a column the workflow does not allow shows “Move to an allowed next column on this work order”.

• Reported: logged, nobody on it. The only way forward is assigning someone (which happens automatically when you pick a technician).
• Assigned: owned by a technician or an external contractor.
• In Progress and Waiting for Parts: active work; you can bounce between them.
• Completed: repair done. Counts as “Resolved”. Technician is locked; other fields still editable.
• Closed: signed off. Read-only, no reopening. Never shown on the board.

What is derived, not stored

• Open requests = Reported + Assigned + In Progress + Waiting for Parts. In progress tile = In Progress + Waiting for Parts. Resolved = Completed + Closed. Est. cost sums every order's estimate.
• The room's Maintenance status is recomputed after every change: a room is blocked only while an order on it has Room blocked while open switched on and is in one of the four open statuses. Completing or closing the order, or flipping the toggle to Sellable, releases the room automatically.
• Location reads “Room 204” for room orders and the free-text label otherwise.

• Rooms View: see the list, board and drawer. Cells show as plain text; the drawer says “You have view-only access to maintenance.”
• Rooms Edit: Report issue, every inline edit, every status move including Completed and Closed.

Default roles with Edit or better: Maintenance, Receptionist, Housekeeping Mgr, Hotel Manager, Super Admin. Security has View. Accountants and HR do not see the module; if they need cost figures, use the Reports module instead.

• Tiles are filters. Click Open requests to hide everything completed or closed; click High priority to stack it with the priority filter. The Status dropdown clears the “open only” tile filter and vice versa.
• Edit without opening. Priority, Technician and Status change straight from the table. A refused change shows a toast and the cell snaps back; Esc cancels an open cell.
• Bookmark a view. /maintenance?tech=external&status=parts reopens exactly that list. Your List/Board choice is remembered per browser.
• Weekly review. Filter Status → Completed and close orders in bulk from the Status cell, one click each.
• Live. Any change by a colleague refreshes your list, tiles and board within seconds; the drawer keeps your place.
• Maintenance has no offline queue, if the connection drops, changes fail with a toast and you retry when it returns. Rooms → Out of service is the offline-capable way to pull a room quickly.

Client-side: “Describe the issue” (title under three characters); “Could not create work order” / “Could not update work order” for other failures. A title over 120 characters, a category over 40, or a negative cost is rejected as a 400 validation error before it reaches the server rules.

Work order

One maintenance record with an M-code, from Reported to Closed.

Blocks room

The toggle that keeps a room out of the sellable pool while its order is open.

External

A contractor outside the hotel; the order has no user assigned but counts as Assigned.

Open work

Reported, Assigned, In Progress and Waiting for Parts, what the board shows.