How to use StayServ maintenance — submit, assign, schedule, and close out tasks

Prefer to click through it live? You can try the entire maintenance workflow — submitting requests, adding photos, setting up a recurring schedule — in our free interactive demo. No signup, no credit card, real UI.

This guide walks through everything front-desk staff, housekeeping, and maintenance techs need to know to run maintenance in StayServ end-to-end — from the moment someone spots a broken faucet to closing the task out weeks later.

There are two pages you'll live in:

Maintenance (/app/maintenance) — the day-to-day queue. Everything that's been reported, in progress, or on hold.
Scheduled maintenance (/app/scheduled-maintenance) — recurring jobs that create tasks for you automatically (HVAC filters, generator tests, deep cleans, etc.).

If you only read one section, read Submitting your first request and Setting up a recurring schedule. Those cover 90% of daily use.

Before you start

You need two things set up:

A property. If you don't have one yet, StayServ will prompt you on the Maintenance page with a link back to the dashboard to add one.
The right property selected. If you manage more than one property, use the property switcher in the top nav. Every request you create belongs to whichever property is currently active.

If either is missing, the page will tell you exactly what to do — no data will be lost.

Submitting your first request

Any staff member can submit a maintenance request in under 30 seconds.

Go to Maintenance in the left nav.
Tap the floating "+" button in the bottom-right corner. A dialog opens.
Fill in:
- Request title — short and specific. "Room 214 shower drain slow" beats "Bathroom issue".
- Description — what you saw, when, and anything the person picking it up needs to know. Guest complaints, part numbers, "already tried plunging" — all fair game.
- Room number — start typing and StayServ will search your rooms. If it's a property-wide issue (lobby, parking, generator), leave it blank.
- Category — General repair, Electrical, Plumbing, HVAC, Cleaning, Security, Pest control, Furniture, Appliances, or Landscaping. This drives who can be assigned.
- Priority — Low, Medium, or High. Use High only for things that block guest use or are safety issues; the color coding stops meaning anything if everything is red.
- Photos — optional but hugely valuable. Snap a photo of the issue from your phone; it uploads straight from the dialog.
- Assign to — you can assign a staff member right at creation, or leave it unassigned and let a manager triage.
Hit Submit. The dialog closes, a confirmation toast appears, and the new task shows up at the top of the list.

That's it. The request is now visible to everyone at that property with maintenance access.

Tips for good requests

One issue per request. "Faucet drips AND toilet runs" should be two tasks — they'll be fixed by different people at different times.
Photograph the problem, not the room. A close-up of the cracked tile beats a wide shot of the bathroom.
Use the description for context, not repetition. The title already says "broken lamp"; the description should say "guest said it stopped working overnight, bulb tested fine".

Working the queue

Once you're on the Maintenance page, you're looking at every request for the currently selected property. Here's how to navigate it.

List view vs. Room view

Two tabs at the top:

List view — the default. Every task in one table, sortable and filterable. Best for triaging or catching up.
Room view — groups tasks by room. Best when a guest is about to check into 214 and you want to know what's still open there.

Filters and search

Above the table you'll find:

Status filter — defaults to Open. You can multi-select (Open + On hold, for example) or switch to Deleted to review anything that was removed.
Date range — filter by when the task was created. Useful for weekly reports.
Assignee filter — see just one person's plate, or a group of people. There's also an "Only my tasks" toggle for staff who just want their own queue.
Search — free-text search across title, description, and room number.
Sort — click any column header (Title, Category, Room, Priority, Status, Created) to sort ascending or descending.
Page size — 20, 25, 50, 100, or 200 rows at a time.

The filters are sticky in the URL, so you can bookmark or share a filtered view — e.g. "everything in HVAC assigned to Marco, open, this week."

What each row shows you

Every task in the list shows title, room, category, priority, status, assignee, and created date at a glance. Priority is color-coded (gray = low, orange = medium, red = high) so a quick scan tells you what needs eyes first.

Clicking a task opens its detail view, where you can see photos, notes, activity history, and the full description.

Assigning and reassigning

Assignment can happen at three points:

At creation. In the new-request dialog, pick one or more staff members before submitting.
From the list. Click into a task and use the assignee picker. It only shows staff qualified for that category — an electrical task won't offer you the pool-cleaning specialist.
When completing. If someone else picks up a job that was assigned to a colleague, the completion flow will re-attribute it correctly.

Assignments show up in each staff member's own filtered view, and drive the "Only my tasks" toggle.

Adding notes and photos to an open task

Long jobs (waiting on parts, multi-day repairs, escalated issues) benefit from a running log. Every task has a Notes section where you can:

Type an update — "vendor coming Thursday," "part on order, ETA 7 days."
Attach photos to the note — before/after shots, part serial numbers, damage documentation.
Mention teammates directly in the note; they'll be pinged.

Notes are timestamped and attributed, so the task detail becomes a complete history of what happened, in order, by whom. This is the record you'll pull up when a GM asks "why did this take three weeks?"

Closing a task out

When the work is done, open the task and hit Mark complete. You'll be asked to confirm — this is intentional; completing a task moves it out of the default Open view.

If the fix didn't hold and the issue comes back, don't reopen — create a new request and reference the old one in the description. That keeps the history clean and lets you see "Room 214 shower drain — third time in six months," which is the kind of pattern that tells you the drain needs replacing, not clearing.

On hold vs. deleted vs. completed

On hold — waiting on something outside your control (part, vendor, a guest to check out). Still in the queue, just filtered separately.
Completed — done. Moves out of the default view but stays searchable forever.
Deleted — created in error, duplicate, or genuinely not a real issue. Not destructive; deleted tasks stay recoverable via the Deleted status filter.

Setting up a recurring schedule

Scheduled maintenance is what turns StayServ from a ticketing tool into a program. Instead of remembering to change HVAC filters every month, you set it up once and the tasks appear on their own.

Go to Scheduled maintenance in the left nav, then click New schedule (or edit an existing one).

Fill in:

Title — what shows up in the auto-generated task. "Replace HVAC filter — floor 3" is better than "HVAC filter" because it tells the person doing the work exactly where to go.
Description — instructions for whoever picks it up. Torque values, part numbers, "check the drain pan while you're in there." Anything you'd want a new tech to know.
Category and Priority — same values as one-off requests.
Location:
- Specific room — pick from the room search. The generated task will be tied to that room.
- Property-wide — no room. Best for landscaping, lobby, generator, common areas.
Cadence:
- Daily — creates a new task every day at the specified time.
- Weekly — pick a day of the week (Mon-Sun).
- Monthly — pick a day of the month (1-31; automatically clamped to end-of-month for short months, so "day 31" runs on Feb 28 too).
Time of day — when the task should be created. Set this to first thing in the morning so it's waiting when your team clocks in.
Assign to — pick one or more staff members. The generated task shows up in their queue automatically.
Active — toggle. Turn a schedule off (say, during a renovation) without deleting it.

Save, and you're done. The next task will generate at the configured time and appear in the regular Maintenance queue — same interface, same workflow — just with a marker showing it came from a schedule.

Good starter schedules

If you're new to scheduled maintenance, here are five that pay for themselves in the first month:

Weekly — walk each floor to check for burnt-out hallway lights.
Monthly — replace guest-room HVAC filters (batch a whole floor per schedule if you like).
Monthly — test emergency lighting and exit signs.
Quarterly (as monthly, every third month) — deep-clean HVAC vents.
Weekly — inspect pool chemistry and log readings.

You can create as many schedules as you want, per property.

Editing and pausing schedules

Everything's editable. Change the cadence, reassign, adjust the description — future tasks pick up the new settings; already-generated tasks are untouched.

To pause without deleting, flip Active off. To retire a schedule permanently, delete it — historical tasks it created stay in the system.

Common questions

Do guests see maintenance requests? No. Everything in this module is internal to your team.

Can housekeeping submit requests without seeing everyone else's? Yes — use the "Only my tasks" toggle, and consider training staff to filter by their own assignee. All requests are visible to anyone with maintenance access at the property, but personal filters keep the noise down.

What happens to a scheduled task if the assigned person is out? It still generates on schedule and sits in the queue. Anyone can reassign it. The schedule doesn't care about calendars.

Can I move a task from one property to another? Not currently. Requests belong to the property they were created under. If you posted to the wrong property, delete and recreate.

What if I need a task to repeat every 3 days, or every other week? Not supported today — daily, weekly, or monthly only. For every-other-week, you can create two weekly schedules on different days that split the work, or create a monthly schedule twice per month.

Can I bulk-import a bunch of scheduled tasks at once? Not through the UI. If you have a list from a spreadsheet or a previous system, get in touch — we've helped teams migrate before.

Where to go next

If you're a new customer setting up your property for the first time, walk through this guide with one real request and one real schedule end-to-end. Everything else builds on those two flows.
If you haven't invited your team yet, read How to use team management — it explains the invite flow, roles, and how to delegate.
If you're evaluating StayServ, try the free interactive demo — same UI, no signup required.
If something in this guide doesn't match what you see in the app, or a screen is confusing, tell us at [email protected]. We'd rather fix the product than fix the doc.