Hotel maintenance software
Hotel maintenance management system: what it does, what it costs, how it compares
Last updated · The StayServ team
Short answer
Hotel maintenance software (also called a hotel maintenance management system) is an app where staff report repairs, managers assign them as work orders, and recurring preventive maintenance gets scheduled automatically, so nothing lives only in a log book, on a whiteboard or in someone's head.
StayServ is hotel maintenance software built for small hotels, inns and B&Bs. Housekeeping or the front desk reports an issue with a photo in under a minute, the right person gets it on their phone, and jobs like filter changes and emergency-light tests create themselves on schedule. Free for 1 room (single user). Standard is $29 USD / $39 CAD per month per property with unlimited users; Pro is $89 USD / $99 CAD per month for larger properties. Annual billing gives 2 months free.
What is a hotel maintenance management system?
It's the system of record for everything that breaks, wears out or needs regular servicing in your property. At minimum it does three jobs:
- Capture every maintenance request with the room, a description and ideally a photo, from whoever spots the problem.
- Assign and track each request as a work order with one owner, a priority and a status, until it's done.
- Schedule preventive maintenance so recurring jobs happen on time instead of when someone remembers.
The difference from a generic CMMS (computerized maintenance management system) is the unit of work: a hotel system is organized around rooms and floors and the housekeeping-to-maintenance handoff, not around equipment asset tags.
What does StayServ do?
Maintenance requests in under a minute
Anyone on staff taps +, writes what's wrong, picks the room, category (plumbing, electrical, HVAC and seven more) and priority, and attaches a photo from their phone.
Work orders with one clear owner
Assign a request to one or more staff when it's created or later. The assignee list only shows people who handle that category, and each person can filter to just their own tasks.
Preventive maintenance that schedules itself
Set up recurring jobs (daily, weekly on a chosen day, or monthly on a chosen date) for a room or the whole property. Each one creates a task at the time you choose and drops it into the assignee's queue.
A repair history for every room
Switch to room view to see what's open in a room before a guest checks in, and look back at everything that's been fixed there. Repeat problems become obvious.
Notes, photos and @mentions on each task
Long jobs keep a timestamped log: 'part on order', 'vendor Thursday', before/after photos. Mention a teammate to pull them in.
Works on the phones your staff already have
StayServ runs in the browser and installs to the home screen like an app on iPhone and Android, with push notifications when a task is assigned.
One login for several properties
Switch between properties from the top bar. Corporate admins get a cross-property view, and team roles control who can see and change what.
Charts that show if maintenance is keeping up
The dashboard charts new versus completed tasks against the open backlog, how old open tasks are, which categories they fall into, and which rooms need the most work.
Want the step-by-step version? Read how to use StayServ maintenance.
How does hotel maintenance software compare to spreadsheets, paper logs and a generic CMMS?
Short version: paper and spreadsheets are fine while one person does all the maintenance. They break down once several people across shifts report and fix things. A generic CMMS solves that but is usually priced per user and built around factory-style assets.
| Paper log book | Spreadsheet | Generic CMMS | StayServ | |
|---|---|---|---|---|
| Reporting a problem | Write it in the log book, if it's nearby | Someone has to open the file and add a row | Mobile app, often with long forms built for factory assets | Phone or desktop: title, room, photo, done |
| Photos | No | Awkward (links or pasted images) | Yes | Yes, on the request and on every note |
| Who's fixing it | Verbal or a name in the margin | A column people forget to update | Assignment and notifications | Assignment by category, push notification to the assignee |
| Preventive maintenance | Relies on memory or a wall calendar | Manual reminders | Yes, usually built around equipment assets | Recurring schedules per room or property-wide |
| Room history | Flip back through pages | Filter by a room column, if it was filled in | Possible if you model rooms as assets | Built in: rooms and floors are first-class |
| Visibility across shifts | Only if the book is where you are | Shared file, edit conflicts | Yes | Yes, everyone at the property sees the same queue |
| Pricing model | Free | Free | Typically per user, per month | Flat per property; unlimited users on paid plans |
| Built for hotels | — | — | General-purpose (manufacturing, facilities) | Yes: rooms, floors, housekeeping-to-maintenance handoff |
Comparing specific tools? See StayServ vs MaintainX, StayServ vs UpKeep, and our 2026 hotel maintenance software buyer's guide.
How does hotel preventive maintenance software work?
You describe a recurring job once, and the software creates the task every time it's due. In StayServ a schedule has a title and instructions, a category and priority, a location (one room or property-wide), a cadence (daily, weekly on a chosen day, or monthly on a chosen date), a time of day, and one or more assignees. Monthly schedules on the 29th–31st run on the last day of shorter months. You can pause a schedule during a renovation without deleting it.
Not sure what to schedule? Start from our free hotel maintenance checklist and turn each weekly and monthly item into a schedule.
How does a maintenance request become a work order?
- Someone spots a problem and taps +: title, room, category, priority, photo.
- It's assigned, either right away or by a manager triaging the queue. The assignee gets a push notification.
- The assignee adds notes and photos as the job progresses, or puts it on hold while waiting for parts.
- They mark it complete. It leaves the open queue but stays in the room's history and is searchable.
How much does hotel maintenance software cost?
It ranges from free tiers to enterprise suites quoted per property. Many general CMMS tools charge per user per month, which gets expensive with seasonal staff. StayServ charges a flat price per property:
| Plan | Price | Best for |
|---|---|---|
| Freemium | Free forever | For single unit operators |
| Standard | $29 USD / $39 CAD per month | For small to medium properties (up to 200 rooms) |
| Pro | $89 USD / $99 CAD per month | For larger properties (200+ rooms) |
Annual billing gives 2 months free. Full plan details are on the pricing section.
Frequently asked questions
What is hotel maintenance software?
Hotel maintenance software is an app where hotel staff report repairs, managers assign them as work orders, and recurring preventive jobs are scheduled automatically. It replaces the paper log book, whiteboard or group chat with one shared list that records who reported what, in which room, who fixed it, and when.
What is the difference between a hotel maintenance management system and a CMMS?
A CMMS (computerized maintenance management system) is general-purpose software built around equipment assets, often for factories and facilities. A hotel maintenance management system is organized around rooms, floors and guest impact, so housekeeping and front desk can report issues by room number without learning asset codes.
How much does hotel maintenance software cost?
Prices range from free tiers to several hundred dollars a month for enterprise suites, and many general CMMS tools charge per user. StayServ is free for 1 room (single user). Standard is $29 USD / $39 CAD per month per property with unlimited users; Pro is $89 USD / $99 CAD per month for larger properties. Annual billing gives 2 months free.
Does StayServ handle preventive maintenance?
Yes. You create a recurring schedule (daily, weekly on a set day, or monthly on a set date) for a specific room or the whole property, choose the time of day and the assignee, and StayServ creates the task automatically. Schedules can be paused without deleting them.
Is there a StayServ mobile app?
StayServ is a web app that installs to the home screen on iPhone and Android and behaves like a native app, including push notifications for assigned tasks. There is nothing to download from an app store.
Can I try StayServ before signing up?
Yes. The live demo at stayserv.io/demo loads the full app with sample data, no signup or credit card needed. The Freemium plan is free forever for one room.
Who is StayServ not a good fit for?
Large full-service resorts that need parts inventory, energy management or one platform for every hotel department will usually be better served by an enterprise hospitality operations suite. StayServ is built for independent hotels, inns, B&Bs and small groups that want maintenance tracking their staff will actually use.
See it with your own rooms
Free forever on 1 room. No credit card. Or click around the live demo first.