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Hotel Controller

Everything you need to run your Hotel like clockwork



Is it for you?

Watch how Mike, a Maintenance Manager, and Mary, Head of Housekeeping found the Controller.

See the Video

There had to be a better way

If you currently have to spend time finding, tracking down, or chasing up then the “system” you are using is creating additional work.

How this occurs to everyone

The benefits touch every stakeholder

The Benefits of the Controller in Hotels and Resorts

Hotels and resorts whatever their size, all have similar maintenance needs:

  1. All such facilities must maintain high standards of appearance, comfort, and safety.
  2. Maintenance departments must satisfy guests (e.g. with timely and effective response to problem reports).
  3. Owners and managers must protect themselves against liability claims from anyone injured on the premises.

How can the Controller address these needs?

  • Preventive maintenance scheduling ensures that boilers, air-conditioning and kitchen equipment, etc. are maintained according to manufacturers’ specification and good maintenance procedures.
  • It easy for workers to find information, including schematic drawings, blueprints, manuals, pictures, equipment specifications, and anything else that might be useful for a job.
  • It can make sure that problem reports don’t fall through the cracks. It can also track costs by asset or to justify costs at contract renewal time.
  • It records exactly what work is done and when. This can be invaluable evidence to support you in liability suits, proving that you conscientiously did what you were supposed to.

The Benefits of the Controller for General Managers

From the perspective of a general manager, here’s how the Controller addresses your operational pains:

Increased equipment uptime

Well-maintained equipment keeps running. Poorly-maintained equipment can break down. In a hotel context, breakdowns cause customer dissatisfaction, delays and lost revenue, they interfere with smooth operations and annoy everybody who’s affected. The controller makes it easier to maintain equipment proactively, finding potential problems before they turn into real headaches.

Wouldn’t it be better if you never had to worry about loss of revenue or irritating a guest because of a breakdown?

Reduced and reliable maintenance costs

Preventive maintenance is cheaper to do than trying to fix something after it’s broken. Moreover, preventive maintenance costs are predictable; they stay on budget. Repair costs are always wild cards; it’s better not to trust to luck.

Wouldn’t it be better if you knew what maintenance would cost…and it was less than you’re paying now?

Better budgeting for capital expenses

The Controller lets you know where maintenance money is going. That can help you make decisions about capital costs. What equipment should be replaced? Which brands have proved the most reliable? Which cost the most to maintain? Are there any trends you should know about (e.g. a pattern of problems that seem to be getting worse)?

Wouldn’t it be nice if you had the facts you needed to optimize your budget…and to justify your decisions to your superiors?

Documentation is available

After a job is finished, you might want a clear statement on what was done. This is exactly the sort of information The Controller records. Therefore, the maintenance department has all the data it needs to give you an accurate and detailed “audit” of the job (including dates, times, costs, and any other information the maintenance department deems appropriate).

When a manager  wants an explicit statement of work, the maintenance department can provide one.

The Benefits of The Controller for Maintenance Managers

From the perspective of a maintenance manager, here’s how The Controller addresses your maintenance pains:

More reliable operations

Well-maintained equipment keeps running. Poorly-maintained equipment can break down. In a hotel context, breakdowns cause customer dissatisfaction, delays and lost revenue, they interfere with smooth operations and annoy everybody who’s affected.. The Controller makes it easier to maintain equipment proactively, finding potential problems before they turn into real headaches.

Wouldn’t it be nice if most of your work was proactive rather than reactive—if you were calmly preventing problems rather than scrambling to fix them?

Better information, better organization

Pieces of paper are hard to keep organized and easy to lose. When your information is stored in a computer it’s much easier to locate…and you can print off as many copies as you need. The Controller makes it easy to keep track of schedules, expenses, spare parts, and all the other aspects of your maintenance operations.

Wouldn’t it be nice if you never again had to worry about information falling through the cracks?

Better information, better decisions

Where does your department really spend its money? Where do your workers really spend their time?

When you have clear and accurate answers to these questions, you can make well-informed decisions; otherwise, you’re just shooting in the dark. For example, if your people spend 80% of their time on a given type of activity, that’s an area where any improvement may give you a big bang for the pound. Spending time trying to optimise lesser activities won’t give as big returns.

The Controller doesn’t just let you keep records of what your department is doing. It lets you create reports that analyse the data, providing summaries, comparisons, rankings, and everything else you need in order to know where your operations stand.

Wouldn’t it be nice to have hard facts and figures to support your decisions?

Better information, better justification

Maintenance managers have to keep a lot of people happy. Upper management want you to keep costs down. The people who call your department want you to perform miracles. (Some people think every problem is urgent.) The best way to buy yourself breathing space is know what you can and can’t do, and just how valuable your department is. The Controller reports can back you up at budget time and can make sure you have an answer to any question a customer asks.

When people ask, “What are we paying for?” wouldn’t it be nice to hand them an itemized report that proves their money is well-spent?

Identify where to spend money most effectively

Maintenance managers need to look at the big picture. For example, The Controller can help you keep track of the causes of your problems. If you look back at the month and have two problems due to normal wear and tear, one due to vandalism, and forty-five due to operator errors, you have a strong case for suggesting that your company put money into operator training. (Not only might you save yourself some headaches, but you might save the company money too.)

Similarly, The Controller records can help you notice if some of your own workers need extra training. You can also detect unexpected losses of inventory, patterns of little problems that might suggest underlying big problems, and other situations that may not be obvious day-to-day but become apparent when you look at overview reports of your operations.

Wouldn’t it be nice if you could see the forest AND the trees?

See what’s on the horizon

How long will your current equipment last? What big jobs are coming up sometime in future?

The Controller can report on the future as well as the past, provided you record the data that is needed. For example, when you buy a significant piece of equipment, The Controller lets you record the expected lifetime that’s given in the manufacturer’s specifications. Later on, one easy-to-get report will tell you which of your assets are reaching the end of their lifetimes.

As another example of planning for the future, The Controller lets you add a lead-time to preventive maintenance tasks, so that work orders are prepared well in advance of the jobs themselves. This lets you see anything big that might be coming, so that you can readjust your staff’s workload if necessary.

Wouldn’t it be nice to have some warning of coming risks?

Solve your headaches without getting new ones

Hotel Controller is fast and easy to use, even for people without much computer experience. It was designed to minimize “computer time” and maximize “tool time”. Your staff can be trained to use it in a hour (with another hour of training for whoever has to set up the initial data and supervise how the system is used).

Wouldn’t it be nice to keep track of all your operations without a lot of extra complication or overhead?

The Benefits of The Controller for Maintenance Workers

  • How many times have you been sent to a job with no clear idea of what you’re supposed to do?
  • How often are you sent out on one job, then a manager comes to you with something more important, then another manager says there’s something even more important, then someone very high up asks you for a favour…and on and on and on?
  • How easily can you find important information on the equipment you service: specifications, lists of spare parts, safety notes, etc.?

The Controller won’t fix such problems by magic, but it can set the stage for greater sanity on the job. How?

It’s easier to prevent messes before they happen than to pick up the pieces afterward.

Emergencies bring out the worst in everybody…especially bosses. When the pressure is on, sometimes even the best bosses demand that you work miracles.

So avoiding pressure is good. The more your department can shift into preventive maintenance rather than playing “catch-up” (reacting to emergencies), the more you can do your work on a dependable schedule rather than having your bosses (and others!) lean on you.

Wouldn’t it be nice to have fewer emergencies and off-hour calls?

Get information, not the run-around.

The Controllers can serve as a one-stop centre for information of all kinds:

  • What spare parts or tools a job might need, and where everything is stored
  • Specifications for any equipment involved (including blueprints, drawings, manuals, safety notices, warranty information, and anything else that might be relevant).
  • Work histories on equipment and spaces so you know what you’re getting into—if you know what’s gone wrong before, you have a better chance of figuring out what’s wrong this time
  • Comments from other workers…maybe even from yourself. How many times have you come away from a job thinking that you should make notes so you don’t forget how you finally solved the problem? How many times have you actually been able to find the notes later? But with The Controller, you can preserve such notes online and find them again easily.

Wouldn’t it be nice to avoid the frustration of running around, trying to find some crucial piece of information hidden in some dusty filing cabinet?

The work order is your friend.

A good work order prevents confusion…and with The Controller, work orders can be clear and precise, with whatever details you need to do the job.

No more hard-to-read scribbles…

No more showing up at a work site and looking like an idiot because you haven’t been told enough about the situation…

No more push/pull—many different “bosses” wanting you to do many different things at the same time. You do the work on the work orders you’re given; if anybody has other jobs for you or little “favours” they’d like done, their requests have to go through the scheduling process like every other work request.

Wouldn’t it be nice if paperwork worked FOR you instead of against you?

The Benefits of The Controller for hotel guests

Here’s how the Controller addresses the hotel guest pains:

Fewer problems

The Controller makes it easier for maintenance departments to keep up with preventive maintenance. Well-maintained equipment and premises mean less trouble and greater safety for the guests.The fewer maintenance calls, the better. A guest simply wants everything to work. Period.

Complaints don’t fall through the cracks

Once a problem report has been logged with The controller, it’s in the system. The report will be there until maintenance personnel mark it as officially closed. If the maintenance department gets busy with more urgent matters, jobs aren’t forgotten; every job stays on to remind workers of what still needs to be addressed.

You can rest easy; it makes sure that complaints don’t get lost in the shuffle.

Clear lines of communication

Guests want a no-hassle way to report problems, and they want their complaint to be seen by anyone who needs to see it. They don’t want to give details to a receptionist, then discover that the information hasn’t been passed on to the people who’ll actually do the job. Anyone can check to see what progress has been made, they want answers, not a run-around.

The Controller  acts as a repository for all the information relevant to a job. Maintenance workers can share that information with each other and with the guests in needed.

Better communication means better feedback

How many guests submit a problem report and then hear nothing but silence? They don’t know if anyone is working on their problem; they may not even be informed when the job is done. The Controller keeps everyone informed about what’s going on.

Guests want to be kept in the loop. The Controller gives them confirmations and other feedback to show they aren’t being ignored.

Some interesting facts

Times more - Cost of Reactive vs Planned repairs

% maintenance in hotels still reactive

% Time spent by staff finding documents

% will not do business with you again after unresolved issue

What our clients say

  • As a hotel owner I now have a powerful dashboard to help me keep an eye on operational and performance issues, along with accurate costs.

    - John Conroy - Asgard Group -
  • Used many systems over the last 20 years. Paper, whiteboards, sticky notes and spreadsheets and even dedicated maintenance software. Nothings comes close in helping me deal with all I have to do the way the Controller has done.

    - Hans Tscoepe - Maintenance Manager - Holiday Inn -
  • It has been written specifically for the Hotel trade. All the data fields are pre-populated with hospitality specific data. It made our go live so much easier.

    - Marcus - GM Holiday Inn -
  • It’s through mistakes that you actually can grow. You have to get bad in order to get good.

    - Paula Sher -
  • The Controller has been instrumental in reducing operating costs and increasing our awareness of recurring issues.

    - Hermann Beck - Multiple Hotel Owner -
  • Managing external contractors and keeping on top of licences and certificate renewals took up a disproportionate of my time before using the Hotel Controller.

    - Steven Vendevelde - GM Dakota Hotels -


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0114 360 2233