Every fault, from the floor to fixed
Staff report a problem in a few taps. You book the job, give it to someone, and see what it cost. Built for the whole venue, not just the equipment in it.
Maintenance lives in a group chat
And a group chat has no owner, no deadline and no history
Faults reported into a group chat
Somebody photographs a dripping tap and sends it to WhatsApp. It scrolls away by the end of service and nobody finds out until it has taken the ceiling down.
Nobody knows whose job it is
The work gets discussed, agreed and then quietly belongs to nobody. Two weeks later everyone assumed somebody else had rung the plumber.
The same room keeps breaking
Room 214 has had three plumbing callouts since the spring. That is not three problems, it is one nobody has fixed properly, and it stays invisible while the work is filed against a date instead of a place.
No idea what maintenance actually costs
Invoices arrive one at a time and get paid one at a time. At renewal nobody can say what was spent, on which site, on what trade, or how much of it the landlord should have covered.
One place a fault goes, and one place it ends up
Paddl takes a maintenance problem from the person who spotted it to the person who fixes it, and keeps the record. Reports from the floor, a board to triage them, jobs with owners and deadlines, planned checks on their cycle, and spend you can actually read at the end of the year.
Anyone can report a fault
Staff report from the app in a few taps, with photos. They pick the room or the equipment rather than describing it, so the report arrives with the place already attached.
A board from report to done
Reports come in, you triage them, and the ones worth doing become booked jobs. Drag a card to put it on hold or close it. Rejected work is kept separate from completed, so your completion rate stays honest.
Give it to a person, a team or a contractor
One owner at a time, and the person it lands on is told on their phone. It then appears in their normal task list for the day rather than somewhere they have to remember to look.
Deadlines that come from urgency
Priority sets the deadline: 24 hours for urgent, three days for high, ten for medium, thirty for low. Past it, the job is flagged overdue and somebody is told, once.
Rooms and areas, not just machines
A venue is divided into the places work actually happens: the cellar, the customer WC, the bin store. A hotel adds all sixty guest rooms in one action, and every one keeps its own fault history.
Planned maintenance, not only reactive
A catalogue of the checks a UK hospitality site is expected to run, filtered to what your venue actually needs, each labelled statutory, guidance or good practice. Schedule one and it becomes a recurring task or a dated appointment.
What changes
The difference between a group chat and a maintenance process
How venues use it
A fault reported from the floor
A member of staff finds a dripping tap in the customer WC, opens the app, picks the area, adds a photo and a line of description. It lands on the maintenance board and a manager is notified, rather than scrolling away in a group chat.
Hotel rooms as their own places
Generate Room 101 through Room 320 in one action, then file every job against the room it happened in. When the same room produces three plumbing callouts in ninety days, the area page says so, which is what turns four separate invoices into one conversation with the plumber.
Work that is blocked, not forgotten
A repair waiting on a part is different from a repair nobody has touched. Put the job on hold with a reason, waiting for parts, a quote, access, the landlord or an approval. The time it spends held is tracked separately, so a three-week wait for a part does not read as three weeks of nobody caring.
Contractors with credentials you can see
Book a contractor and their credential status is shown at the moment you book: compliant, expiring soon, or not compliant. The check is saved onto the job, so months later you can still see what you knew at the time.
The statutory checks nobody wants to miss
The gas safety check, the fixed wire test, the lift examination, weekly flushing of the taps nobody uses. Schedule them from the catalogue once and they run on their cycle, with the regulation quoted on each so you can look it up rather than take our word for it.
Knowing what maintenance costs
Spend broken down by site, by trade and by area type across the estate. It answers questions a pile of invoices cannot, like whether your customer WCs cost more than your kitchens, and how much of last year was planned rather than reacting to things breaking.
The landlord conversation
Mark who should be paying as you go: you, the landlord, a warranty or an insurer. The landlord total is on the reporting page and exports as a schedule with dates and costs, so the recharge or dilapidations conversation starts from a document rather than from memory.
The back-and-forth in one place
Every job carries a conversation. "Cannot get to it till Thursday", "part is ordered", "which cupboard is it in" all sit against the job, visible from the dashboard and the app, instead of being spread across three group chats and a text message.
Frequently asked questions
What is maintenance management software for hospitality?
It is the system that takes a fault from somebody noticing it to somebody fixing it, with a record at the end. In practice that means a way for staff to report a problem from the floor, a place for a manager to decide what happens next, a job with an owner and a deadline, and a history of what was done and what it cost. Paddl covers the whole venue rather than only the equipment in it, because most of what breaks in a pub or a hotel is a room, a door or a drain rather than a machine.
What is the difference between reactive and planned maintenance?
Reactive maintenance is work that starts because something went wrong. Planned preventative maintenance, often shortened to PPM, is work that happens because a date came round: the annual gas safety check, monthly fire door checks, weekly flushing of little-used taps. Planned work is usually cheaper than the breakdown it prevents, and it is what an inspector, an insurer or a landlord asks about. Paddl runs both, and the reporting shows what proportion of your completed work was planned rather than reactive.
Can staff report maintenance problems from their phone?
Yes. Anyone with the app can raise a maintenance request in a few taps, with photos, picking the room or the equipment from a list rather than describing it. The report arrives on the maintenance board with the place already attached and a manager is notified, so it does not sit unseen.
Can I assign a maintenance job to a team rather than one person?
Yes. A job belongs to a named person, a team, or a contractor, and only ever one of those at a time. Assigning to a team notifies every active member, and when one of them starts the work the job moves onto them, so team ownership becomes personal ownership at the moment somebody picks it up.
How does Paddl handle maintenance in a hotel with many rooms?
Rooms are treated as areas of the venue, and you generate a block of them in one action: give it the number of floors and rooms per floor and it creates Room 101 through Room 320, showing you exactly what it will make before you confirm. Every room then keeps its own fault history, and the board can filter across all your sites by area type, so you can look at every guest room or every customer WC in the estate at once.
Does maintenance work offline?
Yes, on the app. Cellars, plant rooms and back corridors are exactly where the signal goes, so starting a job, putting it on hold and completing it with notes and photos all work with no connection and send when the phone finds signal again.
Can I see what maintenance is costing across several sites?
Yes. The reporting page shows total spend against what was quoted, split by site, by trade and by area type, with a breakdown by cost category. It also shows your open backlog aged into buckets, your completion rate, and any area producing repeat faults of the same trade. Counts are windowed on when a job was raised and money on when it was completed, and the page says which is which.
Can I keep a record of repairs the landlord should pay for?
Yes. Each job records who is responsible: you, the landlord, a warranty or an insurer. The reporting page totals the landlord share and exports it as a CSV schedule with the reference, site, area, trade, dates and both the quoted and actual cost. Recording it as you go means the schedule already exists when the recharge or dilapidations conversation comes up.
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