Guide

Hotel PPM software that books the visit and chases the certificate

Planned maintenance in a hotel is rarely held up by the engineering. It is held up by the coordination around it: agreeing dates around guests, getting permits and insurance in before the visit, and getting the certificate back afterwards. That is the part an AI workforce takes over.

What PPM means in a hotel

PPM stands for planned preventive maintenance: the servicing and statutory inspections that happen on a schedule rather than in response to a fault. In a hotel that covers gas safety, fire alarms and extinguishers, emergency lighting, lifts, water hygiene and legionella, kitchen extract cleaning, air conditioning, and the specialist plant behind spas and pools.

Each visit produces a certificate. That certificate is the proof of compliance, and it is worth nothing if it sits in a contractor's outbox. The work of hotel PPM is not the visit. It is booking it, getting the right paperwork in place before it, and getting the certificate back and checked afterwards.

Why hotel PPM is harder than office FM

Four things make hotels different, and all four add coordination rather than engineering.

	The constraint	What it costs in admin
Guests are in	Work has to fit around occupancy, events and quiet hours, so dates get negotiated rather than assigned.	Several rounds of email per visit, each waiting on a human to read and reply.
Access is controlled	Contractors need permits to work, method statements and insurance on file before they reach the door.	A separate chase per document per visit, repeated for every contractor.
Standards are audited	Brand standards and insurers both ask for the certificate, not the booking.	Certificates chased after the fact, often weeks later, often by the wrong person.
Portfolios are spread	One engineering lead covers several properties with different contractors at each.	No single view of what is due, what is late and what failed.

What automated hotel PPM actually looks like

Here is a real annual gas safety inspection, start to finish, with nobody at the keyboard. The same shape applies to every other planned service.

When	What happens
30 days before	The contractor is emailed for available dates, with the hotel's contractor conditions attached automatically.
Contractor replies	The reply is read as plain English. No form, no portal, no special format. Dates and preferences are understood.
Immediately	The chief engineer is emailed the options, with the deputy copied so either can answer, again in plain English.
On confirmation	Calendar invites go out to everyone with the contractor conditions and permit to work attached.
Before the visit	Permit, method statements and insurance are chased until they arrive, and each is checked automatically on arrival.
48 hours before	A final reminder goes to the contractor with date, time and the site contact.
After the visit	The certificate is chased, then read and confirmed compliant. Any failure raises remedial work on its own.
Close	The schedule closes, next year's inspection is set, and portfolio compliance updates in real time.

This runs on top of the system you already use. See PPM chasing for the mechanics, document tracking for the compliance side, and hospitality for the full picture.

Coordinated by hand, or run by an AI workforce

	Coordinated by hand	Run by an AI workforce
Booking	A coordinator emails contractors and waits, then chases the ones who did not reply.	Requests go out on schedule and replies are read as they land, whatever format they arrive in.
Pre-visit documents	Chased manually, usually the day before, sometimes not at all.	Chased from the moment the date is set, and checked automatically on arrival.
Certificates	Chased after someone notices they are missing, often at audit time.	Chased by email and phone until they arrive, then read and confirmed compliant.
Failures	Spotted when a person reads the certificate, if they read it.	Remedial actions raised automatically the moment a failure is found.
Portfolio view	A spreadsheet that is accurate on the day it is updated.	Live compliance status across every property, updated as evidence arrives.

What it takes to get there

Typical go-live is 4 weeks. Nothing is ripped out: TYTEN sits on top of the CAFM you already run and writes back to it, and your contractors keep replying by ordinary email and phone. There is no portal for them to learn and no new interface for your team. Work out your own numbers with the ROI calculator.

Hotel PPM FAQ

What does PPM stand for in the hotel industry?+

PPM stands for planned preventive maintenance: servicing and statutory inspections carried out on a schedule rather than in response to a fault. In hotels it covers gas safety, fire systems, emergency lighting, lifts, water hygiene, kitchen extract, air conditioning and spa or pool plant.

Can PPM scheduling work around guest occupancy?+

Yes. Dates are proposed to the contractor and confirmed with your engineering team by ordinary email, so the visit is negotiated around occupancy and events rather than assigned to a fixed slot.

Do our contractors have to use a new portal?+

No. Contractors reply by normal email or phone. Their replies are read as plain English, so there is nothing for them to learn and no adoption problem to manage.

What happens when a certificate shows a failure?+

The certificate is read on arrival and confirmed compliant or not. Where it fails, remedial actions are raised automatically and can be quoted, so the gap closes rather than sitting in an inbox.

Does this replace our CAFM?+

No. It runs on top of the system you already use and writes back to it, so your record of work stays where your team and your clients expect to find it.

How long does it take to go live?+

Typically 4 weeks for the first module, and faster for each one after because the integration is already established.

See hotel PPM run itself

30-minute demo. We run a real planned visit end to end, from booking request to filed certificate, and show the audit trail behind it.

Book a Demo