Hotel preventive maintenance, done on schedule
Every boiler, fire panel and guest room on a cycle. Lance generates the weekly, monthly and quarterly PMs, puts the checklist on the tablet, logs pool and meter readings against their ranges, and turns a failed step into a work order on the spot. Missed cycles are counted, not forgotten.
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Every cycle, every reading, every room: one board, one tablet.
PM programs, readings and the work orders they raise live in the same system as the rest of the hotel's work, so nothing sits in a binder.
Programs that generate their own cycles.
A PM program is a template: a name, a cadence, a checklist, and the rooms, areas or equipment it covers. Each period Lance mints the cycle on its own, in the hotel's own time zone, and keeps doing it every period after that. Nobody builds next month's schedule by hand.
Daily, weekly, monthly, quarterly, triannually, semiannually or annually. Periods are calendar-aligned: a monthly PM runs the 1st to the last day of the month, a quarterly PM runs the quarter.
Assign a template to every guest room in one click or by a range like 321 to 345, to a list of areas, or to named equipment. A step that does not apply to one area can be excluded for that area alone, and a step added later propagates to the open cycles.
The scheduler runs every hour and creates only what is missing, so each room or item has exactly one cycle per period. Change a cadence and stale open cycles are cleared; completed history is kept.
Maintenance cycles
2026Monthly
JulAugSep- Fire alarm panel3/4
- Water heater flush-
- Exterior lighting0/6
Quarterly
Q1Q2Q3- Guest rooms112/187
- Boiler safety controls-0/3
A checklist the tech works step by step.
On the tablet the tech taps Start and the checklist opens with the work timer running. Each step is passed, fixed on the spot, or flagged. A flagged step takes a note and a photo and becomes a work order with the room and the PM attached, so the fault is a ticket someone owns, not a line in a binder.
Steps stay locked until the tech taps Start, so the timer measures the real job. Pause to step away, resume when back. The time worked is saved on the completed record.
Flag a step, write what was wrong, attach a photo and submit a work order. The ticket names the PM and the exact step, the PM lists the tickets it raised, and the flagged step counts as handled once the ticket exists. Fixed it yourself? Log a resolved fix with a note instead.
Attach photos to the PM and a note to any step. Photos taken while the tablet is offline queue and upload when the connection returns.
Guest room PM · Room 312
Quarterly · Jul 1 to Sep 30- Test smoke detectorPassed
- Replace PTAC filterPassed
- Flush tub and sink drainsPassed
- Test GFCI outletsFlagged
- Check door closerPending
Step needs work
1 photoOutlet by the vanity does not trip on test.
Readings against a range, not a clipboard.
Pool chemistry, boiler temperatures, utility meters. Each reading source has its own fields, units and acceptable ranges, and how many readings a day it needs. The engineer enters the numbers on the tablet or the dashboard. Anything outside its range is flagged as it is typed, and anything not submitted by its deadline shows as missed.
Configure the sources your building has: chlorine, pH, alkalinity and calcium for each pool or spa; domestic, feed, return and storage temperatures per boiler; water, gas, electric and sprinkler meters; fridge and freezer temperatures for areas.
Every field has a minimum and maximum. A value outside them is flagged the moment it is entered and the source shows out of range on the board, where a manager can dismiss the alert for a day once it is handled.
Set readings per day and a due hour for each, or one hotel-wide deadline, 7 PM by default. The board reads 'Reading 1 ✓' and 'Reading 2 by 10 PM', and a window that passes its hour unfilled becomes a missed-reading alert.
Pool · Main pool
Reading 1 of 2 · due by 12 PM- Chlorine (ppm)Range 1 to 32.0OK
- pHRange 7.4 to 7.67.9High
- Alkalinity (ppm)Range 80 to 12096OK
Notes
pH high at 7.9. Acid added, rechecking before the evening reading.
Recorded by maintenance · locks at midnight
Missed cycles are counted, not forgotten.
A cycle that ends without being completed reads as missed. It stays actionable for one more period, sorts to the top of the tech's list, and counts against the program. For long cycles Lance paces the work: rooms left over days left gives a daily target, and the morning report says whether you are on track.
A missed monthly stays actionable for 31 days, a quarterly for 93, an annual for 366. Each cadence fold on the tablet shows how many programs are open and how many were missed, and missed work sorts first.
For guest-room programs Lance spreads the rooms left over the days left and recalculates every day. Skip a day and tomorrow's number rises. The pace reads on track, behind or critical, and 'Do today' lists the rooms longest since service and marks the occupied ones.
The daily manager report carries the PM backlog with its pace and the PMs planned for today, plus the latest pool and boiler readings. In chat, ask what is behind, what is open this cycle, or when room 215 was last done.
Missed carryover
2 missed- Boiler safety controlsMissed Q2 · carried 93 daysQuarterly
- Fire alarm panelMissed Aug · carried 31 daysMonthly
Guest rooms · Q3
Behind80 of 187
36 days left · 3 rooms a day to finish the cycle
On the tablet, with the rest of the work.
Maintenance staff and supervisors see PMs and readings on the same pad as work orders. 'Suggested for today' ranks the day across all of it: urgent tickets, the readings due, the rooms to pace. PMs fold by cadence, one row per program with its progress and when it was last done. Tap in for the checklist.
Open work orders, today's reading windows and today's suggested PMs are merged into one ranked list, the same list the dashboard shows, so the engineer never opens a second app.
Each cadence fold shows what is open and what was missed. Inside, one row per program: Guest rooms, 112 of 187 done, 75 left, last done today. Open it to pick a room; a finished room reopens from 'Done this cycle' with its steps, photos, time and the work orders it raised.
Checks, photos and readings queue on the tablet when the connection drops and send when it returns, without double-filing.
Built for the problems a chief engineer actually has.
Not a binder with a better cover. Lance is built around the four ways PM programs fail: the schedule nobody can see, the quarterly that slips a quarter, the reading written on paper, and the fault found on a walk that never becomes a ticket.
PMs tracked in binders
The schedule lives in a three-ring binder and one person's head. Lance generates every cycle on its own and shows every program's progress on the board and the tablet.
Missed quarterlies nobody notices
A missed cycle that vanishes is missed forever. In Lance it reads as missed, stays actionable for one more period, and counts against the program until it is done.
Readings on paper
A pool log on a clipboard is never compared to a range and never reaches a manager. Lance flags out-of-range values as they are typed and shows which readings are due, done or missed.
Inspections that never become work orders
A fault found on a room walk is written down and forgotten. In Lance a flagged step becomes a work order with the room and the PM attached, and the PM remembers the tickets it raised.
How it works
From template to completed cycle, every period.
- 01
Build the program
Name it, pick a cadence, add the checklist steps by category, and assign the rooms, areas or equipment it covers.
- 02
Cycles generate themselves
Each period Lance mints one cycle per room or item, in the hotel's own time zone, and keeps the count of what is open and what was missed.
- 03
The tech works the checklist
Start the timer, pass or flag each step, add photos and notes, raise a work order from a failed step, mark complete.
- 04
Managers see the truth
Progress per program, missed carryover, last service per room, who completed what and when, a completed-PMs report as PDF, Excel or CSV, and the PM line in the morning report.
Under the hood
Built around cycles, not calendar invites.
The model is the period: a cycle exists once per room or item per period, missed cycles carry one period, readings are checked against the range on the field they belong to, and every action lands in the database the rest of the hotel runs on.
Cadences
7, daily to annually
Daily, weekly, monthly, quarterly, triannually, semiannually, annually. Periods are calendar-aligned and computed in the hotel's own time zone.
Scheduling
Hourly, idempotent
A scheduler runs every hour and creates only the cycles that are missing, so each room or item has exactly one cycle per period. Cadence changes clear stale open cycles and keep completed history.
Missed work
Carried one period
A cycle that ends incomplete reads as missed and stays actionable for one more period: 31 days for a monthly, 93 for a quarterly, 366 for an annual. Counts are per cadence and per program.
Readings
Ranges per field
Each source defines its fields, units, minimum and maximum, and readings per day with a due hour. Out-of-range values are flagged on entry; readings lock at midnight of the day they were entered and export to CSV.
Work orders
From a flagged step
A flagged step raises a maintenance work order linked both ways: the ticket names the PM and the step, the PM lists its tickets. The ticket outlives the PM that raised it.
Tablet
Timed, offline-safe
Steps unlock when the tech taps Start, so the timer measures the real job; pause and resume are kept in the database, not the browser. Checks, photos and readings queue offline and sync when the pad reconnects.
“Hotels have operated the same way for decades. Lance changed that.”
FAQ
Questions engineering teams ask before they switch.
Create a program per job in the dashboard: name it, pick a cadence from daily to annually, add the checklist steps grouped by category, mark which are required, and assign the rooms, areas or equipment it covers. From then on Lance mints each period's cycle on its own. Lance can load your existing PM list and history at setup.
The tech flags it, writes what was wrong, attaches a photo, and either logs a resolved fix or submits a work order. The ticket is linked to the PM and the exact step, the PM lists the tickets it raised, and the flagged step counts as handled once a ticket exists. The ticket outlives the PM.
A cycle whose period ends without completion reads as missed. It stays actionable for one more period, 31 days for a monthly and 93 for a quarterly, and counts against its program on the board and the tablet. Completed history is never rewritten.
Pool and spa chemistry, boiler temperatures, utility meters, and area temperatures such as walk-in fridges. Each source has its own fields, units and acceptable ranges, plus readings per day with a due hour for each. Out-of-range values are flagged on entry, missed windows are flagged on the board, and history exports to CSV.
Yes. Maintenance staff and supervisors see PMs and readings on the same pad as work orders, in one ranked daily list. Checks, photos and readings queue when the connection drops and send when it returns.
Every completed PM keeps who completed it, when, the time worked, each step's result with its note and photo, and the work orders it raised. Readings keep who recorded them and when, lock at midnight of the day they were entered, and export to CSV. Completed PMs export as a PDF, Excel or CSV report.
See your PM cycles in Lance.
Book a demo and walk through your own programs, readings and a room checklist on the tablet.
