Maintenance guide
How do you track maintenance across multiple sites?
Chris Morgan, Founder of Fixray · Last updated
Give each site its own fault list, its own people and its own targets, then add one group view on top. Staff report at their site, local fixers work that list, and a group manager compares sites on open and overdue work. Use one tool across every site, or the comparison breaks down.
Why does multi-site maintenance break down?
- Each site invents its own method: a WhatsApp group at one, a spreadsheet at another, email at a third.
- Nobody at group level can see what is open, or what is late, without phoning round.
- The same fault repeats at every site and nobody connects the pattern.
- On-call cover spans properties, but the job lists do not.
“The engineering department before I arrived has no system or spreadsheet in place to manage facilities, instead most work orders are done through emails.”
“I would assign each of your techs to their own hotel and then create a 'ghost' user who has access to all properties for the on-call times”
How should you structure it?
- One organisation, with one site per property.
- Locations per site: rooms, plant rooms, function spaces.
- People invited to the site they work at, with a role there. Group managers see every site.
- Response targets per site, because a 20-room inn and a 200-room hotel run differently.
- Recurring checks set per site, since each building has its own plant and its own dates.
- One group view that compares sites on the same measures.
What should you compare across sites?
| Measure | What it tells you | Watch for |
|---|---|---|
| Open issues | The size of each site's backlog | A site whose list only grows |
| Overdue against target | Whether each site keeps its promises | The same priority slipping at one site |
| Time to fix | How quickly faults get resolved | A long tail of old jobs behind a good average |
| Repeat faults by location | Where the same thing keeps breaking | Rooms or plant due a replacement rather than another repair |
| Recurring checks done on time | Whether planned work happens | Checks closed late or in batches |
Should each site pick its own tool?
No. If each property uses a different tool, the group view becomes a monthly spreadsheet somebody rebuilds by hand. Let each site run its own list, inside one tool.
How does multi-site work in Fixray?
An organisation holds your sites. Each site has its own locations, issue list and SLA targets, and categories can be shared across the organisation or kept to one site.
People are invited to a site with a role there: Reporter, Fixer or Manager. An organisation admin works across every site. Anyone with access to more than one site switches between them from the header, and the dashboard toggles between This Site and All Sites, judging each site's issues against that site's own SLA targets.
Multi-site management is on the Operate tier, priced per site. Log and Track cover one site each. If your main need is daily checklists across many locations, Xenia is built for multi-location operations and is worth comparing.
Frequently asked questions
- Can each site have its own maintenance team?
- Yes. In Fixray, people are invited to the site they work at, with a role there. A fixer at one hotel works that hotel's list; an organisation admin can see every site.
- Do I pay per site or per user?
- Fixray prices per site. Operate is charged for each site you run, and Reporters are free on every plan. Groups with five or more sites can ask for tailored pricing.
- Can I see all my sites in one dashboard?
- Yes, on Operate. An organisation admin switches the dashboard from This Site to All Sites, and each site's issues are measured against that site's own SLA targets.
- Can I start with one site and add more later?
- Yes. Start on the free Log tier with your first site. When you add a second property, move to Operate from your billing settings. The upgrade changes the plan on the same account, so your existing issues, users and photos stay where they are.
- How do recurring checks work across sites?
- Set them up per site, since each building has its own plant and its own check dates. Operate includes unlimited recurring maintenance schedules.
Try the free tier on one site
Fixray's Log tier is free forever for one site, with unlimited Reporters and unlimited issues. No credit card, no sales call.