Job Management in RMS allows properties to create, assign, and track maintenance tasks for areas, assets, and dwellings - from a guest's room complaint logged at front desk through to a completed repair recorded by the maintenance team.
Overview
Job Management is part of the Asset Maintenance module in RMS. It provides a structured way to record maintenance work, assign jobs to staff or external contractors, track progress, and report on completed and outstanding work across the property.
Jobs can be raised against three types of targets:
- Areas - rooms, sites, apartments, or other accommodation units
- Assets - physical items such as HVAC units, plumbing fixtures, vehicles, or appliances
- Dwellings - permanent or long-term accommodation structures
There are two ways to create a job in RMS, designed for different users and workflows:
| Entry point | Who uses it | Best for |
|---|---|---|
| Reservation Screen | Front office staff | Logging a quick job while managing a guest reservation - for example, reporting a broken air conditioner in a guest's room |
| Asset Maintenance > Job Management | Maintenance and engineering staff | Full job management - creating detailed work orders, attaching parts and labour, assigning to service providers, and tracking progress |
Jobs can also be set to repeat automatically on a schedule, so routine and compliance checks are generated for you rather than created by hand. See Repeat a job for how to set this up.
Module components
The Asset Maintenance module in RMS contains the following screens, all accessible from the left sidebar under Asset Maintenance:
| Screen | Purpose | Navigation |
|---|---|---|
| Asset Types | Configure the categories and sub-categories used to classify assets (for example, HVAC, Plumbing, Vehicles) | Asset Maintenance > Asset Types |
| Assets | Create and manage individual physical assets at the property, each assigned to an Asset Type and optionally linked to an area or dwelling | Asset Maintenance > Assets |
| Job Management | Create, assign, and track maintenance jobs against areas, assets, or dwellings | Asset Maintenance > Job Management |
| Job Map | View open jobs plotted spatially on an interactive property map - useful for large sites such as holiday parks or multi-building campuses | Asset Maintenance > Job Map |
| Maintenance | Take an area or room offline for maintenance (Out of Order) - a separate workflow from Job Management, focused on blocking availability rather than tracking work | Asset Maintenance > Maintenance |
Before you begin - required setup
Before creating jobs, the following configuration should be in place:
- Asset Types - at least one Asset Type is required before assets can be created
- Assets - set up the physical items at your property that require maintenance tracking
- Job Types - configure the categories of work that can be selected when creating a job (for example, AC Service, Plumbing Repair, Electrical Inspection)
- Service Providers - if external contractors will be assigned to jobs, set up your Service Providers before creating jobs
Job Management vs Out of Order Maintenance
RMS has two separate maintenance-related workflows. It is important to understand the difference:
| Feature | What it does | When to use it |
|---|---|---|
|
Job Management (Asset Maintenance > Job Management) |
Creates a work order for maintenance or repair tasks. Tracks work required, parts, labour, progress notes, and charges. Can be assigned to internal staff or external contractors. | When you need to record and track a maintenance task with detail - who is doing the work, what parts are needed, and whether it is complete |
|
Maintenance / Out of Order (Asset Maintenance > Maintenance) |
Blocks an area or room from being available for reservations. Does not track work detail - it is purely an availability control. | When a room or area must be taken offline and made unavailable for guest bookings while repairs are carried out |
User access
Access to Job Management is controlled by Security Profiles. Job Management has its own permission group separate from the Maintenance screen permission.
The following permissions are relevant to Job Management. They are configured on the user's Security Profile:
| Security Profile path | Controls access to |
|---|---|
| Utilities > Job Management (Maintenance) > Allow User to Access Job Management Screen | The Job Management screen under Asset Maintenance |
| Utilities > Job Management (Maintenance) > Allow Users to Add Jobs | Creating new jobs |
| Utilities > Job Management (Maintenance) > Allow Users to Edit Jobs | Editing existing jobs |
| Utilities > Job Management (Maintenance) > Allow Users to Delete Jobs | Deleting jobs |
| Setup Screens > Lookup Tables > Job Types | Managing Job Type lookup values |
| Report Screens > Daily Reports > Job Maintenance | The Job Maintenance report |
| Chart Screens > Job Map | The Job Map view |
| Messaging > Maintenance Portal | The worker-facing Maintenance Portal |
| Utilities > Maintenance | The area-level Maintenance / Out of Order screen (separate from Job Management) |
Related articles
- Create and manage a job in Job Management
- Log a maintenance job from the Reservation Screen
- Set up assets for recurring maintenance
- Track warranties for assets in Job Management
- Job Maintenance report
- Assets in Job Management
- Set up an asset type
- Set up a job type in Job Management
- Set up Service Providers for jobs and events
- User Access to Maintenance
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