The Maintenance report lists the Out of Order and Maintenance blocks that take Areas offline over a selected date range, showing when each block runs, who created it, and why.
Overview
The Maintenance report lists the Out of Order (Maintenance) blocks recorded against Areas for a selected date range. An Out of Order block takes an Area offline so it cannot be booked, for example while the Area is being repaired or cleaned. You apply blocks from the Booking Chart or the Area Status screen, and they appear on the report with their period, status, reason, and any notes.
On some properties this report and the underlying feature are labelled Out of Order rather than Maintenance. The report contents are the same.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. For more information, see Understanding RMS Help Centre Articles.
Use Cases
- Track offline Areas - Housekeeping or maintenance staff run the report to see which Areas are out of order over a period and when each is due back.
- Audit maintenance activity - Management review who created each block, the reason, and how long Areas have been offline.
- Availability planning - Check upcoming Out of Order blocks before selling Areas for those dates.
How to Access
In the side menu of RMS, go to Reports > Daily > Out of Order.
Report Options
The report options below control the date range, grouping, and which Areas are included.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. For more information, see Understanding RMS Help Centre Articles.
| Report Option | Type | Description |
|---|---|---|
| As of Date | Date | The date RMS uses to decide whether each block shows as Active or Released. Defaults to today (the property's RMS date). It does not change which blocks are included. |
| Maintenance Between | Date range | The date range to report. Out of Order blocks that fall within this range are included, including a block that ends on the first day of the range. |
| Sort By | Single-select | Sets the order in which the blocks are listed within each Area. Options are Area and Status. |
| Group By | Single-select | Groups the results. Options include Category, Area, Status, Property and Property State. |
| Status | Multi-select | Limits the report to the selected maintenance statuses. Options include All, Active, Released and Cancelled. Defaults to Active. |
| Show Hoseasons Mapping Data | Checkbox | For properties connected to Hoseasons, includes the Hoseasons channel mapping data on the report. When ticked, the report uses a different layout: External Res No replaces the Property, ID and Notes columns, and only blocks with Hoseasons mapping data are listed. Unticked by default. |
| Property | Multi-select | For multi-property (Enterprise) databases. Limits the report to the selected properties. |
| Category | Multi-select | Limits the report to the selected Categories. |
Column Headers
The columns below appear on the report output.
| Column | Description |
|---|---|
| Property | The property the Area belongs to. Not shown when Show Hoseasons Mapping Data is ticked. |
| ID | The Out of Order (Maintenance) reservation ID. Not shown when Show Hoseasons Mapping Data is ticked. |
| Date Created | The date the block was created. |
| User | The user who created the block. |
| Start Date | The date the Out of Order period starts. |
| End Date | The date the Out of Order period ends. |
| Status | The status of the block: Active, Released or Cancelled. See Status and the As of Date below. |
| Days In Period | The number of days of the block that fall within the selected report date range. |
| Total Days | The total number of days of the block. |
| Reason | The reason selected for the Out of Order block. |
| Notes | Free-text notes recorded against the block. Not shown when Show Hoseasons Mapping Data is ticked. |
| External Res No | The external reservation number of the block. Shown only when Show Hoseasons Mapping Data is ticked. |
Data Sources & Calculations
Out of Order and Maintenance blocks
An Out of Order block takes an Area offline for a date range so it cannot be booked. It is applied You apply it from the Booking Chart or the Area Status screen, and it displays on the Booking Chart against the affected Area. The report lists these blocks for the selected date range. Each block records a reason and can carry notes.
Status and the As of Date
The Status column shows each block as Active, Released or Cancelled, worked out against the As of Date:
- Cancelled - the block was cancelled. A cancelled block always shows as Cancelled, whatever the As of Date.
- Released - the block was released by hand, or its End Date is before the As of Date.
- Active - any other block, including a block that ends on the As of Date itself.
The As of Date changes only the Status of each block. Maintenance Between still decides which blocks the report finds.
How the Status Filter and the As of Date Work Together
The report works out each block's Status first, then the Status option removes any status that is not selected. Because Status defaults to Active, a block that ended before the As of Date shows as Released and drops off the report unless Released is also selected.
For example, a block runs from 1 to 5 March. With the As of Date set to 10 March and Status set to Active, the block is Released and does not appear. With the As of Date set to 3 March, the block was still Active on that date and appears. To see every block in the date range, select all three statuses: the As of Date then only changes the Status column.
Please Note! A scheduled Maintenance report saved before the As of Date option was added keeps the earlier behaviour: only blocks released by hand show as Released. Open the scheduled report and save it again to apply the As of Date.
Please Note! The printed report header shows the Maintenance Between dates, Group By, Status, Property and Category, but not the As of Date.
Grouping, Sorting and Totals
The Maintenance report groups blocks by the Group By option, then always sub-groups them by Area. Sort By orders the blocks within each Area. Each group ends with a total of Days In Period and Total Days, and the report ends with a Grand Total.
Related Reports
- Job Maintenance Report - reports on maintenance jobs raised against Areas.
- Area Status Verification Report - shows the current status of each Area.
Related Articles
- Out of Order Maintenance - how to place an Area Out of Order.
- Release an Area from Maintenance
- Cancel or Release a Maintenance / Out of Order Reservation
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