The Facilities module in the Inn-Flow Mobile App lets you manage maintenance work from your phone – creating and tracking work orders, running preventative maintenance, and completing daily operational tasks. This guide walks through each area.
Accessing Facilities
To open the Facilities module:
Tap the Menu icon in the lower-right corner.
Scroll to find Facilities and tap to open it.
To add it to your bottom navigation for quick access (optional): tap and hold the three bars to the right of Facilities, then drag it to the top of the list. It will then appear in the bottom navigation bar.
Once you open Facilities from the Menu or your bottom navigation, you'll see four options:
Work Orders
Preventative Maintenance
Daily Tasks
Logbook (coming soon)
Work Orders
Viewing Work Orders
Tap Facilities, then Work Orders. If you have access to multiple properties, select one from the Property Selector in the top right; if you only have access to one property, it's selected by default. You'll see a list of active work orders (Open, In Progress, or On Hold). Completed work orders are hidden unless you apply a filter.
Filters and Sorting
Tap the Filter icon in the top left to filter or sort by Status (Open, In Progress, On Hold, Completed), Location, Priority, Assigned To, or Due Date. Tap Apply to update the list, or Clear Filters to reset.
Creating a Work Order
Tap the + New Work Order button (bottom right) and fill in:
Location (required)
Title & Description
Photo (optional): take a photo or upload one from your phone
Priority: default to Medium if you're unsure
Assignee (optional): select if you know who should handle it
Tap Save. A success message will appear.
Work Order Details
Tap a work order to view its details:
Status: tap to update (Open, In Progress, On Hold, Complete). Setting it to On Hold prompts you for a reason (for example, "Waiting for parts"). Setting it to Complete prompts you for a resolution (for example, "Bulb replaced").
Asset: if the location has assets, add one here. (Asset selection at creation is coming soon.)
Attachments: add more photos or files if needed.
Comments: leave updates or instructions. Use @ to mention a team member – this sends them a mobile push and web notification.
History
At the bottom of a work order, tap the History tab to see the full record – who created it, status changes, and comments, attachments, and reasons for holds or completion.
Preventative Maintenance (PM)
Viewing Schedules
Tap Facilities, then Preventative Maintenance. You'll see a list of active schedules; tap one to open its details.
Instance History. The current instance shows by default. Tap the instance date range to view previous PM runs and their history.
Schedule Details
For each schedule you'll see:
Schedule name and frequency
Completion progress (for example, 3 of 8 locations complete)
Location list (searchable)
Status: Open, In Progress, On Hold, Complete, or Skipped. If you skip a location, you'll be asked to give a reason.
Working a PM Task
Tap into a location, then change the status as work progresses. Scroll to view procedures – pre-built task lists. Tap the checkbox next to each item as you complete it. Once all procedures are done, mark the location as Complete.
Filtering Schedules
Tap the Filter icon in the top right to sort by Due Date, or use Advanced Filters to set a date range.
Daily Tasks
The Daily Tasks section shows recurring daily operational tasks like pool checks, laundry inspections, or fire panel resets.
1. Tap Facilities, then Daily Tasks.
2. You'll see two tabs:
Assigned to Me: tasks assigned based on your role (for example, Technician). These are shared among your role group – once one person completes a task, it disappears for everyone.
All Tasks: a full view of everything due today for your property.
