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How to Set Up Your Organization for Facilities

User Roles

Inn-Flow users have named roles that determine what actions they can take in the system. Common roles to configure for Facilities that may differ from existing Accounting or Labor titles include, but are not limited to, the following:

  • Technician: The hands-on maintenance staff who complete work orders and preventative maintenance tasks.

  • Director of Facilities/Maintenance: Oversees all maintenance operations.

  • Front Desk Staff: Often the first point of contact for guest-reported issues.

  • Operations Analyst: Needs broad visibility into maintenance trends, costs, and compliance across properties.

Follow these simple steps to enable Facilities access for specific roles in your Inn-Flow account:

Step 1: Access Administration Settings

  • Log in to Inn-Flow as usual

  • Click on "Administration" near the bottom of the left-hand navigation panel

Step 2: Navigate to Roles & Permissions

  • Click on "Roles & Permissions" in the Administration menu

Step 3: Enable Facilities Management Permissions

  • Find and click on the role you want to modify (e.g., Front Desk, Maintenance Technician, Facilities Manager)

  • After selecting the role, look for "Facilities Management" on the right side

  • Check the boxes next to all features you want this role to have access to:

    • Assets

    • Daily Tasks

    • Locations

    • Preventative Maintenance

    • Procedures

    • Work Orders

  • If you want to give full access, click "Select All" (appears as "Unselect All" if all permissions are already selected)

Step 4: Enable Room Management (Optional)

  • If the user needs to manage locations (add/edit/remove guest rooms or common areas):

  • Look under "All" → "Administration" → "Accounts Management"

  • Make sure "Add/Edit Rooms" and "Add/Edit Room Type" are checked

Once completed, Facilities access should be successfully enabled for the selected role.

How to Set Up Locations

Locations are the physical spaces within your property that need maintenance tracking. In Inn-Flow, there are two types of locations:

  • Guest Rooms: Individual hotel rooms, each with their own maintenance history. The system automatically creates these based on your existing Inn-Flow configuration, if one exists. Once created, you will go in to give these rooms names, assign subtypes, etc.

  • Common Areas: Shared spaces like lobbies, fitness centers, and meeting rooms.

Each location maintains its own history of work orders, preventative maintenance, and associated assets, helping you track patterns and anticipate needs.

Required details to create a Location:

  • Guest Rooms:

    • Room Name/Number

    • Type (fixed as 'Guest Room')

    • Subtype (e.g., King, Double)

    • Description (optional)

  • Common Areas:

    • Location Name

    • Type (fixed as 'Common Area')

    • Subtype (e.g., Lobby, Pool)

    • Description (optional) </aside>

Before using the Facilities module, you'll need to set up your property's locations. This guide will walk you through adding guest rooms and common areas in Inn-Flow.

Accessing Locations Settings

  1. Log in to Inn-Flow as usual

  2. Click on "Administration" in the left-hand navigation panel

  3. Click on "Entities" in the Administration menu

Adding Locations

  1. Select the property you want to set up from your Entities list

  2. Click on the "Locations" tab (previously “Rooms”)

  3. You'll see the Locations page with options to add Guest Rooms or Common Areas.

For Guest Rooms:

  1. Click the "Guest Rooms" button in the top right (if not already selected)

  2. You'll see a grid where you can add rooms

  3. To add a single room:

    • Click “Add Guest Room”

    • Enter the room number/name in the first column (e.g., "Room 101")

    • The Type will automatically be set to "Guest"

    • Click the "Select Subtype" dropdown

4. If you need to add a room subtype:

  • Click "Add Subtype" in the dropdown

  • Enter your subtype name (e.g., "King")

  • Click "Save"

5. Add any notes about the room in the Notes field

6. The Status will default to "Online" but can be changed if needed

7. To add more rooms, click "Add Guest Room" at the bottom left

8. When finished, click "Save Changes" at the bottom right

For Common Areas:

  1. Click the "Common Areas" button in the top right

  2. Follow the same process as for guest rooms, but you'll be able to select different types (Lobby, Fitness Center, etc.)

  3. Add subtypes as needed for your common areas

Using Bulk Import

For properties with many rooms, using Bulk Import may be more efficient:

  1. Click the "Bulk Import" button at the top right

  2. Download the template, which will include any existing locations

  3. Fill in the template with your location information

  4. Upload the completed template

  5. Review and save your changes

After completing these steps, your locations will be ready for use in the Facilities Management module.

How to Set Up your Asset Library

Assets are the equipment and systems that require regular maintenance to keep your property running efficiently. This includes everything from HVAC systems and elevators to pool equipment and laundry machines. Tracking your assets in Inn-Flow gives you insight into maintenance history, helps prevent unexpected breakdowns, and keeps your equipment running at peak performance.

Each asset record includes:

  • Current location within your property

  • Complete maintenance history

  • Associated maintenance procedures

  • Technical specifications

  • Relevant documentation

Keep in mind: Using consistent naming conventions for your assets will make them easier to track and manage.

Required details to create an Asset:

  • Asset Name

  • Asset Type (system defaults or custom)

  • Location (this can be changed if the Asset is relocated at a later time)

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