FAQ - Maintenance
What is the difference between "Preventive" and "Preventative" Maintenance?
There’s no real difference — “preventive” and “preventative” mean the same thing: something designed to prevent or stop problems before they happen.
Why does the system say, “Work order must be assigned to an active maintenance” when I try to block a room?
You must assign the work order to an active maintenance user before saving it. Active maintenance users are those set up for the Engineering Department in Management > User Settings > Security.
How can I print a list of work orders to be completed?
The Work Order Analysis report is what you need. Start by selecting only the "Pending" work orders, and then filter by the maintenance person assigned to each work order, if desired. Once you've customized the list, you can print the report.
Alternatively, you may want to consider using MOP to eliminate the need for paper.
Can I close multiple work orders at once?
At this time, the Visual Matrix PMS does not support the ability to bulk close multiple work orders. Each work order is intended to be completed and closed individually, ensuring accurate tracking and accountability for every request.
We recognize that managing a backlog of open work orders can be time-consuming, and we’ve submitted a request for this feature to our Product Team for potential inclusion in a future update.
Can I view all currently open work orders, including the dates rooms were put out of order and their duration?
Yes, you can easily access this information by going to "Maintenance > Reports > Work Order Analysis." This report will provide a detailed overview of all open work orders, including the specific dates rooms were taken out of service and the length of time they remained out of order.
What could prevent me from assigning a work order
There are two common reasons you might be unable to assign a work order in the Room Rack:
- There are no active engineer user: You must have at least one active Maintenance person (engineer) set up in your User Settings. Go to Management > User Settings, and confirm there’s an active employee assigned to the Engineering department
- The Room already assigned to a reservation: If the room is booked for the same dates as the work order, you won’t be able to assign maintenance tasks to it. Verify that the room is available during the intended work order period before assigning.
Once both conditions are met, you should be able to create and assign work orders from the Room Rack without issue.
Is there a feature that notifies housekeeping to clean a room when a maintenance work order is completed?
Short answer: No — completing a work order does not automatically create a housekeeping task.
However, housekeeping will get a room to clean when the room is brought back in order if the room was placed Out of Order.
Here’s how it works: Work orders and room status are separate. You can create a work order without putting a room Out of Order, and completing that work order does not change the room status or trigger cleaning.
If the room was placed Out of Order: When the room comes back in order, Visual Matrix automatically marks it as Dirty and it appears in Housekeeping > Room Assign > Room Assignment.
This can happen in two ways:
- Maintenance completes the work order early: The room returns to service immediately and becomes Dirty.
- The Back in Order date arrives: The room returns to service on the scheduled date, even if the work order is still open, and is marked Dirty at that time.
So, housekeeping receives the room for cleaning only when the room transitions back in order, not when the work order itself is completed — unless completing the work order is what triggers the room to return to service.
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