Stop paying £400 call-outs on kit still under warranty

The register knows what you own, who sold it, when the warranty runs out and when it was last serviced. When something breaks, the right number gets rung, and the service that keeps the warranty valid comes up in time.

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Your own login to our four-site demo group, in your inbox in about a minute, for 14 days. Nick rings everyone who tries it.

The Hendra One service dashboard: equipment grouped by overdue, due in the next 30 days and due in 31 to 60 days, each with its supplier and the number to ring.

The service dashboard, from our demo company

An equipment register with the paperwork on each item

Nobody opens a spreadsheet when the fryer stops mid-service. They open this, because it is where faults get reported.

Who to call stops depending on who is on

Serial numbers, suppliers and warranty dates, entered once per item.

The right number to ring

Under warranty, the record shows the warranty contact instead of your contractor.

The glasswasher manual on the glasswasher

Photos, receipts, manuals and certificates live on each item’s record.

The next service date sets itself

Set the service interval once; log a service and the due date moves on.

Booked in before an inspector finds it

Each site’s dashboard shows what is overdue or due in the next 30 or 60 days.

An overdue list nobody learns to ignore

Mark service-exempt items, and kit that never needs a service stays off the list.

Know what is under warranty before you ring anyone

Every fridge, fryer and glasswasher with its warranty date, its supplier and the number to ring, on the phone in your pocket.

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The fault log, on the phone already in their pocket

Anyone on shift reports a fault in seconds; managers give it an owner and close it off. The day’s checklist is on the same phone.

The Hendra One maintenance log: open faults with priority badges, the equipment each one is against, who it is assigned to and what it has cost.

A daily checklist on a phone, fourteen of seventeen jobs ticked off, each showing which member of staff completed it and when.

What happens to a fault once it is reported

Know when a new one would be cheaper

Spend per fault shows an appliance’s running total before repairs cost more than replacing it.

The repeat offender shows itself

Fault history sits on the equipment, so the machine fixed four times this year stands out.

Areas for each site

Raise a fault against the cellar or the car park as well as a piece of kit.

Contractors, and the jobs that come round every week

Most venues keep no list of who to ring out of hours, and no proof the weekly clean-down got done.

The numbers stay when a manager leaves

The contractors directory holds call-out fees, out-of-hours numbers and Gas Safe and NICEIC registrations.

New trades do their own typing

Send a new trade the public contractor sign-up link; the record waits for your approval.

A name against every service

Contractors are linked to the kit they look after.

Proof the clean-down got done

Department checklists, ticked off by name and time, with an undo for the wrong tick.

Start without typing forty rows

One-click starter sets of checklists for each department.

A signature for every collection

The lost property register gives each found item a reference and a bag slip; collection is signed digitally.

The out-of-hours number, before you need it at 11pm

The electrician’s emergency number and call-out fee sit beside their NICEIC registration, with the gas engineer’s Gas Safe number in the same list.

The Hendra One contractors directory: trades grouped by speciality, each with a contact, an out-of-hours number and their call-out fee.

Why maintenance goes in the same system as everything else

Hospitality maintenance software rarely sticks when it is one more login, so a fault gets shouted across the kitchen and nobody writes it down.

In Hendra One the chef who spots a fridge running warm is already signed in, logging the temperature, and the org chart that approves holidays decides who hears about the fault.

The equipment register holds each item’s warranty, supplier and service interval, and catering equipment service reminders can go by email to whoever each site chooses. Contractor management for restaurants, pubs and hotels mostly means knowing who to ring late on a Saturday, so the directory keeps out-of-hours numbers and call-out fees.

Maintenance comes in the same flat £100 per site per month as the booking system, compliance records and rotas and team.

Maintenance questions

How does it stop us paying for a call-out on kit still under warranty?

The equipment register holds the warranty date and the supplier alongside the item. While a piece of kit is in warranty the record shows the number to call for a warranty repair rather than the general contractor, so the £400 call-out never gets booked in the first place.

Does it chase services, or just record them?

It chases. Each item has a service interval and a due date, with a dashboard at each site of what is overdue, due in the next 30 days and due in the next 60. Each site can have reminder emails sent to the people it chooses, with a Monday round-up of anything overdue.

Can contractors add themselves?

Yes. There is a public sign-up link you can give a new trade. They fill in their own details, including Gas Safe or NICEIC numbers, and the record arrives pending your approval rather than going live unchecked.

Is this separate from the compliance module?

They are different registers for different jobs. Maintenance covers equipment, faults, services and contractors. Compliance covers food safety, fire, accidents and COSHH. Both are included at the same flat price, and both escalate by role from the same org chart.

The rest of Hendra One

All of it is in the same £100 a site.

BookingsThe diary, your booking widget, waitlist, deposits and pre-orders Guest CRMOne guest list for every site, and emails that send themselves ComplianceSFBB, the fire log, accident book and COSHH, on a phone Rota & teamRotas costed as you build them, holidays and staff files Multi-siteHead office across every site in the group SecurityPermissions, audit trail and GDPR Pricing£100 a site a month, with everything in it

Try it on four busy sites

Leave your details and we’ll email you your own login to Bramblewood Inns, a demo group of four sites with a full diary, rotas, guest list and compliance records. Use every screen as your team would for 14 days, and Nick will ring to see how you are getting on.