PUB MAINTENANCE & ASSET SOFTWARE

Stops the £400 call-out for kit that was still under warranty.

The register knows what you own, who sold it to you, when the warranty runs out and when it was last serviced. So the right number gets called, and the service that keeps the warranty valid does not get forgotten.

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Included. Not a separate asset-management subscription.

THE REGISTER

Everything you own, with the paperwork attached to it.

A spreadsheet of serial numbers is not an asset register, because nobody opens it at the moment the fryer stops working. This one is opened at exactly that moment, because it is where the fault gets reported.

Serial numbers, suppliers and warranty dates

Recorded once per item, per site, so the answer to "who do we call" does not depend on which manager is on.

The correct number, highlighted

While an item is in warranty the record shows the warranty contact rather than your general contractor.

Photos, receipts, manuals and certificates

Attached to the item itself. The manual for the glasswasher is on the glasswasher, not in a drawer in the office.

Service intervals and due dates

Set the interval once. The due date moves on when a service is logged, and the certificate is uploaded against the record.

Overdue, next 30, next 60

A company-wide dashboard across every site, so head office sees what is slipping before an inspector does.

Service-exempt items

Not everything needs a service schedule. Mark it exempt rather than leaving a permanently overdue item that trains everyone to ignore the list.

THE FAULT LOG

Reported in seconds, from the phone already in their pocket.

Anyone can raise it. Managers see the whole list, assign an owner and close it off, and the history stays attached to the piece of equipment rather than to whoever happened to remember.

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.

FAULTS AND FIXES

A fault log the floor will actually use.

Reported in seconds from the phone in someone's pocket, assigned to a person, tracked to a cost, and linked to the exact piece of equipment it happened to.

Report, assign, track, cost

Status and spend per issue, so the running cost of a failing appliance is visible before you spend more on it than replacing it.

Linked to the equipment

The history belongs to the item, so a machine that has been fixed four times this year looks like one that has been fixed four times this year.

Per-site areas

Cellar, kitchen, bar, letting rooms, car park. Faults are raised against a place as well as a thing.

CONTRACTORS AND ROUTINE WORK

The trades you trust, and the jobs that come round every week.

Two things that live nowhere in most pubs: a directory of who to ring out of hours, and proof that the weekly clean-down actually happened.

Contractors directory

Call-out fees, out-of-hours numbers, Gas Safe and NICEIC registration numbers, all in one place instead of in a phone that left with the last manager.

Public contractor sign-up

Send a new trade a link. They enter their own details and the record arrives pending your approval.

Linked to the kit they maintain

The contractor record and the equipment record know about each other, so the service history has a name against it.

Department checklists

Daily, weekly and monthly, with named completion, timestamps and undo. This is the paper pack-down sheet, minus the paper.

One-click starter sets

Import a ready-made set of checklists per department rather than typing forty rows before you get any value.

Lost property register

Found items with their own reference, a printable bag slip and a digital signature on collection. It has its own permission row because it is guest property.

THE TRADES YOU TRUST

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

Every contractor with their call-out fee, their emergency number and their Gas Safe or NICEIC registration. New trades add themselves through a public link and arrive pending your approval.

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 belongs in the same system as everything else

The reason maintenance software rarely sticks in a pub is not that operators do not care about their equipment. It is that a standalone maintenance app is one more login, and the moment a fault needs reporting is the moment nobody has time to find it. So the fault gets shouted across the kitchen, and the only record of it is that someone remembers.

Putting it in the system people are already signed into changes that. The chef reporting a fridge running warm is already in Hendra One logging the temperature that told them so. The same org chart that decides who approves a holiday decides who gets told about the fault, and the equipment the fault is against is the same equipment the compliance module is taking readings from.

Maintenance, equipment and contractors are part of Hendra One at the same flat £100 per site per month, alongside bookings, compliance and rotas and team.

WHAT OPERATORS ASK

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 company-wide dashboard of what is overdue, due in the next 30 days and due in the next 60. Reminder emails go out, and there is a Monday digest 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 THE SYSTEM

Bookings

Diary, widget, waitlist and pre-orders

Guest CRM

One guest database and automated marketing

Compliance

SFBB, fire, accident book and COSHH

Rota & team

Rotas, labour cost, holidays and HR

Multi-site

Head office across a whole estate

Security