Pub Maintenance Software | Equipment & Contractors

An equipment register with the paperwork on each item

Nobody opens a spreadsheet of serial numbers when the fryer stops in the middle of service. They do open this, because it is where the fault gets reported.

Serial numbers, suppliers and warranty dates

Put in once per item at each site, so who to call no longer depends on which manager is on.

The right number to ring

While an item is under warranty, its record shows the warranty contact in place of your general contractor.

Photos, receipts, manuals and certificates

Attached to the item itself. The glasswasher manual is on the glasswasher’s record, and nobody has to remember which office drawer it went in.

Service intervals and due dates

Set the interval once. Log a service and the due date moves on, with the certificate uploaded to the record.

Overdue, next 30, next 60

Each site has one dashboard of what is slipping, so it gets booked in before an inspector finds it.

Service-exempt items

Some things never need a service. Mark them exempt, or they sit on the overdue list for good and teach everyone to ignore it.

The fault log, on the phone already in their pocket

Anyone on shift can report a fault in seconds. Managers see the whole list, give each one an owner and close it off, and the history stays attached to the piece of equipment. The same phone carries the day’s checklist, ticked off by name.

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

Spend per fault

Status and spend on every issue. A failing appliance’s running total is on screen before you have spent more fixing it than a new one would cost.

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.

Areas for each site

Cellar, kitchen, bar, letting rooms, car park. A fault is raised against a place as well as a thing.

Contractors, and the jobs that come round every week

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

Contractors directory

Call-out fees, out-of-hours numbers, and Gas Safe and NICEIC registration numbers, kept in one place that stays put when a manager leaves and takes their phone with them.

Public contractor sign-up

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

Linked to the kit they look after

Contractor and equipment records are joined up, so the service history has a name against it.

Department checklists

Daily, weekly and monthly, ticked off by name with the time, and an undo for the wrong tick. This is the pack-down sheet off the clipboard.

Starter sets in one click

Import a ready-made set of checklists for each department, so you can start without typing forty rows first.

Lost property register

Each found item gets its own reference and a printable bag slip, and collection is signed for digitally. It has its own permission row because it is guest property.

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, and the gas engineer’s Gas Safe number is in the same list. A new trade adds themselves from a public link and waits for 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 goes in the same system as everything else

Operators care about their kit. Pub maintenance software still rarely sticks, because a standalone maintenance app is one more login, and a fault needs reporting at exactly the moment nobody has time to go looking for it. So the fault gets shouted across the kitchen, and the only record of it is that someone remembers.

Put it in the system everyone is already signed into and that changes. The chef who spots a fridge running warm is already in Hendra One, logging the temperature that told them so. The org chart that decides who approves a holiday also decides who hears about the fault, and the fridge the fault is raised against is the same fridge the compliance module takes its readings from.

The equipment register sits at the middle of it. Each item carries its warranty, supplier and service interval. Catering equipment service reminders go out by email, and there is a Monday digest of anything overdue. Contractor management for pubs mostly comes down to knowing who to ring late on a Saturday, so the directory holds the out-of-hours numbers and call-out fees, new trades sign themselves up, and each one is linked to the kit they look after.

Maintenance, equipment and contractors come 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. 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 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 the whole estate SecurityPermissions, audit trail and GDPR Pricing£100 a site a month, with everything in it

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