Everything you need to run your hotel.

What is HotelPilot?

HotelPilot is a hotel operations platform built specifically for small and independent properties. It brings all your day-to-day operations - work orders, maintenance, staff rosters, assets, SOPs, notifications, and reporting - into one clean, easy-to-use system accessible on any device.

Who is HotelPilot built for?

HotelPilots is designed for small and boutique hotels that need professional operations management without the complexity or cost of enterprise software. Whether you run a 50-room guesthouse or a 100-room independent hotel, HotelPilot is built to fit your team and your budget. As your property grows, HotelPilot grows with you - from single property to multi-property management.

How is HotelPilot different from other hotel software?

Most hotel operations software is built for large chains - expensive, complex to set up, and overwhelming for small teams. HotelPilot is different. It will be affordable. Currently under testing phase with multiple users to ensure everything and execution. simple to use from day one, mobile-friendly, and designed around how small hotel teams actually work. No lengthy training. No enterprise contracts. Let's see where we go from here.

Does HotelPilot work for any hotel brand?

Yes. HotelPilot is brand-neutral and will works for any independent hotel, boutique property, serviced apartment anywhere in the world. or small hotel group regardless of brand affiliation. Each property will get its own workspace with its own staff, data, and branding.

What modules does HotelPilot include?

HotelPilot includes Dashboard, Work Orders, PM Schedule, Asset Tracking, Duty Roster, SOP Library, Notifications, Licenses and Contracts, Reports and Analytics, and Staff Management. More features implementation are in progress.

How does work order management work?

Any staff member can raise a work order in seconds - describe the issue, select a location, set priority, and assign to a department. Work orders move through Open, In Progress, and Completed. Every step is tracked with timestamps, and completed orders record the resolution, parts used, cost, and who closed it.

What is Preventive Maintenance scheduling?

The PM Schedule module lets you create recurring maintenance tasks for your hotel assets such as monthly air-con servicing or quarterly fire equipment checks. Staff are notified when tasks are due, can mark them complete with notes, and the system records who completed the task and when. Tasks due in the next 7 days are highlighted automatically.

What reports can I generate?

HotelPilot offers two report types. The Work Order Report lets you filter by time period, department, and status then download a full Excel file with a summary of totals, completion rates, and costs. The Top 10 Frequent Issues report surfaces your most recurring problems filtered by department, room, keyword, or custom date range. All reports download as Excel files on desktop or mobile.

Does it handle staff scheduling?

Yes. The Duty Roster module allows managers/admin to create and publish weekly shift schedules by department. All staff can view the full roster from any device. Only authorised managers can create or edit entries.

What are license and contract alerts?

HotelPilot tracks all your hotel licenses, permits, and vendor contracts with their expiry dates. Any document expiring within 60 days is automatically flagged on your dashboard so your team never misses a renewal deadline again.

Can I store our hotel standard operating procedures?

Yes. The SOP Library is a centralised repository for all your hotel SOPs organised by department and category. Staff can access procedures anytime from any device.

How do I add staff to HotelPilot?

The property admin invites staff by email directly from the Staff Management module. Each staff member receives an invitation, sets their own password, and is assigned a department, role, and permission level. The whole process takes under a minute per staff member.

Is my hotel data private and secure?

Absolutely. HotelPilot uses row-level security at the database level meaning each property's data is completely isolated. Staff only see data for their own property. All data is encrypted in transit and at rest. Sessions automatically expire after 12 hours.

Can I control what each staff member can access?

Yes. HotelPilot has a role-based permissions system. Regular staff access their relevant modules only. Managers can be granted specific permissions. Admins have full access across all modules. Access can be updated or revoked at any time.

Does HotelPilot work on mobile phones?

Yes - fully. HotelPilot is optimised for mobile browsers on both iOS and Android. No app download is needed. Staff simply open the browser on their phone and sign in. The interface automatically adapts to smaller screens.

Is there anything to install or set up?

Nothing to install. HotelPilot runs entirely in the browser on any device. Setup for a new property takes less than a day. The admin creates the property, invites staff, and the team is up and running immediately.

Will HotelPilot have a native mobile app?

A native iOS and Android app is on the HotelPilots roadmap bringing push notifications and offline capability. For now the web app on mobile delivers everything your team needs without any downloads.