Fixray for Hotels
Stop losing guest-reported faults in the handover book.
Reception flags. Maintenance clears. Housekeeping verifies. Every room, every shift, every handover. Free forever on the Log tier — unlimited issues.
Hotels and venues already running Fixray
Meridian GrandWedding venue · North London
The Bentley Hotel & SpaHotel & spa · Lincoln- Coniston HotelHotel · Sittingbourne
Stanton House HotelCountry house hotel · Swindon
So we built Fixray.
Built from operator interviews across UK hotels. See how Meridian Grand runs it →
A guest reports a broken shower to reception. The note gets passed to maintenance via a handover book and loses urgency between shifts.
Housekeeping flags a room issue; nobody closes the loop back to reception before the next check-in arrives.
Compliance evidence — legionella checks, fire alarm tests, cleaning logs — lives across clipboards, spreadsheets, and the duty manager's phone.
How it works
- 1
Report
Any room, any team member, one tap.
- 2
Triage
Manager sees the queue, assigns a fixer.
- 3
Fix
Fixer resolves on-site, logs proof, closes ticket.
- 4
Verify
Manager signs off. Audit trail retained.
The recurring maintenance a UK hotel has to evidence
A UK hotel carries recurring maintenance duties under the Regulatory Reform (Fire Safety) Order 2005, the Health and Safety at Work etc. Act 1974, and the Electricity at Work Regulations 1989 — and in an inspection what is actually asked for is the evidence that the work was done, not the plan that said it would be.
Most of these duties do not name a frequency in law. What the law requires is that the equipment is maintained in efficient working order and that you can show it. The recognised standards — BS 5839-1 for fire alarms, BS 5266-1 for emergency lighting, HSE's ACOP L8 for water systems — are how a hotel demonstrates the duty was met, which is why an insurer or a fire officer asks for them by name.
The practical failure is rarely the check itself. It is that the record of it lives on a clipboard in the plant room, in a WhatsApp photo, and in the duty manager's memory — so a year later nobody can produce the trail.
Recurring maintenance and where the duty comes from
| Maintenance | Typical cadence | Where the duty comes from |
|---|---|---|
| Fire risk assessment | Kept up to date; reviewed after any material change | Regulatory Reform (Fire Safety) Order 2005, article 9 — a statutory duty on the responsible person. FSO 2005, art. 9 → |
| Fire alarm system | Weekly manual call-point test (a different call point each week); serviced at intervals not exceeding six months | The interval is a BS 5839-1 recommendation, not statute. The statutory duty is FSO article 17 — keep fire safety measures in efficient working order. FSO 2005, art. 17 → |
| Emergency lighting | Monthly short-duration function test; annual full-rated-duration test (typically 3 hours) | The interval is a BS 5266-1 recommendation, not statute. The statutory duty is again FSO article 17. FSO 2005, art. 17 → |
| Fire doors | No statutory frequency for hotels — the interval comes from your fire risk assessment | The quarterly communal fire-door checks in the Fire Safety (England) Regulations 2022, regulation 10(6), apply to buildings containing two or more sets of domestic premises above 11 metres. A hotel room is not domestic premises, so a hotel is outside that duty. What applies to a hotel is the FSO article 17 duty to maintain. Fire Safety (England) Regs 2022, reg. 10 → |
| Legionella / water hygiene | Monthly sentinel outlet temperatures; flushing of outlets not used at least weekly | Duty under the Health and Safety at Work etc. Act 1974 and COSHH 2002. HSE's Approved Code of Practice L8 and guidance HSG274 set the expected regime. HSE — Legionella → |
| Portable electrical equipment (“PAT”) | Risk-based intervals — no statutory frequency | No UK law mandates “PAT testing” by name. The Electricity at Work Regulations 1989 require electrical systems to be maintained so as to prevent danger; the IET Code of Practice sets risk-based intervals. EAWR 1989, reg. 4 → |
| Passenger lifts | Thorough examination every six months by a competent person | LOLER 1998 regulation 9(3) — a statutory duty for lifts carrying people. Six months is the default; it can be varied only by an examination scheme drawn up by a competent person. LOLER 1998, reg. 9 → |
Indicative only, and not a complete list of what applies to your building. The regime for a specific hotel comes from its fire risk assessment, its water risk assessment, and a competent person — not from this page.
Where Fixray fits: scheduled, assigned, done, evidenced
Fixray does not tell you what your duties are and does not sign anything off. It is the execution layer underneath them — the place the recurring work is scheduled, given an owner, completed with proof, and kept as a record that survives a change of duty manager.
Scheduled
Each recurring check becomes a job that comes due on its own cadence — weekly call-point test, monthly sentinel temperatures, six-monthly alarm service — so nothing depends on someone remembering which week it is.
Assigned
Every occurrence has a named owner: an in-house maintenance lead or a visiting contractor. A statutory check never sits unallocated between shifts.
Completed with proof
The person doing the work closes it on their phone with a photo and a timestamp attached to the job, at the point of doing it — not written up from memory at the end of the week.
Evidenced
When an insurer, an environmental health officer, or a fire officer asks, the trail is already assembled: what was due, who did it, when, and what it looked like. Exportable to CSV or PDF on Track and Operate.
Fixray does not make a hotel compliant, and makes no claim of certification, accreditation, or endorsement under any of the regimes above. Compliance rests with your responsible person and the competent people who carry out and sign off the work. Fixray is where that work is scheduled, assigned, completed, and evidenced. This section is general information, not legal advice.
Hotel questions
- Does Fixray replace our handover book?
- Yes, for maintenance and compliance issues. Shift-to-shift context moves into the audit trail so nothing drops between handovers.
- Can guest-facing staff log faults without an app install?
- Yes. Reception and housekeeping report from the browser on their own phones — nothing to install, each with a free invited account.
- How does Fixray handle multi-site hotel groups?
- Operate tier supports multiple sites under one organisation, with per-site dashboards and group-level roll-up for compliance evidence.
- Can we track recurring compliance checks (legionella, fire alarm, emergency lighting)?
- Yes — scheduled recurring jobs with photo/signature proof. The free Log tier includes one active schedule, so you can run a single check like legionella before paying; Track lifts the limit for a full compliance calendar.
- Do we own our maintenance data?
- Yes — it's your data. CSV and PDF export are included on Track and Operate. Data hosted in the UK (AWS London) under GDPR.
- Is a hotel legally required to test its fire alarm weekly?
- Not by statute — no UK law names a weekly interval. What the law requires is article 17 of the Regulatory Reform (Fire Safety) Order 2005: the responsible person must keep fire safety measures in efficient working order. BS 5839-1, the recognised code of practice, recommends testing a manual call point weekly (a different one each week) and servicing the system at intervals not exceeding six months — which is how most hotels evidence that duty in practice.
- How often should emergency lighting be tested in a hotel?
- BS 5266-1 recommends a short-duration function test every month and a full-rated-duration test once a year — typically three hours, matching the rated duration of most UK installations. Like the fire-alarm intervals, these are code-of-practice recommendations rather than statute; the statutory duty is to keep the system in efficient working order under article 17 of the Fire Safety Order 2005.
- How often do hotel fire doors need to be checked?
- There is no statutory check frequency for fire doors in a hotel. The quarterly communal fire-door checks people often cite come from regulation 10(6) of the Fire Safety (England) Regulations 2022, which applies to a building containing two or more sets of domestic premises and standing above 11 metres in height. A hotel bedroom is not domestic premises — that term means premises occupied as a private dwelling — so a hotel is outside that duty. What does apply is article 17 of the Fire Safety Order 2005, and the interval should come from your fire risk assessment.
- Do hotels have to carry out Legionella checks?
- Yes. The duty comes from the Health and Safety at Work etc. Act 1974 and COSHH 2002, with HSE's Approved Code of Practice L8 and guidance HSG274 setting out what is expected. For a typical hotel water system that means a written risk assessment plus a recurring regime — monthly sentinel outlet temperature checks and flushing of any outlet not used at least weekly, which matters in a hotel because low-occupancy rooms stand idle for long stretches.
- Is PAT testing a legal requirement for hotels?
- No UK law mandates “PAT testing” by name or sets a fixed interval. The Electricity at Work Regulations 1989 require that electrical systems and equipment are maintained so as to prevent danger, and the IET Code of Practice sets inspection and testing intervals on a risk basis — so a kettle in a guest room and a vacuum cleaner in daily service do not warrant the same frequency. What you need to be able to show is a defensible regime and the record that it was followed.
- Does Fixray make our hotel compliant?
- No. Compliance rests with your responsible person and the competent people who carry out and sign off the work, and Fixray makes no claim of certification, accreditation, or endorsement under any fire, water, or electrical safety regime. What Fixray does is the execution and evidence layer underneath: recurring checks scheduled on their own cadence, assigned to a named owner, completed with a photo and a timestamp, and retained as an exportable record you can produce when someone asks.
Related reading
Hotels running legionella, fire-alarm and emergency-lighting cycles are usually working to SFG20 schedules. SFG20 explained: what it is and whether it's a legal requirement.
Looking at SymTerra?
SymTerra is built for construction and infrastructure sites — projects, crews, safety reports. Different operation to a hotel. If you run rooms, shifts, and handovers, you're in the right place: Fixray is built for your operators, your guests, your compliance cycle.
Recommended plan
Operate
Multi-site, white-label, cost control.
Multi-site groups and managed estates — branded for your operator, cost reconciliation across sites, dedicated onboarding.
See Operate pricing →