What makes resort maintenance different
The work at a resort is the same kind of work as at a city hotel. There is just more ground between the jobs and more equipment behind every key.
- DistanceThe engineer who could fix the tap is a ten-minute buggy ride away, behind the spa, with his hands full. A radio call gets forgotten by the time he is back.
- More equipment per keyA villa can have two AC units, ceiling fans, a full kitchen, a washer, a water heater and a plunge pool pump. Each one fails on its own schedule.
- Plant you cannot skipGenerators, water pumps and tanks, pools and laundries keep the whole resort open. When one goes, every guest knows.
- Salt, sun and humidityCoastal air eats condenser fins, hinges and pump housings. Filters and drain lines need more attention than the manual's minimum.
- Expensive nightsA villa at a high nightly rate costs more for every night it waits for a part.
Report it where you are
Turndown runs on the phones your team already carries, in the browser, with nothing to install. A gardener who spots a broken path light reports it with a photo in under a minute, and it lands in engineering's queue with the place already set. Each person stays signed in on their own phone for 30 days and picks the language they read best. Staff without email sign in with a phone number or username.
Equipment gets a printed QR label. Scan the label on the pool pump and you are on its page, with its service history and a button to report a fault. When the signal drops between buildings, changes you make in the app are saved on the phone and sent when it reconnects.
Guests use a QR code in their villa to ask for towels or report a problem, without an app or a login, and follow the status. More about guest QR requests.
Villas are rooms with more in them
In the guided setup, choose villas as your property type. Turndown ticks the equipment villas usually have, such as AC, ceiling fans, a fridge and a cooktop, and you add the rest, like a washer or a water heater. One step creates one of each per villa, tagged by villa, so the AC in Villa 7 is easy to find and easy to label.
Each type of equipment gets a suggested maintenance plan with a checklist: AC filters monthly, a fuller AC service every three months, ceiling fans and water heaters twice a year, washers monthly. The first round of each plan is spread out so 30 filter cleans don't land on the same Monday. You can see what a year looks like for your villas in the free PM schedule builder.
The plant that keeps the resort open
Shared plant is where a missed check becomes a resort-wide problem. Turndown's plan library covers the usual suspects, and each plan creates its own work on time.
| Equipment | Suggested plan | How often |
|---|---|---|
| Generator | Test run, with fuel, oil and coolant checks | Weekly |
| Generator | Full service, run under load | Yearly |
| Water pumps | Pressure, leaks and bearing noise | Monthly |
| Water tanks | Drain, clean and disinfect | Every 6 months |
| Pool pump | Basket, pressure and leaks | Weekly |
| Pool filter | Backwash | Monthly |
| Laundry dryers | Lint and vent clean | Monthly |
| Service vehicles and buggies | Service | Every 3 months |
Required steps, like running the generator for 15 minutes, block the job from closing until they are ticked. Every service is recorded against the unit, so the history stays when an engineer leaves. The guides to generator maintenance and the pool and spa log go into more detail.
Hold the villa while it is being fixed
The room board shows every villa's occupancy and housekeeping status. A villa can be held out of order with a reason and a linked job, and it is released when the job is closed, coming back as dirty so housekeeping cleans it before it is sold. Nobody hands a family the villa with a dead AC, and nobody forgets to put it back on sale.
If you use Cloudbeds, Mews or Apaleo, Turndown reads villas and reservations from the PMS and sends room status back. Any other PMS works through a CSV export. See what a delay costs with the out of order room cost calculator.
Contractors on the plan
Resorts lean on contractors: pool service, generator service, AC and refrigeration, pest control, elevators where there are any. Add them as vendors and name them on the plans they look after. Each job the plan creates carries the contractor's name and phone number, and the vendor page shows what they did and what you spent with them over the last 12 months.
One handover for a spread-out team
When the team works across a large site, the handover matters more. The shift logbook keeps notes, handovers and incidents with read receipts, and notes marked open until resolved carry over to the next shift. Every Monday morning, Turndown sends owners and managers an automatic review of the backlog: each overdue job with a suggested owner and next step, equipment that keeps failing, and old jobs that look safe to close. How the weekly review works.
One price, however many villas
Turndown is $299 per property, per month, with unlimited users. Housekeepers, gardeners, pool staff and the night security guard can all have their own login at no extra cost. You set it up yourself in about 10 minutes, with a 14-day trial and no card. For smaller properties, see maintenance software for small hotels; for everything Turndown does, see hotel maintenance software.