Hotel operations platform
Your team,
in one rhythm.
Reception, housekeeping, kitchen, restaurant and maintenance on one platform. Fewer phone calls to coordinate. Clear assignments, instant updates and a shared view of every room.
- Web + mobile
- Smart Scan QR
- Multiple hotels
- 201
- 202
- 203
- 204
- 205
- 206
- 207
- 208
- 209
- 210
- Bathroom leakRoom 214 · PlumbingTo assign
- Air-conditioning checkRoom 305 · Technical teamIn progress
Location detected
- Reception
- Housekeeping
- Maintenance
- Kitchen & restaurant
- Inventory
- Management
The platform
Everything that keeps
your hotel running.
Daily tasks are connected. Information reaches the right department and responsibility stays clear.
From report to resolution.
Every issue gets a location, a priority and an owner. The team knows what is pending and who has taken the next step.
- Reports with description and photos
- Assignment, acceptance and verified completion
- Comments, quick replies and history
- Inventory materials linked to the repair
- Bathroom leakRoom 214 · PlumbingTo assign
- Air-conditioning checkRoom 305 · Technical teamIn progress
- Light replacementReception · Materials loggedCompleted
Room ready. Reception informed.
The right room for the right attendant. Assignments follow the team's sections and temporary changes, with no extra acceptance on the phone.
- Start instantly from the list or the room's QR
- Arrivals, departures and daily cleaning in one plan
- Clear urgent, VIP and late check-out flags
- Supervisor inspection and return with comments and notification
- 201Clean
- 202Cleaning
- 203To inspect
- 204Clean
- 205Clean
- 206To clean
- 207Clean
- 208To inspect
Need sheets? The work goes on.
The attendant picks items and quantities in the room. Housekeeping organises the delivery and the request's progress appears next to the task.
- Several items with quantities in one request from the app
- Logged, accepted, sent and received
- The attendant is notified when supplies are sent
- Her own sent items are received automatically on completion
- Room 214 · Sheets × 3Attendant requestAccepted
- Towels × 2The attendant is told the items are on their waySent
- Logged
- Accepted
- Sent
- Received
The guest's request finds the right department.
Breakfast in the room or any other F&B need: log what is needed, where and when, with a shared view for kitchen and restaurant.
- Request types tailored to your property
- Separate logged time and scheduled time
- Started and completed by the department in charge
- Detailed history and notifications by responsibility
- Breakfast · Room 305Logged 08:10 · Due at 08:30Pending
- Restaurant requestStarted by the kitchenIn progress
- 08:10Request logged
- 08:30Scheduled
The next action, in front of the whole team.
A shared screen for housekeeping, kitchen, restaurant or maintenance. New needs stand out without anyone having to search the list.
- Separate monitor access per department
- Visual and sound alerts for new tasks
- A distinct warning when a fault breaches its SLA
- Claim with a personal PIN, actions based on permissions
- New fault · Room 214Unassigned · Available to claimNew
- Air-conditioning checkVisual alert with a distinct soundSLA breached
Equipment care gets a schedule.
Define recurring tasks once. Track every run, its owner and its results.
- Equipment and action templates
- Daily, weekly and periodic schedules
- Scheduled tasks created automatically
- Checklist with mandatory steps before closing
- 12OCTA/C serviceA/C unit · MonthlyIn progress
- 13OCTPool pump checkPlant room · Weekly taskScheduled
- Filter check
- Coil cleaning
- Final operation check
Every reading, with time and owner.
Define the fields and schedule of each pool. The team is notified, logs the values and the history stays in one place.
- Fields, units and required values
- Notifications to a team or selected people on shift
- User and time recorded, no double submissions
- History per pool, PDF and email
Sample values, not safety limits
- Technician on shiftRecorded 12:04 · Demo dataPDF · Email
Small needs get their own priority.
Extra cleaning or a follow-up after a repair: every request stays separate, with its own team and completion check.
- Several requests for the same room
- Assigned to attendant and supervisor
- Start, submit for inspection and confirm
- Linked to the original fault, where there is one
The technical work is done. The request continues with the housekeeping team.
- Task submitted for inspectionLinked technical faultLink
Every material has a place. And a purpose.
From delivery to repair, you know what is in stock and where it was used.
- Storerooms, suppliers and invoices
- Quantities, units of measure and minimum stock
- Unit cost and value of available stock
- Material usage charged per fault
| Material | Quantity | Stock |
|---|---|---|
| A/C filter | 42 | Sufficient |
| LED bulb 9W | 118 | Sufficient |
| Valve 1/2″ | 4 | Low |
Good decisions start with a clear view.
See open items, team workload, delays and operational data per hotel.
- Dashboards and property filters
- SLA limits per hotel and priority
- Reminders and defined escalations
- Statistics and PDF / CSV exports
Pool readings
Pool readings, organised.
Define what you measure and when. HTools notifies the people in charge, records each value with user and time, and keeps the history per pool and hotel.
- Configurable fields and units, such as pH, chlorine or temperature.
- Hourly schedules, with notifications to the team or selected people on shift.
- Entry from web or mobile, with a view of pending and missed readings.
- Filters by hotel, pool and period, PDF export and email.
Values are entered by your team. This is not automatic sensor measurement or water-quality certification.
Sample values, not safety limits
- Technician on shiftRecorded 12:04 · Demo dataPDF · Email
- 01
Scheduling
Fields, frequency and hours per pool.
- 02
Notification
To the people in charge who are on shift.
- 03
Entry
Values, owner and time recorded.
- 04
History & PDF
Search results and share them.
Guest QR
The guest asks.
The right department sees it instantly.
One QR in every room. Guests scan it with their phone camera, choose what they need and the request goes straight to the team that will handle it.
- No app and no account for the guest, in Greek, English and German.
- Every request goes automatically to the right department: Housekeeping, Maintenance or F&B.
- Options and look per hotel: logo, image, colour, welcome message and reception phone.
- The same QR, scanned from the HTools app, opens the staff member's role-based functions.
The feature is enabled per hotel. Requests are limited per room to prevent abuse.
- 01
Scan
With the phone camera, nothing to install.
- 02
Request
Choice, quantity and comment in the guest's language.
- 03
Right department
Housekeeping, Maintenance or F&B, with a notification to the team.
- 04
Same QR for the team
From the HTools app it opens the room by role.
Hospitality starts
with the team.
Built for the pace of a shift
Less searching.
More service.
Attendants see what to do, the kitchen what to prepare and managers where they need to step in.
Assignments that follow the team
Fixed sections plus changes for today or a set period. With auto-assignment on, new tasks land on the right list.
The room through the day
Same-day departure and arrival, daily cleaning, VIP and late check-out. From your PMS or entered manually.
Shared view, clear responsibility
Monitors per department and distinct open items. Work starts with the team that takes it and stays visible until it is done.
HTools in practice
One report.
A complete follow-through.
The value lies in departments working together, from the first issue to the final check.
The issue is logged where it happens.
A leak in room 214. Staff scan the QR, the location is recognised and the fault is logged with a description and priority.
- Report
- Assignment
- Repair
- Housekeeping
- Confirmation
The task gets a named owner.
The maintenance manager assigns an eligible technician of the property. The team is updated and ownership of the task is visible.
- Report
- Assignment
- Repair
- Housekeeping
- Confirmation
The fix has continuity and a history.
The technician updates the task, records the outcome and charges the materials used. Usage is linked to the fault.
- Report
- Assignment
- Repair
- Housekeeping
- Confirmation
The repair hands over to cleaning.
When cleaning is needed after the technical work, it continues as a separate housekeeping request with an attendant and a supervisor.
- Report
- Assignment
- Repair
- Housekeeping
- Confirmation
Every result is confirmed in the right workflow.
The supervisor inspects the request. The room's cleaning status is updated by its own workflow, so reception has a reliable view.
- Report
- Assignment
- Repair
- Housekeeping
- Confirmation
Illustrative scenario. Actions depend on the property's permissions and settings.
Designed for your people
Every role.
Its own clear view.
Shared data, different responsibilities. Each team member sees and does what they are allowed to.
The right picture before every room handover.
Reception sees room status and reports needs, within its permissions.
See your own team's workflow- 01
Room status
Cleaning, inspection and available operational information.
- 02
Report an issue
The need is tied to the right location and routed to its workflow.
- 03
Coordination with housekeeping
Allowed room-use and transfer actions stay distinct.
The day's tasks, in a clear order.
The attendant works from the room, with the assignments and checkpoints that concern her.
See your own team's workflow- 01
Assignments and sections
An organised room plan, temporary changes and priorities.
- 02
Cleaning with a checklist
Start right away and finish with the required checkpoints.
- 03
Supplies and faults
Items with quantities and fault reports for the right room.
Your own work, front and centre.
Technicians start from their own tasks and update progress with the tools they are allowed to use.
See your own team's workflow- 01
Claim and progress
Open assignments, priorities and allowed actions.
- 02
Scheduled checklists
Mandatory steps are completed before closing.
- 03
Materials and outcome
Usage and repair notes recorded.
The maintenance team, organised.
Managers see open items, availability and workload to coordinate the work.
See your own team's workflow- 01
Task assignment
Pick an eligible technician of the property who is on shift.
- 02
Team overview
Filters, priorities and tasks per owner.
- 03
Hand-off to another department
Predefined replies link the technical work to housekeeping.
Quality has its own check.
Supervisors follow cleanings and requests awaiting confirmation.
See your own team's workflow- 01
Tasks to inspect
A distinct view of completed cleanings that need approval.
- 02
Approve or return
Confirm the result or return it for correction with a reason.
- 03
Ad-hoc requests
Inspection of the team set for that specific request.
The big picture, per property.
Management follows operations with consolidated data and access to the hotels it is allowed to see.
See your own team's workflow- 01
Open items and delays
Dashboards and available SLA data.
- 02
Operations reports
Statistics for technical tasks, cleaning and inventory.
- 03
Multiple hotels
One platform with controlled access per property.
Where the work happens
From the office
to the very last room.
Mobile brings the work to where it happens. Scan a location, update the team and carry on without going back to a computer.
Smart Scan QR
The right location is recognised instantly.
Team updates
Push and Telegram in supported workflows.
Team chat
Chat and a view of staff on shift.
Housekeeping continuity
Selected actions are queued when the connection drops.
HTools for Android. The latest features depend on the version of your installation and the app.
Your shift
My tasks
Illustrative view. Features depend on role and version.
Integrations with how you work
Your PMS.
Carried on in HTools.
Whatever PMS you use, we connect it to HTools. Room information reaches the team without double entry, and cleaning status is updated where it belongs.
No PMS? HTools also works with local entries.
- 01
Mapping
We map what your team needs from the PMS and how your rooms are organised.
- 02
Link
We build the integration with your provider, with the right access permissions.
- 03
Testing & go-live
We test the flow at your property before it goes into daily use.
Controlled permissions
Access and every action are controlled by role, hotel and assignment.
Continuity and audit trail
Task history and concurrent-change checks in the newer workflows.
Structure for every property
Hotels, locations, departments and specialties that follow your organisation.
FAQ
Before we take
the next step.
Key answers about how the platform works.
Can each department have its own screen?
Yes. Monitors give maintenance, housekeeping, kitchen and restaurant their own view, with visual and sound alerts. Sound has to be enabled on the device. Actions are controlled by department and permissions.
How does an attendant ask for sheets or towels?
From the room in the app, she picks available items and quantities and sends them together. Housekeeping sees the open request and organises the delivery. The attendant follows the progress and is notified when items are sent.
Can I log pool readings?
Yes. You define fields and units, such as pH, chlorine and temperature, plus frequency and hours. HTools notifies the people in charge on shift and stores each value with user and time. History can be filtered by hotel, pool and period and exported to PDF or sent by email. Readings are entered by staff, not automatically by sensors.
Is it just a fault-reporting app?
HTools connects fault management, preventive maintenance, housekeeping, ad-hoc requests, Smart Scan QR, guest request QR, inventory and management oversight. Tasks have an owner, a status and a history.
How do you check that a room was cleaned properly?
The workflow supports a mandatory checklist and supervisor inspection. Each property decides whether the attendant marks the room clean directly or approval is required. A rejection returns the task for correction with a reason.
Is recurring maintenance supported?
Yes. You can organise equipment, action templates and periodic tasks. Every run is tracked separately and mandatory checklist items are verified before completion.
How is an ad-hoc request different from room cleaning?
An ad-hoc request has its own assignment and inspection. A room can have several requests. Completing one does not automatically change the room's cleaning status or the PMS.
Can we manage more than one hotel?
Yes. The platform supports multiple properties with user assignments and controlled access. Capacity and features are set out in the proposal for your installation.
Do we need a connected PMS?
No. HTools also works with local entries. If you use a PMS, we can connect it, whichever it is. The data flow is designed and tested with you before go-live.
What happens when the phone has no connection?
Selected housekeeping actions can be stored in a local queue and synced when the connection returns. Conflicts need review and sending photos requires a network. Availability depends on the released version.
How is pricing calculated?
The proposal is tailored to your property's structure, hotels, users and the features you need. Request a demo and a personalised quote. Licensing and support details are set out in the commercial proposal.
Let's get to know your property
See HTools in your own day-to-day.
Tell us how your team works. We will get in touch for a demo and a proposal based on your hotel's needs.
- Emailinfo@htools.gr
- Phone+30 211 333 1871
- HoursMonday–Saturday 09:00–21:00 (Greek time)
- 01You describe your property
- 02A demo of your own workflow
- 03A personalised proposal
For hotels, resorts and groups. Sending a request is not an order.