CMMS and asset finance for hotels

A hotel is a building that never closes, and the engineering team keeps it running around guests who expect everything to simply work. Lifts have to move, rooms have to hold temperature, hot water has to be there at six in the morning, and the kitchen and laundry have to keep pace. Cohiva Control is built for hotel operators who run that kind of plant across one or more properties, and it joins the maintenance side to the finance side so the asset you service is the asset you depreciate.

A register for the whole property

Behind the guest experience sits a large and varied asset base. Central HVAC, chillers and boilers manage comfort across hundreds of rooms. Lifts carry the building. Hot water systems, pumps and fire services run continuously. The kitchen and laundry hold their own heavy plant, and guest rooms themselves contain assets worth tracking, from in-room HVAC to fixtures and fittings. Cohiva Control records each asset in a single register with a stable identity and an immutable code you can attach as a QR label. Engineering staff scan an asset and see its history, condition and open work, and that code is never reused when equipment is replaced, so the record stays trustworthy across a long refurbishment cycle.

Planned maintenance that keeps rooms saleable

In a hotel, a planned approach to maintenance keeps rooms in service and avoids the failures that lead to complaints and refunds. Cohiva Control schedules preventive maintenance on a time interval or a meter interval, so plant that runs hard, such as chillers and lifts, can be serviced on actual usage. Schedules generate work orders automatically, and because that generation is idempotent, a re-run will not create duplicate jobs. Preventive maintenance compliance is tracked against the schedule, so the engineering manager can see what is on plan and what has slipped.

Reactive jobs are handled with the same control. Work orders move through a server enforced state machine from open to verified, illegal transitions are rejected, and every change is written to an append only history row, giving a clear trail of how each issue was resolved.

Room and plant inspections that close the loop

Room readiness checks, plant inspections and safety walks are part of daily hotel operations. Cohiva Control inspection templates capture pass or fail items, numeric readings, photos and signatures, and a failed item can raise a work order automatically. A fault found during a room check becomes a tracked job rather than a note that slips through a shift change. Submitted inspections are versioned and immutable.

Contractor compliance, enforced every time

Lift maintenance, fire services, refrigeration and electrical work are typically contracted out, and compliance can lapse when a fault needs fixing fast. Cohiva Control holds the line. A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order. The block is hard and there is no override, even for an administrator. You configure the documents you require, and the system enforces them on every assignment, which helps you comply with your own contractor management policy.

Maintenance and depreciation in one record

A hotel carries a large fixed-asset base, much of it leased or financed, and refurbishment cycles make accurate depreciation important. Rather than exporting to a separate fixed-asset register, Cohiva Control carries each asset through to native depreciation. It runs six methods, straight line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 for leases, holds money to the cent rather than as a floating point number, and writes each monthly run to an append only depreciation ledger. The journal can post to Xero, QuickBooks, NetSuite or Cohiva Crunch, so the asset you maintain and the asset you depreciate are one and the same.

Australian built, ready for a group

Cohiva Control is Australian built and supports AASB 16 lease accounting, which matters for leased plant and equipment. It is database per tenant, so each operator runs in an isolated database, and a hotel group can manage every property in the one platform.

Part of the Cohiva platform

Cohiva Control is part of the wider Cohiva platform. Hotel and leisure operators often run it with Cohiva Complex, and finance teams connect to Cohiva Crunch for the general ledger. See the whole platform at www.cohiva.app.