A sheet of paper in the shed
Several of your properties have hot tubs, and they are a big part of why guests book. Between stays, a hot tub contractor or your cleaner drains or treats the tub, cleans the filters and tests the water. The readings are written on a sheet pinned inside the shed door, if the pen is still there.
When a guest complains about cloudy water, or an owner asks for evidence of maintenance, or your insurer asks what procedure you follow, you have to go and look at the sheet, which is damp and incomplete.
Why hot tub records are patchy
The tasks are done on changeover day, in a hurry, sometimes by a contractor who is not part of your team. There is no prompt to record them and nowhere central to put the record. Different properties may follow different routines depending on who looks after them.
The procedure itself, such as what to test, how often and what readings are acceptable, is set by your agency with advice from specialists and the manufacturer's guidance. Without a record, there is no way to show it is being followed.
What patchy records cost
We will not advise on water treatment; your specialists do that. The practical costs are clear enough: guest complaints and refund requests, hot tubs taken out of use at short notice, owners questioning maintenance charges, and difficulty answering insurers or anyone else who asks how the tubs are looked after.
The hot tub log we build
We build a digital log attached to each hot tub and its changeovers, following the procedure you give us.
- Tub profile: each hot tub is recorded with model, volume, contractor and the procedure your agency follows for it.
- Changeover tasks: when a changeover is scheduled at a property with a hot tub, the tasks your procedure requires are added to the job for the cleaner or contractor.
- Readings and photos: whoever does the work records test readings and ticks tasks on their phone, with a photo of the water and test strip if you want it.
- Limit alerts: readings outside the limits your procedure sets trigger an alert to your team straight away, while there is time before the guest arrives.
- Missed checks: if a changeover completes without the hot tub tasks recorded, your team is alerted.
- History and reports: each tub's history of cleans, readings, drains, filter changes and faults is available for owners, insurers or your own review, and charges flow to owner statements.
| Task | When | Recorded by |
|---|---|---|
| Water test and readings | Each changeover and as your procedure sets | Cleaner or contractor |
| Filter clean or change | As your procedure sets | Contractor |
| Drain and refill | As your procedure sets | Contractor |
| Guest issue | When reported | Your team, linked to the tub |
After the change
Every hot tub has a complete record, and a check that is missed is noticed on the day rather than after a complaint. Readings outside your limits are dealt with before the guest arrives. Owners see what they are paying for. When anyone asks how your hot tubs are maintained, you can show them.
Is this how your hot tubs are recorded?
- Hot tub checks are recorded on paper at the property, if at all.
- Different properties follow different hot tub routines.
- Guests have complained about hot tub water quality.
- Owners question hot tub maintenance charges.
- You could not quickly show an insurer your hot tub records.