Hotel: engineering, front office and contractors

This scenario shows kommuns end to end with the demo companies used in the screenshots of this guide. The companies and people are fictional.

Who	Job and assignments
Harborview Hotels Group (Inventory Owner)	Two hotels: Harborview Boston Waterfront (18 floors, 412 rooms) and Harborview Chicago Loop (14 floors, 238 rooms)
Olivia Bennett	Director of Engineering; Organization Admin
Marcus Reed	Chief Engineer in Boston; Location Manager there, captain of the Engineering Team, manager of Pool and Spa
Daniel Kim	Maintenance Technician; Technician in Boston, manager of Electrical and Plumbing
Sofia Alvarez	Front Office Manager; Front Office — Report Issues in Boston
Brightline Facility Services (Expert Organization, does the work)	HVAC service contract for both hotels
James Carter, Luis Ortega	Brightline's service manager and HVAC field technician
Castell Inspection & Engineering (Expert Organization, Consultant)	Elevator, fire and life safety and electrical inspections
Emily Chen, Noah Patel	Castell's lead inspector and inspector

1. Inventory

Olivia added both hotels as locations. Under Boston she created seven systems — HVAC — Central Plant, Electrical — Power Distribution, Fire and Life Safety, Vertical Transportation, Kitchen and Laundry, Pool and Spa, Plumbing — and recorded the equipment with brand, model and serial number: two Trane centrifugal chillers, a cooling tower, a boiler, air handling units, the guest room fan coil units, a 600 kW emergency generator, the main switchgear, a UPS, the fire pump, the elevators, the kitchen's walk-in freezer and more. The chillers' compressors and the generator's transfer switch are sub-equipment.

The hotel uses its own company categories (HVAC-CH Chillers, ELEC-GEN Emergency generators…) and tags: Critical equipment, Under warranty, Code-required inspection, Contracted service.

→ Locations, Equipment, Categories

2. The engineering team

• Marcus, Daniel and Sofia were invited as Organization Employee; each was then assigned in Boston: Marcus as Location Manager, Daniel with the hotel's own Technician permission, Sofia with Front Office — Report Issues (sees the inventory and the work orders, reports issues, can not change work orders).
• Daniel is the inventory manager of Electrical and Plumbing, Marcus of Pool and Spa. Work orders opened there without an assignee go to them.
• The Engineering Team (Marcus captain, Daniel member) is assigned in Chicago as Technician and is the manager of the Chicago electrical system.

→ Creating and assigning permissions, Teams

3. Planned maintenance

Olivia turned the hotel's maintenance calendar into recurring work order rules:

Rule	Period	Assignee	Consultant
Chiller monthly maintenance	once a month, form Chiller Monthly Maintenance Checklist	Brightline	—
Emergency generator weekly test	once a week, holiday freeze excluded	Daniel	Castell
Fire pump churn test	the 1st and 15th of the month	Daniel	Castell
Engineering rounds — plant rooms	every day at 8:00 AM and 4:00 PM	Engineering Team	—
Pool chemistry and pump check	Monday and Thursday, 6:30 AM	Daniel	—
UPS monthly battery check	last working day of the month	Daniel	—
End-of-month meter readings	last day of the month, 5:00 PM	Marcus	—
Guest room preventive maintenance	every three months	Engineering Team	—
Elevator annual safety inspection	once a year	Castell	—

→ Recurring work orders

4. A guest issue: "Room 1412 — no heat"

1. The guest in 1412 called the front desk twice. Sofia opened Feedback on the Fan Coil Units — Guest Floors and wrote what the guest said: 64 °F in the room with the thermostat at 72 °F.
2. Olivia turned the feedback into the work order Room 1412 fan coil not heating with Create a work order, priority High, target today, assignee Brightline (the fan coils are part of the HVAC contract).
3. James forwarded it to Luis, who reads the front office's report on the work order's feedback card before going to the room.

→ Reporting issues

5. The contractor: monthly chiller maintenance

1. Olivia gave Brightline the Service Contractor — System Maintenance permission on both HVAC systems. Brightline sees only these systems — not the elevators, not the electrical rooms, not Harborview's staff.
2. Each month the rule creates Chiller CH-1 monthly maintenance; it lands in Brightline's Incoming Work Orders.
3. James forwards it to Luis. Luis enters the oil level and the pressures, then Pauses because the condenser tubes will be cleaned the next morning; the work order is In Progress and Olivia sees 37% of the form filled in.
4. James comments: "Luis will clean the condenser tubes tomorrow at 7 am. CH-2 stays on line during the work." — Olivia sees it at once.

→ Working as an expert company

6. The inspection firm: generator tests

Castell is the consultant on the Electrical system. Daniel fills in the Emergency Generator Weekly Test every week; the work order goes to Consultant review. Emily forwards it to Noah, who reviews each answer. In week 39 the generator did not start on the first attempt and the controller showed a low battery voltage warning — Noah's red marks make it visible before it becomes a failure. The UPS-1 battery capacity test was sent back because the test report was missing.

→ Review and approval

7. Holding and cancelling

• The domestic water booster short-cycles; Daniel found a faulty pressure switch and put the work order On Hold until the part arrives. When it does, Marcus clicks Mark as resolved and Daniel finishes the job.
• Washer-Extractor #2 door lock fault was cancelled: the manufacturer's technician fixed it under warranty.

→ The work order lifecycle

The result

• Olivia sees every job at both hotels — her team's, Brightline's and Castell's — in one list, and in the calendar view on Monday mornings.
• The front office reports guest issues without phone calls, and sees when they are handled.
• Forms, readings, comments, work times and review results stay in each work order's history — ready for the next audit, and for form statistics such as the generator's battery voltage over time.