Hotel compliance software with verified closure
Track every inspection, test, vendor certificate and corrective action your hotel is obligated to perform — with an accountable owner, a due date, the governing standard and the evidence that it was done. Built for general managers, directors of engineering and ownership groups who have to prove readiness to the fire marshal, the brand auditor and the insurer.
A hotel can be fully staffed, fully serviced, and still unable to prove it.
Hotel engineering runs on vendors and schedules: the fire alarm company comes annually, the sprinkler contractor quarterly, the elevator inspector on the certificate cycle, the kitchen hood company twice a year. The work usually gets done. What breaks is the record — the vendor report that never arrived, the deficiency list nobody re-checked, the certificate of insurance that expired in March, the photo that lives on one engineer's phone.
When the brand's life-safety audit, the fire marshal, the insurer or ownership asks "show me," a work order marked complete is not evidence. Mason Mathews is built to produce the record that question demands.
- Fire sprinkler inspections & fire pump flow tests — NFPA 25
- Fire alarm annual inspection & test — NFPA 72
- Kitchen hood suppression semi-annual — NFPA 96
- Fire extinguishers — NFPA 10 · Emergency generator — NFPA 110
- Emergency lighting and exit sign 90-minute tests
- Elevator certificates and monthly safety tests
- Backflow preventers, boilers, pool & spa permits
- Cooling tower and water management program records
- Brand-standard and insurer inspection findings
- Vendor certificates of insurance, licenses and contracts
- General managers — the property's condition in one word, with the reason and the next action
- Directors and chiefs of engineering — every obligation on one calendar with its owner, standard and evidence
- Ownership and asset managers — a defensible, exportable record across one hotel or a portfolio
- Brand and regional leadership — one closure discipline held across every property
From finding to Verified Closed
The obligation or deficiency is recorded with its source — NFPA citation, inspection finding, brand standard, insurer requirement — and the asset it concerns.
An accountable owner and a due date. Internal path or vendor path. The due date drives the compliance calendar.
Photos, readings, vendor reports and invoices attach to the item. No evidence, no submission.
A different authorized person reviews and confirms closure. The engineer who did the work never signs off his own item. The record is locked, timestamped and exportable.
Don't know what applies to your building? Look it up on AHJ Radar.
Enter your ZIP code and get who governs your property — fire marshal, building official, licensing boards — what's in force with citations, and the deadlines coming in the next 24 months. All 50 states and DC. No account.
Common questions
What is hotel compliance software?
Software that tracks the inspections, tests, permits, vendor documents and corrective actions a hotel is obligated to perform, and holds the evidence that each one was completed. Mason Mathews adds a governed closure workflow: an item cannot be closed without evidence, and the person who did the work cannot be the one who verifies it.
Does this replace our CMMS or work-order system?
No. Keep it. Mason Mathews is the proof layer above it — the record an inspector, auditor, insurer or ownership asks for after the work is done.
Can our vendors use it?
Vendors participate in the record. Their reports, certificates of insurance, licenses and corrective work are tracked to verified closure, and role-based access limits what a vendor account can see and do.
Does Mason Mathews certify our hotel as compliant?
No. It supports inspection readiness and documents corrective action. It does not replace the Authority Having Jurisdiction, a licensed engineer or legal counsel, and does not guarantee the outcome of any inspection, audit or claim.
See how MMFA handles a real operational scenario.
Follow a finding from assignment through evidence submission, separate review, and verified closure. Examine the executive summary and supporting record using demonstration data, then discuss how the process would fit your hotel, community, or portfolio.