Hotel Operations Software Stack for Small Teams (2026)

Most small hotel teams do not need 20 tools.

They need 3 workflows to run cleanly:

1. Event and contract workflow
2. Maintenance workflow
3. Space/layout workflow

1) Meetings and contracts

Goal: move from manual file assembly to repeatable, faster document generation.

Start here:

• Meetings workflow
• Free BEO template

2) Maintenance intake and routing

Goal: reduce delays between guest report and technician action.

Start here:

• Maintenance workflow
• Digital maintenance guide

3) Space planning and execution

Goal: remove setup ambiguity and reduce event-day rework.

Start here:

• Space Designer
• Meeting room layout guide

The 30-day rollout model

• Week 1: standardize data fields and templates
• Week 2: train frontline users and define SLAs
• Week 3: connect handoffs across departments
• Week 4: review metrics and remove bottlenecks

Metrics to track from day one

• Time to produce event documents
• Maintenance median response time
• Setup error/rework count
• First-response turnaround for client changes

This stack keeps the focus on execution quality, not software complexity.