EstateKey unifies asset management, work orders, PPM scheduling, compliance tracking, and AI-powered operations in one cloud-native platform — so your team can focus on the guest experience, not paperwork.
Designed for luxury hotel groups and resort operators
No more spreadsheets, disconnected systems, or paper-based compliance. EstateKey brings it all together.
Full lifecycle tracking across every property. HVAC, lifts, kitchen, spa, bedroom assets — all with QR codes, supplier records, condition monitoring, and maintenance history.
AI-powered triage classifies issues by priority and flags safety risks. VIP guest escalation, SLA tracking, cost capture, and automatic assignment to the right engineer.
Planned Preventative Maintenance with compliance linking. Auto-generate work orders, track completion rates, and never miss a statutory inspection deadline again.
9 hospitality compliance categories — LOLER, PSSR, Gas Safe, EICR, F-Gas, FRA, Legionella, PAT, Lift Inspection. Expiry alerts, AI certificate scanning, and DocFlow integration.
Fire safety, pool & spa, legionella, HACCP kitchen, and COSHH templates. Digital checklists with photo evidence. Failed items auto-create work orders.
Conversational AI with real-time property context. Ask about compliance status, work order backlogs, or upcoming PPM. Inline maps, risk matrices, and actionable insights.
24/7 hotel operations demand seamless handovers. Create, acknowledge, and carry forward unresolved items automatically between shifts.
Track stock levels, record usage against work orders, and get low-stock alerts. No more emergency trips to the supplier for a filter or gasket.
Vendor cards, approval workflows, insurance document tracking, and performance history. Know your supply chain is compliant before they step on site.
Track H&S incidents, guest complaints, contractor disputes, and audit findings. Link documents, assign tasks, add comments, and close with full audit trail.
Generate branded compliance audit packs, due diligence bundles, and insurance evidence in one click. Cover pages, table of contents, document registers.
Invite contractors to upload certificates, auditors for view-only access, and fire inspectors for case-scoped collaboration — all time-limited and secure.
EstateKey tracks every statutory certificate and regulatory requirement your property needs to stay compliant and EHO-ready.
Lifts, hoists, and service lifts — thorough examination every 6–12 months
Boilers, calorifiers, and steam systems — annual written scheme examination
Commercial kitchen appliances and boiler rooms — annual Gas Safe inspection
Fixed wiring testing to BS 7671 — every 5 years (3 for commercial kitchens)
Annual review under the Fire Safety Order — with remedial action tracking
Water hygiene risk assessments, monthly temperature monitoring, cooling towers
Annual testing of all portable electrical equipment across the property
HVAC and refrigeration systems containing fluorinated greenhouse gases
Kitchen hygiene, temperature monitoring, allergen management, EHO readiness
EstateKey is purpose-built for hotel groups, resort operators, and leisure businesses that demand operational excellence across multiple properties.
Multi-property hotel management companies running 5-star and boutique collections. Group-level dashboards, property comparison, and centralised compliance.
Complex leisure operations with pools, spas, golf courses, and conference facilities. Specialist compliance for water hygiene, pool safety, and guest wellbeing.
Operators managing dispersed portfolios of apartments, conference centres, and restaurant groups with FM requirements across multiple sites.
EstateKey integrates with DocFlow Next for AI-powered document management, compliance scanning, and a single AI gateway across all MasterCopy products.
Upload a certificate and Aida automatically classifies it, extracts expiry dates, and creates compliance records. Multi-cert PDF splitting for compliance packs.
Automated retention policies for H&S records (40 years), insurance (6 years), and guest data (GDPR). Legal holds for disputes and investigations.
For secure environments with no internet access. All AI inference runs locally on dedicated GPU hardware via DocFlow — no data leaves the building.
See how EstateKey can replace spreadsheets, paper compliance, and disconnected maintenance systems.
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