Helping Hospitality staff overcome the struggle with HVAC Controls

Pubs, Bars, Hotels, Restaurants, and leisure venues depend on reliable comfortable indoor comfort all year round. Guests notice temperature changes quickly. A pub/dining area that feels too warm, or a hotel dining room that never heats properly, can lead to complaints within minutes of arrival.

Even in todays modern HVAC systems, we are constantly amazed at the daily energy wastage we see across all brands of pubs/restaurants and Hotels.

Local hospitality members still struggle to handle the HVAC controls with confidence. Staff often avoid adjusting settings because they worry about damaging equipment, triggering alarms, or raising energy costs and leave it to others.

Most of the energy waste we see when surveying, is through the lack of staff knowledge in how to turn equipment an/off and to know what the optimum temperature to set things for comfort. Even worse is the open door policy and energy waste/cost due to doors/widows left open whilst the heating/cooling is trying to keep the car park warm!

However, in an industry with high staff turnover, you can’t expect changing staff and constant shift changes to know what to do, especially when the weather changes.

Facilities managers in the head offices deal with the issues every day. They regularly respond to repeated requests for small adjustments that front-of-house teams could safely manage themselves with the right training.

We recently went to a large managed pub thats part of a 140+ chain. It has full A/C and a Gas Heating/Hot Water system via boilers throughout. We visited in on a hot day in early June and as expected the A/C was working, but so was the heating!

The reason being they didn’t want to turn the boilers off because they need them for kitchen hot water production. They didn’t know how to turn just the heating off. It eventually took 3 months for one of their operations managers to turn the heating off. The extra cost for that one pub we estimate at £1,700 alone.

As you would expect, guest complaints increased, and maintenance teams were pulled away from other important work across the other properties.

In many larger chain pub venues, the problem is not always faulty equipment. More commonly, hospitality staff lack any form of local system HVAC knowledge about what systems they have in their site nor any training and confidence with the controls they already use each day.

Modern A/C and Heating controls are generally far easier to operate than older systems. Yet many hospitality sites still depend on informal guidance, handwritten notes, and routines that have remained unchanged for years.

This article explains why helping Hospitality staff overcome the struggle with HVAC Controls and the lack of knowledge continues, how it affects operations, and bills, and what practical steps local site managers can take to improve daily HVAC control. It also covers safe ways to adjust air-conditioning and heating controls in UK hospitality settings without needing an engineer visit for every small change.

Why Hospitality Teams Struggle and helping Hospitality staff overcome the struggle with HVAC Controls

Pubs, Bars, Restaurants and Hotels run very differently from offices or warehouses. Occupancy changes constantly throughout the day, sometimes with very little warning, and areas that stay empty for hours can suddenly become busy during a lunchtime, weather change, function or afternoon event. Conditions then change again just as fast. Guests can be moved to a separate area and expect localised comfort settings.

Often with different manufacturers systems, the unfamiliarity and type of controls can also be more complex than management teams assume. Many employees only use the wall thermostat for main space heating, but rarely understand how any A/C control systems works behind the scenes.

Common issues include:

• Different staff changing settings repeatedly

• Unfamiliar Settings

• Thermostats staying overridden for long periods

• Systems left in manual mode after events

• Air conditioning schedules that no longer fit occupancy patterns

• Night setback settings being switched off by mistake

Local managers may understand a particular make of thermostat or programmer as simple to use, but constantly changing hospitality staff work in fast-moving environments where their attention is directed elsewhere. Reception teams focus on guests. Restaurant supervisors prioritise service speed and day-to-day kitchen operations. HVAC training receives basic attention during onboarding, particularly in busy seasons or during periods of high staff turnover.

Some hospitality settings also have HVAC controls that are not clearly labelled. Staff may not know whether they are adjusting temperature, fan speed or the operating mode, which creates confusion and hesitation. Many employees end up calling a busy manager for help or an engineer for changes that could be managed locally with clearer systems and basic training.

The Operational Risks of Poor HVAC Controls Knowledge

When hospitality staff do not have a clear understanding of HVAC building controls, the impact goes far beyond guest comfort complaints.

During busy periods, staff sometimes change cooling or heating settings because they expect the area to cool/heat more quickly. That rarely happens. Most HVAC systems operate at fixed output levels, so lowering the setting generally keeps the system running longer than needed. Therefore energy use rises, and the equipment experiences unnecessary use.

Simultaneous heating and cooling is another frequent operational issue, particularly in larger restaurant venues where local overrides conflict with central controls. Weather changes also make a difference, especially with venues with large solar gains. One guest area may call for heating while another area connected to the same system continues cooling nearby spaces. The result is added expense. Temperatures become harder to manage, and energy is wasted across the system.

Seasonal changes can make these issues more noticeable. In spring and autumn, hotels, restaurants and event venues regularly manage uneven occupancy across different spaces. Without proper hospitality HVAC training, staff may rely on temporary adjustments that later create bigger operational problems. Thats easily solved with a customised video and description based upon the actual equipment installed.

How to Safely Change HVAC Controls Without Calling an Engineer

Hospitality teams don’t need deep engineering knowledge for simple routine HVAC changes. Clear boundaries, practical steps, and role-based access matter most. Keep the process controlled and simple to follow. The adoption of low-cost remotely connected systems that uses Ai to autonomously make the changes without staff intervention si even more sensible

Start by defining which adjustments staff can make locally without outside support.

Local managers should have access to a straightforward HVAC adjustment policy that explains:

• Approved temperature ranges

• Situations where manual overrides are allowed

• The maximum length of an override

• Staff members permitted to change schedules

• Cases that must be escalated to engineering

In practice, front of house teams may only adjust space temperatures locally within a pre-agreed set range, while restaurant supervisors manage dining area comfort during operating hours. Overnight schedules should stay under remote control.

Visual guides can also help reduce mistakes. Many hospitality sites still rely on technical BMS type screens built for engineers rather than operational staff, which slows teams down during busy periods. Simpler interfaces make routine adjustments easier and help staff respond faster when problems arise.

Most effective HVAC training programs include three stages.

Basic System Awareness

Staff should know HVAC controls and how connected zones affect each other. Avoid unnecessary thermostat adjustments just to keep one regular customer happy.

Safe Daily Adjustments

Teams with local knowledge and training can change temperatures, fan speeds, and operating modes during daily work, within approved limits.

Escalation Procedures

Staff learn when an issue requires external technical support instead of another round of manual overrides. The connection of Ai assists in identifying the exact issue.

An operations supervisor at a boutique hotel, saw this firsthand. Conference rooms kept getting too warm during events, so her team regularly contacted maintenance for assistance. After completing structured hospitality HVAC training, the staff gained a clearer understanding of how occupancy schedules linked with the building controls system. the impact appeared quickly. Instead of responding after meetings had already begun, the team started adjusting event schedules in advance to avoid temperature swings before they occurred.

Complaints decreased and guests experienced steadier comfort throughout the day.

Frequently Asked Questions

Why do hospitality staff struggle with HVAC controls?

Many hospitality employees receive limited HVAC training during onboarding. Building controls can also appear technical and confusing, especially during busy service periods.

Can hospitality staff safely change HVAC settings without an engineer?

Yes, if clear limits and procedures are in place. Staff can safely adjust approved settings such as room temperatures and start/stop time schedules when they receive proper guidance.

What is the biggest HVAC mistake in hospitality buildings?

One common issue is excessive manual overrides. Temporary changes are often left active for too long, which can increase energy use and create uneven comfort across the building.

How can local management teams reduce HVAC-related complaints?

Building/site managers should combine simple training with clearer building controls interfaces. Staff respond better when systems are easy to understand and linked directly to daily operational tasks.

Are modern building management systems easier for hospitality teams to use?

Many modern platforms include simplified dashboards, mobile controls, and restricted permissions. These features make HVAC building controls safer and easier for non-technical staff.

Where can hospitality businesses get support for HVAC control strategies?

Commercial consultants such as energy management specialists can help hospitality businesses improve HVAC performance, simplify operational controls, and support staff training for better daily management.

Creating a Smarter HVAC Culture in Hospitality

Hospitality settings need to maintain guest comfort while keeping operations efficient and reliable. Technology helps support that balance, but staff knowledge still shapes HVAC performance every day.

Managers who invest in hospitality staff HVAC training often see smoother operations and fewer reactive maintenance issues across the property. Support engineers spend less time dealing with routine adjustment requests, while operational teams become more confident using building controls safely during busy shifts. Guests experience more consistent comfort in hotel rooms, restaurants, meeting spaces and public areas, where temperature issues can quickly affect the overall experience.

Effective training generally starts with the practical tasks staff already manage each day. Identify the HVAC adjustments teams make most frequently, then create simple guidance around those actions so responses stay consistent during high-demand periods. Keep advanced settings restricted where mistakes could create larger system problems, but allow enough flexibility for staff to respond quickly when guest needs change, especially during peak service hours.

If they really get stuck then remote visual assistance is available to guide key staff

Many hospitality businesses improve HVAC performance once their site teams begin viewing building controls differently. Instead of limiting access to external engineering departments alone, pubs, bars and restaurants treat controls as part of daily operations. Staff respond faster, guests experience steadier comfort and facilities teams reduce wasted energy throughout the property.