Building Maintenance Management - Dolibarr

1. Module Overview

Building Maintenance Management (Gestion Maintenance Batiments) is a complete CMMS / GMAO (Computerised Maintenance Management System) and Facility Management solution for Dolibarr. It turns Dolibarr into a full building-maintenance platform without modifying the core, letting organisations manage their property portfolio, technical assets, maintenance requests, work orders, preventive and regulatory plans, contractors, spare parts, energy and budgets from a single application. The module integrates natively with Dolibarr's Third Parties (Tiers), Products, Stock, Projects, Contracts, Invoices, Interventions, Agenda and GED, so maintenance data lives alongside the rest of the company's information system rather than in a separate silo.

2. Target Users

·       Property owners, landlords and delegated property managers.

·       Facility managers and multi-technical FM companies.

·       Hospitals and clinics, schools and universities, shopping malls, hotels and hospitality groups.

·       Industrial and logistics sites, data centres and office buildings.

·       Maintenance contractors, service providers and technical subcontractors.

·       HSE managers, energy managers, technicians and field operators.

3. Property Portfolio Management

The module structures the entire property portfolio as a hierarchy: sites, buildings, zones and locations, down to a technical systems tree. Each site records address, GPS coordinates, surface area, type and manager; each building holds build details, storeys, occupancy and usable area; zones and locations pinpoint where equipment and requests are situated. The technical systems tree (HVAC, electrical, plumbing, fire safety, elevators, building envelope, etc.) organises assets by system so that maintenance, controls and costs can be analysed by building, by zone or by system family.

4. Asset & Equipment Management

Every technical asset is inventoried with a full equipment record: reference, category, manufacturer, model, serial number, installation and commissioning dates, warranty, supplier and acquisition cost. Technical characteristics, QR codes and barcodes support fast field identification, and each equipment keeps a complete life log of interventions, controls, readings and events. Criticality levels and status (in service, stopped, under repair, decommissioned) drive prioritisation and availability calculations. Equipment is linked to Dolibarr products, suppliers and interventions for end-to-end traceability.

5. Maintenance Requests & Occupant Portal

Occupants, tenants and staff submit maintenance requests describing the problem, its location and urgency. Requests are qualified, prioritised, assigned and converted into work orders, with status tracking and notifications from creation to resolution. An occupant-facing portal lets users log requests and follow their progress, reducing phone calls and giving the maintenance team a single, structured intake channel.

6. Work Order Management

Work orders drive the operational workflow from creation and assignment through execution to closure and validation. Each order records the assigned technicians or contractors, scheduled and actual dates, time logs, parts and materials consumed, and planned versus real cost. Technicians complete an intervention report, attach photos and documents, and the requester can rate satisfaction. Work orders link back to the equipment, location, request and, where relevant, to Dolibarr projects, interventions and invoices.

7. Maintenance Strategies, Plans & Checklists

The module supports the full range of maintenance strategies: preventive (time or usage based), corrective, condition-based and predictive. Maintenance plans define scope, periodicity and triggers, and automatically generate the corresponding work orders. Reusable job plans and checklists standardise each operation — steps, safety instructions, required parts and tools, expected durations and control points — so interventions are consistent, auditable and easy to schedule.

8. Technician Planning

Technicians are managed with their skills and certifications, including certification expiry tracking so that qualification gaps are surfaced before they become a compliance risk. Teams group technicians and contractors, and an on-call / duty roster covers out-of-hours coverage. Planning assigns the right person to the right task based on skills, availability and location, balancing workload across the team.

9. Rounds, Inspections, Regulatory Controls & Safety

Operators run rounds and inspections against predefined routes and checklists, recording observations and readings on site. The module tracks regulatory and mandatory controls — electrical installations, fire safety, elevators, boilers, pressure vessels and more — with due dates, control bodies, results and next-due alerts. Non-conformities detected during controls or inspections drive corrective actions through to verification. Incidents and work permits (hot work, confined space, electrical, height) are logged and managed to keep interventions safe and compliant.

10. Contractors, Contracts, SLA & Warranties

External contractors and service providers are managed with their scope, rates and performance. Maintenance contracts define covered assets, scope, periodicity, price and renewal, and link to Dolibarr contracts and invoices. Service Level Agreements (SLA) set response and resolution targets per priority, and compliance is measured against actual work-order performance. Equipment and work warranties (manufacturer, decennial and other) are tracked with expiry alerts so that repairs are charged to the correct party.

11. Spare Parts & Inventory

Spare parts and consumables are managed on top of Dolibarr stock, with reservations against planned work orders, tool management, and purchase or replenishment requests when stock runs low. Parts consumed on interventions are recorded against the work order and equipment, feeding both cost analysis and stock movements, so that inventory levels reflect real maintenance activity.

12. Meters, Readings & Energy Management

Meters (electricity, gas, water, heat, sub-meters) are defined per site or building and readings are captured over time. The energy module consolidates consumption and cost, computes €/m² and per-usage ratios, estimates CO2 emissions, tracks objectives and detects anomalies in consumption profiles. This gives facility and energy managers the data to identify drift, prioritise efficiency actions and report on performance.

13. Budget, Cost & Life-Cycle Analysis

Maintenance budgets are defined and monitored per site, building, system or cost type, with planned versus committed and actual spend. Costs from work orders, parts, contracts and controls are consolidated for reporting. Life-cycle cost analysis brings together acquisition, maintenance, energy and replacement costs to support repair-versus-replace decisions and long-term capital planning.

14. Dashboard — Building Maintenance Control Center

The Building Maintenance Control Center provides a modern operational dashboard: an interactive portfolio map of sites and buildings, a header band of key indicators, charts and an operational to-do zone. KPIs include equipment availability, MTBF (mean time between failures), MTTR (mean time to repair), SLA compliance and corrective maintenance rate, alongside open requests, overdue controls and due preventive tasks. Charts break down activity and cost by building, system, strategy and period, giving managers a real-time picture of maintenance performance and the day's priorities.

15. Reporting

Decisional reporting spans 13 analysis axes — covering portfolio, equipment, requests, work orders, preventive and regulatory controls, contractors, contracts, parts, energy, costs and more. Each report is filterable, printable and exportable to CSV with per-column totals, so operational and management data can be shared or fed into other tools.

16. Dolibarr Native Integrations

·       Third Parties (Tiers) & contacts: owners, tenants, contractors, suppliers, control bodies.

·       Products & Stock: equipment, spare parts, consumables, reservations and movements.

·       Projects & Tasks: large maintenance and refurbishment operations.

·       Contracts, Invoices & Payments: maintenance contracts, contractor billing and cost consolidation.

·       Interventions: field interventions linked to equipment and work orders.

·       Agenda events and GED document storage with a structured folder tree.

17. Security & Permissions

Access is governed by 14 fine-grained right groups covering every area of the module (portfolio, equipment, requests, work orders, plans, controls, contractors, contracts, parts, energy, budget, dashboard, reporting and administration). Sensitive rights are disabled by default and must be granted explicitly. The module applies CSRF protection, escaped output and per-object access control, and supports scheduled tasks for recurring generation and alerts.

18. REST API

A secured REST API exposes the module for integration with portals, mobile apps and third-party systems, with API-key authentication and per-group permissions. Endpoints include buildings, equipments, requests (GET/POST), workorders, maintenanceplans, regcontrols, contracts, parts, meterreadings, energyrecords and dashboard, allowing external systems to read and create maintenance data programmatically.

19. Multilingual Support

The interface is fully translatable with no hard-coded UI text and ships in five languages: French, English, Spanish, Italian and German.

20. Demo Data

A one-click demonstration dataset installs a coherent set of sites, buildings, equipment, requests, work orders, plans, controls, contracts, parts and readings so the module can be evaluated immediately. The demo data removes cleanly and safely, preserving real data — only rows tagged as demonstration content are purged.

21. Installation

Unzip the maintenancebatiments folder into htdocs/custom/ and activate it from Configuration → Modules. Activation creates the llx_mb_* tables, menus and permissions. The module requires the native Third Parties (modSociete) and Products (modProduct) modules, Dolibarr >= 16.0 and PHP >= 7.1, with MySQL/MariaDB.

22. Technical Facts

·       40 business objects with filterable lists, detailed cards and cross-object navigation.

·       40 dedicated database tables (llx_mb_*).

·       43 fine-grained permissions across 14 right groups, sensitive rights off by default.

·       Main descriptor class: modMaintenanceBatiments.

·       Secured REST API, 13-axis reporting with CSV export, and a Building Maintenance Control Center dashboard.

·       Five interface languages: French, English, Spanish, Italian, German.

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