Facility Management Advanced - Dolibarr

1. Module Overview

Facility Management Advanced (Gestion Facility Management Avancée) turns Dolibarr into a complete, integrated Facility Management platform covering both technical FM (buildings, assets, maintenance, energy, compliance) and service FM (occupant services, cleaning, security, reception, mailroom, moves, catering support). It centralises the property portfolio, sites, buildings, spaces, workplaces, assets, meters, service requests, work orders, contracts, providers, budgets and operational data in a single hub — without modifying the Dolibarr core. The module is multi-entity aware, works alongside standard Dolibarr modules, and ships in five languages, giving property owners and FM teams one consistent operational picture across their whole real-estate estate.

2. Target Users

·       Property owners, real-estate asset managers and delegated managers.

·       Facility Management companies and multi-technical / multi-service providers.

·       Multi-site managers running distributed portfolios and branch networks.

·       Shopping malls and retail complexes; hospitals and clinics; schools and universities.

·       Public administrations, local authorities and government agencies.

·       Factories, warehouses, logistics platforms and industrial sites.

·       Office buildings, business parks and corporate headquarters.

3. Property Portfolio Management

The whole real-estate estate is structured as a navigable hierarchy: portfolios group sites, sites contain buildings, buildings are broken into floors, floors into spaces and rooms, and spaces host workplaces. Each level carries its own descriptive data — GPS coordinates, gross/net area, capacity, commissioning date, status and ownership — so managers can drill from a portfolio-wide view down to a single desk. Cross-object navigation, filtered lists and detailed cards make it easy to browse, compare and consolidate figures across the portfolio.

4. Site & Building Management

Sites record address, GPS, surface, occupant capacity, site manager and operating status; buildings record type, floor count, gross/net floor area, construction and commissioning dates, energy rating and criticity. Sites and buildings link to their responsible third parties, contracts and work orders, giving a full technical and administrative dossier for every physical location.

5. Space Management

Spaces and rooms are inventoried per building and floor with function (office, meeting room, technical room, circulation, storage, sanitary, retail unit, ward, classroom), area, capacity and occupancy status. Space data feeds occupancy analysis, cost-per-sqm ratios, cleaning plans and move planning.

6. Workplace Management & Flex Office

Individual workplaces (desks, positions, stations) are tracked with their space, type, equipment, assignment and status, supporting both fixed allocation and flex-office / activity-based working. Occupancy is monitored to optimise the ratio of workplaces to headcount and to drive space rationalisation.

7. Desk Booking

Occupants can reserve flex-office desks for a chosen day or period. Bookings record the desk, user, date range and status, with availability checks, and support check-in and check-out to release unused reservations and keep occupancy data accurate.

8. Room Booking

Meeting rooms and shared spaces are bookable as resources with time slots, organiser, attendee count and purpose. Resource bookings prevent double-booking, support recurring reservations and use check-in / check-out to confirm actual usage and free up no-show slots automatically.

9. Asset Management

All technical equipment is inventoried by equipment family with brand, model, serial number and barcode, location (site/building/floor/space), warranty dates, criticity level and current status. Each asset carries a life-cycle history of events (installation, move, repair, upgrade, decommission) and can be attached to maintenance plans that schedule preventive interventions. Assets link to Dolibarr products, suppliers and interventions.

10. Meters & Energy Management

Meters are registered per energy type — electricity, water, gas, heat, cooling — with location, unit and multiplier. Readings capture index and date; the module derives consumptions per period and per energy, computes CO2 emissions and produces cost-per-sqm and cost-per-occupant ratios. Energy dashboards and reporting reveal drifts, benchmark buildings and support consumption-reduction plans.

11. Service Request Management

A configurable service catalogue lets occupants raise requests through an occupant portal. Each request records the service, requester, location, description, priority and urgency, is tracked against an SLA, and closes with a satisfaction rating. Requests can be escalated into work orders when a technical intervention is required.

12. Work Order Management (CMMS / GMAO)

A full CMMS/GMAO manages corrective, preventive and conditional work orders. Each order carries the affected asset or space, description, priority, assignment to an internal technician or external provider, planned vs. real cost, planned vs. real dates, status workflow and an intervention report. Work orders link to assets, contracts, providers and Dolibarr interventions and invoices.

13. Maintenance Management

Preventive maintenance plans define frequency, scope and checklists per asset family and automatically generate scheduled work orders. Corrective and regulatory maintenance are tracked alongside, with due-date alerts, history and cost consolidation per asset, building and site.

14. Cleaning Management

Cleaning plans define zones, frequencies and tasks per building and space. Quality checks record inspection scores against defined criteria, so cleaning performance is measured objectively, non-conformities are flagged, and provider quality is trended over time.

15. Security Management

Security operations are logged through an incident logbook and patrol records. Incidents capture type, location, severity, description and follow-up; patrols record route, guard, timestamps and observations, giving a traceable security history per site.

16. Visitor Management

Visitors are pre-registered with host, company, expected date and purpose. On arrival they are checked in and issued a badge, and checked out on departure, producing a complete visitor logbook per site and building for safety and compliance.

17. Mailroom Management

Incoming and outgoing mail and parcels are registered with sender/recipient, carrier, tracking reference, date and status, and tracked through reception, notification and hand-over to the recipient, with a full delivery history.

18. Internal Move Management

Internal moves of people and equipment between spaces and buildings are planned and tracked, recording origin, destination, date, scope and status, and updating workplace and asset locations on completion.

19. Parking Management

Parking spaces are inventoried per site with type and status, and allocated to occupants, pool use or visitors. Assignments and availability are tracked to optimise parking capacity.

20. Vehicle Fleet

The vehicle fleet is managed with registration, type, assigned driver, mileage, service and inspection dates and status, linking maintenance and cost data to each vehicle.

21. Green Spaces

Green and landscaped areas are inventoried with type, surface and maintenance schedule, and attached to cleaning/maintenance plans and providers for upkeep tracking.

22. Waste Management

Waste streams are recorded by type and quantity per site, with tracking of collection and a computed recycling rate, supporting environmental reporting and reduction targets.

23. Contractor Management

External contractors and service providers are managed with their trade, covered sites, contacts, contracts, SLAs and performance history. Providers are linked to work orders, cleaning, security and maintenance activities, and their quality and responsiveness are trended.

24. Contract Management

Multi-technical and multi-service contracts are managed with provider, scope, covered sites/buildings, start/end dates, renewal terms, amount and linked SLAs. Contracts connect to Dolibarr contracts, orders and invoices, and drive alerts on expiry and renewal.

25. SLA Management

Service Level Agreements define KPIs, response and resolution targets and penalty rules per contract and service. Actual performance is measured against each SLA, breaches are highlighted, and penalties can be computed for provider review.

26. Quality & Compliance

Quality and compliance are steered through satisfaction surveys, regulatory checks (safety, accessibility, fire, lifts, electrical, air quality) and a non-conformity register. Each check records due date, outcome and corrective actions, so regulatory obligations and remediation are fully traceable.

27. Budget & Cost Management

Budgets are defined by site, building and service, with cost lines tracking committed, actual and forecast amounts. The module consolidates FM spend, computes ratios (cost per sqm, cost per occupant, cost per service) and compares budget vs. actual to support cost control and reporting.

28. Dashboard — Facility Management Operations Hub

The Facility Management Operations Hub is a modern operational dashboard combining an interactive portfolio map, 27 key performance indicators, 8 charts and an operational center. It surfaces open service requests and work orders, SLA compliance, energy consumption and cost, occupancy, maintenance backlog, satisfaction, incidents and budget consumption, letting FM teams monitor and act on the whole estate from a single screen.

29. Reporting

Decisional reporting spans 11 axes — portfolio, sites & buildings, spaces & occupancy, assets, maintenance & work orders, service requests, energy & meters, cleaning & security, contracts & SLA, budgets & costs, and quality & compliance. Every report is filterable, printable and exportable to CSV with per-column totals.

30. Dolibarr Integrations

·       Third parties & contacts: owners, tenants, providers, contractors, occupants.

·       Products & services for equipment, consumables and service lines.

·       Stocks & Warehouses for spare parts and supplies.

·       Projects & Tasks for FM projects, moves and refurbishments.

·       Contracts for multi-technical and multi-service agreements.

·       Quotes, Orders and Invoices for FM spend and provider billing.

·       Interventions for work orders and maintenance visits.

·       Agenda events for scheduling, and ECM/GED document storage with a structured folder tree.

31. Multilingual Support

The module ships fully translated in five languages — French, English, Spanish, Italian and German — with no hard-coded interface text, so every label, menu, list and message follows the user's chosen language.

32. REST API

A secured REST API exposes the platform to external systems and mobile apps.

·       Properties, sites and buildings (GET).

·       Assets (GET), meters and consumptions (GET).

·       Service requests (GET / POST) and work orders (GET / POST).

·       Contracts and providers (GET).

·       Alerts and dashboard KPIs (GET).

·       API-key authentication with per-group permissions on every endpoint.

33. Security

Security follows Dolibarr best practices: CSRF protection on all forms, systematic permission checks on every page and action, whitelisted sort fields to prevent SQL injection through ordering, escaped output, and fine-grained per-group rights so each team sees and does only what it is entitled to.

34. Demo Data

A one-click demonstration dataset of roughly 1,700 rows populates the whole platform — portfolio, sites, buildings, spaces, assets, meters, requests, work orders, contracts and more — for immediate evaluation. It installs and purges cleanly, removing only its own tagged demo rows and preserving real data.

35. Installation

Copy the facilitymanagement folder into htdocs/custom/ and activate the module from Configuration → Modules. Activation creates the llx_fm_* tables, menus, permissions and the demonstration dataset, ready to use.

36. Complete Feature List

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

·       43 permissions across 14 functional groups plus reporting, for fine-grained access control.

·       38 dedicated database tables (llx_fm_*), isolated from the Dolibarr core.

·       Navigation menu with 37 entries covering every FM domain.

·       Property portfolio, sites, buildings, floors, spaces, rooms and workplaces.

·       Desk booking, room booking, flex office and occupancy management.

·       Asset management, maintenance plans, work orders (CMMS/GMAO) and interventions.

·       Meters, readings, energy consumption, CO2 and cost ratios.

·       Service requests, occupant portal, SLA and satisfaction.

·       Cleaning, security, visitors, mailroom, moves, parking, fleet, green spaces and waste.

·       Contractors, multi-technical/multi-service contracts and SLA management.

·       Quality & compliance, budgets & cost management, and the Facility Management Operations Hub.

·       11 reporting axes with CSV export, deep Dolibarr integration, 5 languages, REST API, security and demo data.

 

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