Configure Facilities

Configure Facilities

Set up facilities that can be assigned to classrooms and educational spaces.

Time required: 5-10 minutes

Prerequisites

• Facility Manager role
• Understanding of institution’s facilities

Concepts

Facility vs Facility Line

Component	Purpose
Facility	Master record (e.g., “Air Conditioning”)
Facility Line	Assignment to classroom with quantity

Create a Facility

Step 1: Navigate to Facilities

1. Go to Configuration → Facilities
2. Click Create

Step 2: Enter Facility Details

Field	Required	Description	Example
Name	Yes	Facility name	”Air Conditioning”
Code	Yes	Unique code	”AC”
Active	No	Availability toggle	True

Step 3: Save

Click Save. Facility is available for assignment.

Common Facilities

Facility	Code	Description
Air Conditioning	AC	Climate control
Projector	PROJ	Display equipment
Whiteboard	WB	Writing surface
Smart Board	SB	Interactive display
WiFi	WIFI	Internet access
RO Water	RO	Drinking water
Computer	PC	Desktop computers
Audio System	AUD	Sound equipment

Facility Management

View All Facilities

1. Go to Configuration → Facilities
2. View list/form views

Search and Filter

Filter	Purpose
By Name	Find specific facility
By Code	Search by code
Archived	Show inactive facilities

Edit Facility

1. Click on facility record
2. Modify fields
3. Save changes

Archive Facility

To deactivate without deleting:

1. Open facility
2. Set Active to False
3. Save

Assign to Classroom

Step 1: Open Classroom

1. Go to Classrooms
2. Open target classroom

Step 2: Add Facility Line

In Facilities tab:

1. Click Add a line
2. Select facility from dropdown
3. Enter quantity
4. Save

Example Assignment

Facility	Quantity
Air Conditioning	2
Projector	1
Whiteboard	2
WiFi	1

Quantity Validation

System enforces:

Quantity must be > 0

Error if quantity is 0 or negative.

Uniqueness Constraint

Each facility can only be assigned once per classroom:

UNIQUE(facility_id, classroom_id)

To increase quantity:

1. Edit existing facility line
2. Update quantity value

Facility Reports

View by Classroom

From classroom record:

1. View Facilities tab
2. See all assigned facilities

View All Assignments

1. Go to Configuration → Facility Lines
2. View all facility assignments

Field Reference

Facility (op.facility)

Technical Field	UI Label	Type	Notes
name	Name	Char	Required, max 16 chars
code	Code	Char	Required, unique, max 16
active	Active	Boolean	Default: True
company_id	Company	Many2one	Enterprise only

Facility Line (op.facility.line)

Technical Field	UI Label	Type	Notes
facility_id	Facility	Many2one	Required
quantity	Quantity	Float	Required, must be > 0
classroom_id	Classroom	Many2one	From classroom module
company_id	Company	Many2one	Enterprise only

Best Practices

Naming Conventions

Good	Avoid
”Air Conditioning"	"AC” (as name, use for code)
“Interactive Display"	"Smart Board” (brand specific)
“Desktop Computer"	"PC” (too abbreviated)

Code Standards

1. Use short, memorable codes
2. Be consistent across facilities
3. Avoid special characters

Quantity Tracking

1. Track actual quantities
2. Update when facilities added/removed
3. Audit periodically

Troubleshooting

Facility not appearing in dropdown

Check:

• Facility is active
• You have access permissions
• Company matches classroom

”Duplicate facility” error

Facility already assigned to classroom:

1. Find existing assignment
2. Update quantity instead

Cannot delete facility

Facility has assignments:

1. Remove from all classrooms first
2. Or archive instead

Code uniqueness error

Code already used:

1. Check existing facilities
2. Use different code

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Related: Manage Assets | Create Classroom