Manage Facilities

Manage Facilities

Configure and track institutional facilities, equipment, and resources.

Time: 5–10 minutes per facility setup Module: OpenEduCat Facility, OpenEduCat Facility Enterprise Permissions: Facility User or Facility Manager

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Prerequisites

• Institution structure configured
• Resource categories defined
• Access to Facilities menu

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Overview

The Facility Management system enables:

• Facility registration and tracking
• Equipment inventory management
• Resource availability monitoring
• Facility booking integration
• Quantity tracking per facility
• Active/inactive status management

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Facility Structure

Institution
    └── Buildings/Locations
          └── Facilities
                └── Facility Lines (Equipment/Items)

Element	Description
Facility	Room, lab, or resource area
Facility Line	Individual items within facility
Quantity	Count of each item

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Steps

1. Create Facility

1. Navigate to Facilities → Facilities
2. Click New
3. Complete the facility form:

Field	Action
Name	Facility name (e.g., “Computer Lab A”)
Code	Unique code (e.g., “CLA001”)
Active	Enable/disable facility

4. Click Save

Common Facility Types:

• Computer Labs
• Science Laboratories
• Libraries
• Conference Rooms
• Auditoriums
• Sports Facilities
• Cafeterias
• Study Rooms

2. Add Facility Lines

Define equipment/items in facility:

1. Open facility record
2. Navigate to Facility Lines tab
3. Click Add a line
4. For each item:

Field	Action
Facility	Auto-filled
Quantity	Number of items

5. Add all items
6. Click Save

Example: Computer Lab

Item	Quantity
Desktop Computer	30
Projector	1
Whiteboard	2
Air Conditioner	2
Network Switch	2

3. Manage Facility Status

Control facility availability:

1. Open facility record

2. Toggle Active checkbox:

   • Active: Available for use
   • Inactive: Not available

3. Click Save

Use inactive for:

• Under maintenance
• Temporarily closed
• Seasonal closure
• Renovation

4. Track Facility Inventory

Monitor equipment levels:

1. Navigate to Facilities → Facilities
2. View list with quantities
3. Open specific facility
4. Review facility lines
5. Update quantities as needed

5. Search and Filter Facilities

Find specific facilities:

1. Navigate to Facilities

2. Use search bar:

   • By name
   • By code
   • By status

3. Apply filters:

   • Active only
   • Specific type
   • Location

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Field Reference

Facility (op.facility)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Facility name
Code	code	Char	Yes	Unique identifier
Active	active	Boolean	No	Availability status

Facility Line (op.facility.line)

Field	Technical Name	Type	Required	Description
Facility	facility_id	Many2one	Yes	Parent facility
Quantity	quantity	Float	Yes	Item count

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Views Available

View	Features
List	All facilities with status
Form	Full facility details
Kanban	Visual facility cards

Facility Overview

Managers see:

• Total facilities
• Active vs inactive
• Equipment summary
• Utilization metrics

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Troubleshooting

Issue	Cause	Solution
Facility not found	Inactive status	Check active filter
Cannot add items	Permission denied	Check user role
Duplicate code	Code already used	Use unique code
Wrong quantity	Not updated	Edit facility line

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Best Practices

1. Unique codes: Use consistent naming convention
2. Regular audits: Verify equipment counts
3. Status updates: Keep active status current
4. Documentation: Add descriptions where helpful
5. Categorization: Group similar facilities
6. Maintenance tracking: Note maintenance schedules

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Security Notes

Role	Capabilities
Facility Manager	Full CRUD access
Facility User	View and basic edits
Public	No access

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Integration Features

Timetable Integration

• Room assignment for sessions
• Facility availability check
• Conflict detection

Event Integration

• Facility booking for events
• Capacity management
• Resource allocation

Maintenance Integration

• Track maintenance schedules
• Equipment repair history
• Service requests

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Common Facility Configurations

Computer Lab

Name: Computer Lab A
Code: COMP-LAB-A

Items:
- Desktop Computers: 40
- Projector: 1
- Air Conditioner: 3
- UPS: 4
- Network Switch: 2

Science Laboratory

Name: Physics Lab
Code: PHY-LAB-01

Items:
- Lab Benches: 20
- Fume Hood: 2
- Safety Shower: 1
- Fire Extinguisher: 2
- First Aid Kit: 1

Conference Room

Name: Main Conference Room
Code: CONF-MAIN

Items:
- Conference Table: 1
- Chairs: 20
- Projector: 1
- Video Conferencing System: 1
- Whiteboard: 2

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Related Tasks

• Configure Timetable
• Manage Events
• Set Up Classrooms