Hayat Maintenance — facility and asset maintenance (CMMS)
hayaterp.com ↗Hayat Maintenance is the opt-in Hayat ERP module for facility managers, building owners, factories, hospitals and schools that look after their own equipment — sites, buildings, floors and locations, assets with QR tags, warranty and meters, problem reports from staff or from anyone who scans a QR code, work orders with SLA, checklists, spare parts, labour, vendor bills and sign-off, preventive schedules by calendar or meter, AMC contracts and reports. Who it is for, who does what, switching it on, demo data and how money reaches the accounts.
Hayat Maintenance keeps track of everything you maintain and every job done on it: the assets in each building, the problems people report, the work orders your technicians or vendors carry out, the preventive maintenance that must happen every week, month or 250 running hours, and the AMC contracts behind them. Spare parts come out of your normal Inventory and vendor bills go through Purchasing, so stock and supplier balances stay right.
Who it is for
| You run | What Hayat Maintenance does for you |
|---|---|
| Office tower, mall or housing society | Lifts, chillers, generators, pumps and fire systems by building and floor; QR stickers so tenants and staff can report a fault from their phone; AMC contracts with expiry reminders. |
| Factory or plant | Machines with hour meters, preventive service every N hours, downtime, spare parts from the store, MTTR and MTBF per machine. |
| Hospital, school or hotel | AC, electrical, plumbing and IT jobs with response and fix times by priority, technician teams, checklists for fire safety and generator rounds. |
| Facility management company | Several client sites, each with its own buildings and assets, vendor work orders and cost per asset. |
The menu
| Menu item | What it is |
|---|---|
| Maintenance dashboard | Open work orders by status, overdue, urgent, new requests, assets down, PM due this week, contracts expiring, SLA % and cost this month |
| Maintenance requests | Problems reported by staff or through QR codes, to convert into work orders |
| Work orders | Every job with SLA badges; the work order page |
| My work | A technician's own work orders, made for the phone |
| Assets | Assets, their QR labels, meters and history |
| Preventive schedules | Calendar and meter schedules and the forecast |
| Checklists | Checklist templates (generator weekly, AC monthly, fire safety …) |
| Sites & locations | Sites → buildings → floors → locations, and location QR labels |
| Teams & technicians | Teams by trade, technicians with their hourly rate and login |
| Contracts (AMC) | AMC, warranty, service and lease contracts with days to end |
| Maintenance reports | The eight reports below |
| Maintenance settings | Public requests, SLA table, PM lead time, reminders, sign-off, accounts (cmms.manage only) |
Who does what
| Permission | Typical person | Can do |
|---|---|---|
| cmms.view | Everyone who uses Hayat Maintenance, including staff who only report problems | See sites, assets, requests, work orders, schedules, contracts and reports, and raise requests. Every other permission needs this one too. |
| cmms.work | Technician | Start, hold and complete their own work orders (assigned to them or their team), answer checklists, issue parts, log labour, add photos, enter meter readings, mark an asset down or back; My work. |
| cmms.manage | Maintenance manager, facility manager | Set up sites, locations, assets, teams, technicians, checklists, schedules, contracts and settings; create, assign, edit, sign off, reopen and cancel work orders (any of them); convert or reject requests; vendor and AMC bills; demo data. |
Suggested roles (Settings → Roles): Maintenance Manager (all three), Technician (view + work), Staff requester (view). See Roles.
To give a technician My work, link their login to their technician record in Teams & technicians.
Switch it on
Hayat Maintenance is opt-in: a new business starts without it, and until it is on every screen says Hayat Maintenance is not part of your subscription and the QR pages do not open.
- Hayat team (super admin): in admin.hayaterp.com → Subscribers, open the business, tick Hayat Maintenance under Modules and click Save modules. See Switch modules on or off.
- Business admin: in Settings → Roles give the cmms permissions to the right roles, and those roles to the users. The menu group Hayat Maintenance appears at their next screen load.
- Maintenance manager: fill the Maintenance settings, then add your sites, locations and assets.
Try it with demo data
With no sites yet, a user with cmms.manage sees Load demo site on the Maintenance dashboard (also in Maintenance settings). It adds the site DEMO Hayat Business Centre with Tower A, four floors and four QR locations (plant room, lobby, server room, roof); HVAC and electrical teams with two technicians; three checklists (generator weekly, AC monthly, fire safety monthly); five assets — a 500 kVA generator with an hour meter and a warranty ending in 20 days, a chiller, a lift, a fire pump and a server-room AC; the vendor Al-Faisal Lift Services with a lift AMC ending in 25 days; four preventive schedules; a QR request; three work orders (chiller in progress, lift emergency with the vendor, fire pump closed) and the PM work orders due now. It does nothing if site DEMO already exists.
Settings
| Setting | Default | Means |
|---|---|---|
| QR pages accept problem reports from the public | On | Anyone who scans a QR code can report a problem, without signing in |
| Turn requests into work orders at once | Off | Every new request becomes a work order without a manager converting it |
| SLA per priority | Urgent 1 h / 4 h, High 4 h / 24 h, Medium 8 h / 72 h, Low 24 h / 168 h | Hours to respond (start work) and to resolve (complete) |
| Create PM work orders days ahead | 3 | Calendar work orders are created this many days before they are due |
| Meter lead % of the interval | 5 | Meter work orders are created this close to the next reading (e.g. 5 % of 250 h = 12.5 h early) |
| Contract ending reminder (days) | 30 | |
| Warranty ending reminder (days) | 30 | |
| Done work orders need a manager's sign-off to close | On | Completed work stays Done until a manager signs it off |
| Default labour rate / hour | 0 | For labour of technicians without their own rate |
| Repairs – spare parts, Repairs – contractors & AMC | 6670, 6675 | Posting accounts |
How money reaches the accounts
| What happens | Where | Posting |
|---|---|---|
| Spare parts used on a work order | Inventory issue (MIS-…) at moving-average cost | Dr Repairs & Maintenance – Spare Parts / Cr Inventory |
| Vendor's bill on a work order | Purchasing bill, posted at once | Dr Repairs & Maintenance – Contractors & AMC (+ input tax for a registered vendor) / Cr Accounts payable |
| AMC or contract bill | Purchasing bill, posted at once | Same as above |
| Technician labour | On the work order only | Not posted — payroll pays salaries |
The vendor is paid in Purchasing like any supplier. A work order's cost = labour + parts + vendor; that is what the reports add up.
Hayat Maintenance adds two accounts (under 6000) the first time it needs them; each can be changed in the settings:
| Code | Account |
|---|---|
| 6670 | Repairs & Maintenance - Spare Parts |
| 6675 | Repairs & Maintenance - Contractors & AMC |
Document numbers: MRQ request, WO work order, AMC contract, MIS parts issue.
Alerts
Hourly, the managers and the technician get one notification when a work order misses its response or resolve time; managers are told about contracts ending within the reminder days and warranties about to end. Every 3 hours the preventive schedules create the work orders now due, and contracts past their end become Expired.
Reports
Maintenance reports filter by site and dates (the last three months by default) and download as CSV.
| Report | Shows |
|---|---|
| Open work orders | Number, site, asset, type, priority, status, who has it, age in hours, overdue |
| SLA compliance | Per priority and type: completed, response met %, resolve met %, average hours |
| MTTR / MTBF per asset | Failures, mean time to repair (hours), mean time between failures (days), downtime, availability % |
| Cost per asset | Work orders, labour, parts, vendor, total |
| PM compliance | Preventive and inspection work due: on time, late, missed, compliance % |
| Technician load | Open, completed, hours and labour cost per technician |
| Requests by source & status | Staff and public requests by status |
| Contracts expiring | Contracts ending in the next 60 days (or the days you choose) |
In Hayat Reports the dataset Maintenance work orders is added for your own charts.
Hayat AI (optional, see Settings → AI): Ask AI on a work order suggests likely causes, checks, a fix, parts and safety points from the asset's history. It is a suggestion only.
Getting started in order
- Fill the Maintenance settings: SLA hours, public reports, sign-off.
- Add the sites, buildings, floors and locations.
- Add the assets and print their QR labels.
- Add teams and technicians and link technicians to their logins.
- Make checklists and preventive schedules, and enter your AMC contracts.
- Start taking requests and work orders.
Hayat Maintenance pages
| Page | For |
|---|---|
| Assets and QR request pages | Sites, buildings, floors, locations, assets, meters, QR labels, the public report-a-problem and tracking pages |
| Requests and work orders | Requests, converting, work orders, SLA, assigning, My work, checklists, parts, labour, vendor bills, photos, completion and sign-off |
| Preventive maintenance and contracts | Checklist templates, calendar and meter schedules, the forecast, AMC and warranty contracts and their bills |