# Liberu Maintenance
## Product Feature & Design Scope
> **Version:** 1.0
> **Framework:** Laravel 13 + Filament 5
> **Product Type:** Computerised Maintenance Management System (CMMS)
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# Vision
Liberu Maintenance is a modern, API-first Computerised Maintenance Management System (CMMS) designed for organisations and service providers responsible for maintaining buildings, equipment, facilities and assets.
The platform should support everyone from independent tradespeople through to enterprise facility management companies, offering a clean, intuitive user experience while remaining highly configurable and scalable.
Rather than focusing on a single industry, Liberu Maintenance should provide flexible workflows suitable for:
- Facility Management
- Property Maintenance
- Building Management
- Electrical Contractors
- Plumbing Companies
- HVAC Contractors
- Fire & Security Engineers
- Cleaning Companies
- Landscaping Contractors
- General Builders
- Handymen
- Commercial Maintenance Providers
- Industrial Maintenance
- Manufacturing
- Schools
- Healthcare
- Hospitality
- Retail
- Warehousing
- Public Sector
- Housing Associations
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# Core Principles
- API-first architecture
- Multi-company support
- Multi-branch support
- Multi-site support
- Mobile-first workflows
- Fully localisable
- Modular design
- Role & permission driven
- Offline-friendly future mobile support
- Asset-centric maintenance
- Preventative maintenance first
- Simple enough for small businesses, scalable for enterprise
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# First-Time Setup Wizard
Upon installation the administrator should complete a guided setup.
## Organisation
- Company name
- Branding
- Logo
- Contact information
- Timezone
- Currency
- Language
## Business Type
Examples:
- Facility Management
- Property Maintenance
- Electrical
- Plumbing
- HVAC
- Fire & Security
- General Contractor
- Manufacturing
- Multi-service contractor
This should configure sensible defaults without restricting future customisation.
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# Localisation
Designed from the ground up for international deployments.
Support includes:
- Multiple languages
- Multiple currencies
- Regional date formats
- Timezones
- Address formats
- Country-specific validation
- Local tax references
- Translation files
---
# User Management
## Users
- User accounts
- Teams
- Departments
- Branches
- Job roles
- Engineer profiles
- Profile photos
- Skills
- Certifications
---
# Permissions
Granular permissions for every module.
Examples:
- View
- Create
- Edit
- Delete
- Approve
- Complete
- Assign
- Export
- Manage
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# Customers
Store customer information including:
- Residential customers
- Commercial customers
- Organisations
- Property owners
- Housing associations
- Facilities managers
- Landlords
Customer records include:
- Contact details
- Multiple sites
- Notes
- Documents
- Communication history
- Contracts
- Tags
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# Sites & Locations
Customers may have multiple sites.
Each site supports:
- Buildings
- Floors
- Rooms
- Zones
- External areas
Location hierarchy should be unlimited.
Example:
Customer
→ Site
→ Building
→ Floor
→ Room
→ Asset
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# Asset Management
Maintain a complete asset register.
Examples:
- Boilers
- Pumps
- HVAC units
- Lifts
- Electrical panels
- Fire alarms
- CCTV
- Generators
- Doors
- Lighting
- Appliances
- Machinery
- Vehicles
- IT equipment
Each asset includes:
- Name
- Reference number
- QR code
- Barcode
- Category
- Manufacturer
- Model
- Serial number
- Purchase information
- Warranty
- Supplier
- Installation date
- Expected lifespan
- Current status
- Photos
- Documents
- Manuals
- Certificates
- Service history
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# Asset Categories
Unlimited nested categories.
Examples:
- HVAC
- Electrical
- Plumbing
- Mechanical
- Fire Safety
- Security
- Cleaning
- Landscaping
- Vehicles
- Plant Equipment
---
# Work Orders
Central work order management.
Types include:
- Reactive
- Preventative
- Corrective
- Emergency
- Inspection
- Installation
- Quotation
- Warranty
- Planned Maintenance
Work orders include:
- Priority
- Status
- Assigned engineer
- Customer
- Site
- Asset
- Description
- Attachments
- Photos
- Parts
- Labour
- Notes
- Completion details
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# Work Order Lifecycle
Example statuses:
- Draft
- New
- Awaiting Assignment
- Assigned
- Accepted
- Travelling
- On Site
- In Progress
- Waiting Parts
- Waiting Customer
- On Hold
- Completed
- Reviewed
- Closed
- Cancelled
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# Job Scheduling
Powerful scheduling system.
Features include:
- Calendar view
- Drag-and-drop scheduling
- Engineer allocation
- Availability
- Travel planning
- Multi-day jobs
- Recurring jobs
- Route optimisation (future)
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# Preventative Maintenance
Create maintenance schedules based on:
- Time
- Usage
- Meter readings
- Calendar dates
Examples:
- Weekly
- Monthly
- Quarterly
- Biannually
- Annually
- Every X days
- Custom schedules
Automatic work order generation.
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# Reactive Maintenance
Quickly create reactive jobs.
Support:
- Customer requests
- Internal reports
- Portal requests
- Email requests
- API requests
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# Inspections
Inspection templates.
Examples:
- Fire alarms
- Emergency lighting
- HVAC inspections
- Boiler servicing
- Electrical testing
- Property inspections
Features:
- Pass / Fail
- Photos
- Notes
- Measurements
- Signatures
- Follow-up actions
---
# Checklists
Configurable checklists.
Support:
- Required steps
- Pass / Fail
- Numeric readings
- Photos
- Notes
- Signatures
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# Parts & Inventory
Inventory management for maintenance.
Features:
- Parts catalogue
- Stock locations
- Warehouses
- Vans
- Branch stock
- Transfers
- Reserved stock
- Reorder levels
- Suppliers
Track:
- Stock movements
- Usage
- Returns
- Adjustments
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# Suppliers
Store supplier information.
Including:
- Contact details
- Products
- Price lists
- Documents
- Performance notes
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# Purchase Requests
Support:
- Part requests
- Purchase approvals
- Supplier allocation
- Delivery tracking
Accounting remains outside project scope.
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# Labour Tracking
Record:
- Engineers
- Time on site
- Travel time
- Breaks
- Overtime
- Internal notes
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# Time Tracking
Support:
- Manual entry
- Timer
- Start/Stop
- Mobile tracking
- Daily summaries
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# Quotations
Create quotations for:
- Repairs
- Installations
- Maintenance
- Planned works
Support:
- Line items
- Labour
- Materials
- Notes
- Approval tracking
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# Contracts
Manage maintenance contracts.
Features:
- Contract types
- Coverage
- SLA
- Start/end dates
- Renewal reminders
- Documents
- Linked customers
- Linked assets
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# SLA Management
Configure response targets.
Examples:
- Emergency
- Urgent
- Standard
- Planned
Track:
- Response time
- Arrival time
- Completion time
- SLA compliance
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# Compliance
Track compliance documents.
Examples:
- Gas Safety
- Electrical Certificates
- PAT Testing
- Fire Safety
- Risk Assessments
- RAMS
- Insurance
Receive renewal reminders.
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# Documents
Store:
- Manuals
- Drawings
- Certificates
- Photos
- Videos
- PDFs
- Contracts
Support:
- Categories
- Version history
- Permissions
- Expiry dates
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# Media
Support:
- Before photos
- During photos
- After photos
- Videos
- Voice notes
Automatic image optimisation.
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# QR Codes & Barcodes
Generate QR codes for:
- Assets
- Locations
- Equipment
- Work orders
Future mobile applications should allow engineers to scan codes for instant access.
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# Customer Portal
Customers should be able to:
- Raise requests
- View job progress
- View assets
- Download certificates
- View quotations
- Approve quotations
- View maintenance history
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# Engineer Portal
Engineers should be able to:
- View assigned jobs
- Accept work
- Start travel
- Start work
- Upload photos
- Complete checklists
- Capture signatures
- Record parts
- Complete jobs
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# Notifications
Support:
- In-app notifications
- Email
- SMS
- Push notifications
Events include:
- New jobs
- Assignment
- SLA alerts
- Overdue work
- Low stock
- Contract renewals
- Asset failures
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# Communication
Maintain communication history.
Support:
- Emails
- SMS
- Phone logs
- Internal notes
- Customer notes
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# Dashboards
Configurable dashboards.
Widgets include:
- Open work orders
- Jobs due today
- Overdue work
- Engineers on site
- SLA performance
- Asset health
- Stock alerts
- Contracts due
- Customer requests
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# Reporting
Comprehensive reporting.
Examples:
- Work orders
- Engineer productivity
- Asset maintenance
- Downtime
- Parts usage
- SLA compliance
- Customer history
- Preventative maintenance
- Reactive maintenance
- Inventory
- Contracts
Support:
- Saved reports
- Filters
- Charts
- Exports
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# Search
Global search across:
- Customers
- Sites
- Assets
- Work orders
- Engineers
- Suppliers
- Parts
- Contracts
- Documents
Advanced filtering throughout.
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# Integrations
## Accounting
Native integrations with:
- Liberu Accounting
- QuickBooks Online
- Xero
- Sage
Scope includes:
- Customer synchronisation
- Supplier synchronisation
- Invoice references
- Payment status
- Purchase references
Full accounting remains outside the scope of Liberu Maintenance.
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## Calendar
- Google Calendar
- Microsoft Outlook
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## Maps
Support:
- Google Maps
- OpenStreetMap
Engineer navigation should integrate with mapping providers.
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## Email
Support:
- SMTP
- Microsoft 365
- Gmail
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## SMS
Pluggable SMS providers.
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# Public API
Every major feature should be accessible through a versioned REST API.
Examples:
- Authentication
- Customers
- Sites
- Assets
- Work Orders
- Inspections
- Checklists
- Inventory
- Suppliers
- Contracts
- Documents
- Engineers
- Reports
The API should support:
- Web applications
- Mobile applications
- Customer portals
- Third-party integrations
- Internal Liberu products
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# Future Modules
Potential future modules include:
- Predictive maintenance
- IoT sensor integration
- Smart building integration
- GPS fleet management
- Vehicle maintenance
- BIM integration
- AI maintenance scheduling
- AI fault diagnosis
- AI document extraction
- Offline mobile applications
- Digital twin support
- Energy monitoring
- Carbon reporting
- Permit to Work management
- Health & Safety module
- Incident reporting
- Risk assessments
- Contractor management
- Multi-tenant SaaS management
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# Overall Goal
Liberu Maintenance should provide a modern, highly configurable and scalable CMMS that supports organisations of all sizes, from independent tradespeople to enterprise facilities management providers.
The platform should deliver comprehensive asset, maintenance, scheduling and workforce management capabilities through a clean Laravel 13 and Filament 5 experience while remaining modular, API-driven and ready for future mobile applications and integrations.