Facilities, Asset & Operations Management
NexusOne's operational backbone — facility registry & room reservations, the complete asset lifecycle from procurement through depreciation to disposal, preventive and corrective maintenance, a full procurement pipeline with vendor management, and consumable inventory tracking. Entirely Basic tier — no AI dependency.
Basic Tier Features
BasicFacility Registry & Reservations
- Register campuses, buildings, classrooms, labs, halls, meeting rooms, staff rooms, computer rooms, activity rooms, grounds and utility areas
- Each facility gets an auto-generated code, capacity, amenities list and status (Available / Reserved / Under Maintenance / Closed)
- Room and lab booking with automatic time-slot conflict detection — double-booking is rejected with a clear error
- "My Bookings" view for any staff member plus an all-bookings view for facilities admins
- Web UI: /dashboard/admin/facilities and /dashboard/admin/facilities/reservations
Asset Registry & Lifecycle
- Track IT equipment, furniture, lab equipment, sports equipment, vehicles, library books, electronics and security equipment
- Full lifecycle: procurement → in-use → under maintenance → retired / disposed, with an auto-generated asset code and warranty tracking
- Assignment to a staff member or department with full assignment history and condition-at-assignment/return capture
- Straight Line, Written Down Value and Custom depreciation methods with an auto-computed current value and month-by-month schedule
- Bulk asset import from CSV for initial registry setup
- Web UI: /dashboard/admin/assets and /dashboard/admin/depreciation
Preventive & Corrective Maintenance
- Maintenance schedules per asset with daily/weekly/monthly/quarterly/annual frequency and completion history
- Maintenance tickets with auto-generated ticket number, issue type, severity, and a full status workflow (Open → Assigned → In Progress → Waiting for Parts → Resolved → Closed)
- Downtime tracking (downtimeStart/downtimeEnd) with an aggregate downtime report per asset
- Any authenticated user can report an issue; assignment and resolution are scoped to facilities admins and technicians
- Web UI: /dashboard/admin/maintenance (schedules & tickets)
Procurement — Purchase Requests & Orders
- Purchase requests with auto-generated request number and a dynamic multi-level approval workflow (teacher → HOD, amount > ₹50,000 → all → Admin)
- Accountant/Admin convert an approved request into a Purchase Order sent to a vendor, with per-line-item delivery tracking
- PO status progresses Sent → Partially Delivered → Delivered → Completed as receipts are recorded
- Every request/approval/rejection/conversion and every PO payment writes an AuditLog entry; vendor payments post to the Finance ledger (FinancePosting)
- Web UI: /dashboard/purchase-requests and /dashboard/admin/purchase-orders
Vendor Management
- Vendor registry with auto-generated vendor code, company details, payment terms and contracts (AMC / PO / Service / Supply Agreement)
- Bank details and contracts are restricted to Accountant and Admin roles and excluded from general vendor listings
- Performance rating auto-computed from quality/delivery/pricing/service reviews, updated automatically on every completed PO
- Vendor performance report ranks every vendor by rating, spend and on-time delivery rate
- Web UI: /dashboard/admin/vendors
Consumable Inventory Management
- Stock tracking for stationery, cleaning supplies, lab/IT/sports consumables, food & catering and maintenance supplies
- Reorder level and reorder quantity per item, with an auto-computed stock status (In Stock / Low Stock / Out of Stock)
- Restock and Issue actions each write a stock-history entry (quantity, balance after, who, when, notes)
- Low-stock alerts endpoint surfaces every item at or below its reorder level for the facilities dashboard
- Web UI: /dashboard/admin/inventory
Operations Analytics
- Asset utilisation by category (in-use vs. available vs. under maintenance) and an overall utilisation rate
- Asset downtime report aggregated per asset from resolved maintenance tickets
- Procurement spend analysis by department and by month
- Vendor performance ranking and per-vendor order/spend history
API Reference — Chapter 20
Facilities & Reservations
/api/facilitiesList facilities with type/status/search filters and stats
/api/facilitiesRegister a facility — auto-generates the facility code
/api/facilities/reservationsList reservations, optionally scoped to the current user (?mine=true)
/api/facilities/reservationsBook a facility — rejects overlapping time-slot bookings with a 409
/api/facilities/reservations/:idCancel a reservation — the requester or a facilities admin/admin
Assets & Depreciation
/api/assetsAsset register with category/status/condition filters and aggregate stats
/api/assets/:id/assignAssign an asset to a user, creating an AssetAssignment history record
/api/assets/:id/returnReturn an assigned asset — closes the AssetAssignment record
/api/assets/bulk-uploadBulk-create assets from a CSV file
/api/assets/reports/utilisationUtilisation rate by category and overall
/api/depreciation/asset/:id/scheduleMonth-by-month depreciation schedule for an asset
/api/depreciation/bulk-updateRecalculate depreciation across every asset in one run
Maintenance
/api/maintenance/schedulesCreate a preventive maintenance schedule
/api/maintenance/schedules/:id/completeMark a scheduled maintenance task completed
/api/maintenance/ticketsReport a maintenance issue — open to any authenticated user
/api/maintenance/tickets/:id/commentsAdd a comment to a ticket's discussion thread
/api/maintenance/reports/downtimeAggregate asset downtime from resolved tickets
Procurement & Vendors
/api/purchase-requestsSubmit a purchase request — approval workflow built dynamically by role and amount
/api/purchase-requests/:id/convert-to-poAccountant/Admin converts an approved request into a Purchase Order
/api/purchase-requests/reports/spendProcurement spend analysis by department and by month
/api/purchase-orders/:id/send-to-vendorSend a purchase order to its vendor
/api/purchase-orders/:id/deliveriesRecord a delivery against a PO's line items
/api/purchase-orders/:id/paymentsRecord a vendor payment — posts a FinancePosting expense entry
/api/vendors/:id/contractsAdd a vendor contract (AMC / PO / Service / Supply Agreement) — Accountant/Admin only
/api/vendors/:id/reviewSubmit a quality/delivery/pricing/service rating, recomputing the vendor's overall rating
/api/vendors/reports/performanceVendor performance ranking across quality, delivery, pricing and service
Inventory
/api/inventoryConsumable stock list with category/stockStatus filters and stats
/api/inventory/:id/restockAdd stock — records a stock-history entry
/api/inventory/:id/issueIssue stock — rejects the request if quantity exceeds current stock
/api/inventory/alerts/low-stockItems at or below their reorder level
Frontend Pages
| Path | Role | Description | Tier |
|---|---|---|---|
| /dashboard/admin/facilities | Facilities Admin / Admin | Facility registry, filters, and the book/reserve flow | Basic |
| /dashboard/admin/facilities/reservations | Every staff role | My Bookings, plus an all-bookings toggle for facilities admins | Basic |
| /dashboard/admin/assets | Facilities Admin / Admin | Asset register with search, filter and category breakdown | Basic |
| /dashboard/admin/depreciation | Facilities Admin / Admin | Depreciation schedules and valuation reports | Basic |
| /dashboard/admin/maintenance | Facilities Admin / Admin | Preventive schedules and corrective maintenance ticket queue | Basic |
| /dashboard/teacher/maintenance | Teacher | Report a facility/asset issue and track its own reported tickets | Basic |
| /dashboard/admin/vendors | Accountant / Facilities Admin / Admin | Vendor registry with contract management | Basic |
| /dashboard/purchase-requests | Every staff role (approval-scoped) | Purchase request creation and approval queue | Basic |
| /dashboard/admin/purchase-orders | Accountant / Admin | Purchase order management and vendor payments | Basic |
| /dashboard/admin/inventory | Facilities Admin / Admin | Consumable stock register with restock/issue and stock history | Basic |
Mobile — Facilities Admin
Under app/(facilities-admin)/: asset browse, maintenance schedules & tickets, purchase requests & orders, facility browse with in-app booking and conflict feedback, a reservations list with cancel, inventory browse with restock/issue actions, and a low-stock alerts screen.