Ehkam
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Operations

Every tenant's request answered and every common area kept running, across all your properties.

Maintenance for your malls, towers and residential compounds, where tenants and residents report a problem through a simple form, with the store and contractors behind it.

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Overview

Ehkam Property & Mall Operations runs maintenance across your malls, office towers and residential compounds end to end. Tenants and residents report problems through a simple form and follow them through a link, your team and contractors fix the work, preventive maintenance for lifts, HVAC, fire systems and common areas arrives on time, and the store keeps up, with a full record of who did what and when. It works in Arabic and English, on the web and on the mobile app.

Because Ehkam is a configurable platform, you can shape it to your own service standards: the information each record holds, the forms, the steps a request moves through, who may do what, and what you see on your dashboards. You can do all of this without changing any code.

At a glance

How it works

  1. Report

    A tenant or resident reports a problem through a public form, naming the unit or area, and follows it through a link.

  2. Plan

    Operations turns it into a work order with a priority, a trade and a technician or contractor.

  3. Fix

    The work is done, parts drawn from the store, and the actual start and end recorded.

  4. Prevent

    Preventive maintenance for lifts, HVAC, fire systems and common areas is created on schedule.

  5. Review

    Dashboards show open and late work by property, and which assets need the most attention.

Features

Tenant and resident requests

Tenants and residents report a problem through a simple form, no account needed.

  • Tenants and residents report a problem from any phone or computer through a public form, naming their unit or the area.
  • Whoever reported it follows its progress through a link, without calling the management office.
  • Each report becomes a request your team can turn into a work order.

Included

  • Public Intake Form
  • Public Record View

Work orders

Every repair and job, planned, assigned and closed.

  • Give each job a priority, a work type and trade, a due date and an assignee.
  • Assign a job to a technician, or let the property's team claim it.
  • Record the actual start and end of every job, and see at a glance what is open and what is late.
  • Draw the parts a job needs straight from the store, so stock and cost follow the work.

Preventive maintenance

Planned maintenance for building systems and common areas, created on time.

  • Schedule preventive maintenance for lifts, escalators, HVAC, fire systems, pumps and generators, on any pattern.
  • Each due visit is created as work on its date, with its checklist.
  • Missed work stays visible, so nothing is quietly skipped.

Building systems and equipment

One register of every building system and piece of equipment, with its history.

  • Record each asset's maker, model and serial number, its condition and how critical it is.
  • Track warranty type, expiry and terms, and who is responsible for each asset.
  • Record meter readings and keep each asset's book value as it depreciates.
  • A QR code for every asset, ready to print as its label, and its full history of changes.

Included

  • Depreciation
  • Readings

Properties, units and common areas

Your portfolio as one tree: properties, buildings, floors, units and common areas, on the map.

  • Keep properties, buildings, floors, shops, apartments and common areas nested under each other, with their type and how critical they are.
  • Record the address of each site and who is responsible for each space.
  • Print a QR code for any space, so a phone scan opens it on the spot.

Store

Stores, stock movements and a costed ledger, with work orders drawing their parts from the store.

  • Set up your stores and storage locations, and receive stock from suppliers, by batch where you need it.
  • Issue parts to work orders, and transfer stock between stores, tracked while in transit.
  • Count a location, review the result, then post it or send it back for a recount.
  • Storekeepers are alerted when a part falls to its low or critical level.

Parts and supplies

The parts and supplies your team uses, by batch.

  • Keep a catalogue of your materials and parts, by category, unit and shelf life.
  • Track batches with their supplier and dates, and the shipments that bring them in.

Contractors and suppliers

Your suppliers and service providers, what each supplies and at what price.

  • Keep your maintenance contractors and suppliers, with the services and parts each supplies and at what price.
  • Keep a register of the services you buy and deliver, beside your suppliers.

Map and calendar

Every located record on one map, and every dated one on one calendar.

  • See every property and asset on one map across your portfolio.
  • See every scheduled visit and due date on one calendar.

Around the property

Technicians working across your properties, on their phones.

  • Open the work assigned to you, record progress and close it from your phone.
  • Scan a QR code to open an asset or a space straight away.
  • Geo-fencing makes sure work is done at the right place.

Included

  • Geo-fencing
  • Scannable Code

Workflows and approvals

Controlled lifecycles and approvals for every record, and multi-step processes tracked end to end.

  • Every request and work order follows a controlled lifecycle, with clear steps from start to finish.
  • Decide who may move a record from one step to the next, and what may be changed at each step.
  • Add approvals wherever your standards need them, such as the property manager's sign-off on costly jobs.

Dashboards

Live views of maintenance across your portfolio.

  • Ready-made dashboards show what is open, what is late, and which assets need the most work.
  • Build your own charts on any of your data, such as requests by property.

Included

  • Dashboards
  • Embedded Views

Collaboration

Comments, mentions, announcements and notifications.

  • Comment on any record, mention colleagues, and attach photos and documents.
  • Notify people of the work assigned to them and of changes to the records they follow.
  • Send announcements to your whole operations team.

Included

  • Comments & Discussions
  • Broadcasts

Roles and permissions

Ready-made store roles, and exact control over who sees and does what.

  • Ready-made roles for the storekeeper and the warehouse manager, with exactly the access each needs.
  • Add roles for property managers, supervisors and technicians, and decide exactly who sees and does what.

Also included

  • Unified Calendar

Starter roles

Ready on install, so your team can start straight away. Change what each role may do, or add your own roles, at any time.

  • Storekeeper

    Runs the store day to day: receives, issues, moves, returns and counts stock, and maintains locations and the vendor catalog.

  • Warehouse Manager

    Owns the storage tree, the vendor register, and every threshold in it.

Across the system

  • Arabic and English throughout

    Every screen and every record works in both languages.

  • Full audit trail

    Every change to every record, with who made it and when.

  • Linked records

    Connect any record to any other and follow the thread between them.

  • Attachments

    Photos and documents on any record.

  • Configurable without code

    Shape the records, forms, lifecycles, roles and dashboards to your own procedures.

Make it yours

Fields, statuses, roles and forms can all be changed after installing, so the system follows the way your team already works.

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