POOL MANAGEMENT - Dolibarr

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1. Overview Pool Management turns Dolibarr into a complete, all-in-one management solution for swimming pools and aquatic centers — municipal pools, private clubs, aquatic complexe s, school and hotel pools, and swimming schools. It removes the need for a separate, dedicated software: every operational, commercial, technical and financial process of an aquatic facility is handled inside Dolibarr, while fully reusing its native third parties, products, quotes, orders, invoices, payments and accounting. The module is organised around eighteen business objects and a set of purpose-built operational screens (an aquatic dashboard, a front desk, a booking board, an occupancy planning, a pool monitoring board, a water-quality control board, a reporting hub and an automation engine). It ships with a one-click demonstration dataset so the solution can be evaluated immediately, and it is fully multilingual. Key benefits · Manage the entire lifecycle of an aquatic facility from a single ERP. · A premium, pool-themed executive dashboard with real-time KPIs and charts. · Complete regulatory follow-up of water quality and safety incidents. · Native financial integration: quotes, orders, invoices, payments and bank stay in Dolibarr. · 18 built-in reports with CSV, Excel and PDF export. · Available in 5 languages (EN, FR, IT, DE, ES). 2. Business objects at a glance The module manages the following eighteen objects. Each object has a list view (with filters and a column selector), a detail card (with a KPI cockpit and a "linked records" panel), and full create / edit / delete operations governed by permissions. Object What it manages Pool types Reusable pool categories (olympic, sport, leisure, children, outdoor, wellness) with target capacity, volume and temperature. Pools Each basin with type, category, indoor/outdoor location, capacity, dimensions, water volume, temperature, lanes and real-time status. Members / clients Individuals, families, schools, associations and companies, with swim level, medical certificate and status; linked to Dolibarr third parties. Subscriptions Membership plans (monthly, quarterly, annual, family, student) with included/used entries, validity dates and status. Entries / tickets Daily, family, group, school and subscription entries with QR/barcode, times, people count, price and inside/exited state. Reservations Lane and time-slot bookings with purpose, resource, date/times, people and a lifecycle status (Kanban). Courses Swimming lessons (beginner, intermediate, advanced, aquagym, aquabike, baby-swim) with pool, instructor, schedule, capacity and enrolment. Enrolments Member enrolments in courses with level, progress and status; can generate a course payment. Instructors Lifeguards / coaches / supervisors with role, certifications, hire date and linked Dolibarr user. Equipment Lanes, boards, buoys, robots, pumps, filtration, aquagym and heating equipment, per pool, with quantity and status. Maintenance Preventive and corrective interventions with dates, priority, assignee, supplier, cost and status. Water analyses pH, chlorine, temperature and turbidity readings per pool with a conformity verdict and corrective action. Incidents Safety incident log with type, severity, involved staff/member, description, corrective action and status. Payments Encashment journal for entries, subscriptions, courses and events, with method, date and reference. Pricing Tariff grid for entries, subscriptions, courses and rentals, with VAT, validity and linked product. Events Competitions, galas, animations, open days and training camps with participants, fees and revenue. Stock movements Chemical and supply stock (chlorine, pH regulator, flocculant, algaecide, equipment, consumables). Automations IF/THEN rules run by a daily cron for alerts and reminders. 3. Functional areas 3.1 Pool catalogue & configuration The pool catalogue is the technical backbone of the facility. Pool types act as templates carrying target capacity, water volume and temperature. Each pool is then created with its own type, category, indoor/outdoor location, exact dimensions (length, width, depth), water volume in cubic metres, current water temperature, number of swim lanes and real-time operational status (open, in use, in treatment, in maintenance, closed). · Pool detail card shows a KPI cockpit (status, temperature, capacity, lanes) and links to every related record. · A pool can be linked to a native Dolibarr product for billing. · Statuses feed the dashboard alert tiles and the monitoring board. 3.2 Front desk & ticketing The front desk screen is designed for daily counter operation. It shows the entries of the day, the number of visitors and the people currently inside the facility, and lets the operator register an exit in one click. Tickets can be daily, family, group, school or subscription-based, each carrying a QR/barcode, entry and exit times, a people count and a price. · Real-time occupancy tracking (people inside now). · Entries generate a payment automatically for paid tickets. · Group and school tickets support multi-person counts. 3.3 Membership & subscriptions Members (individuals, families, schools, associations, companies) are stored with their swim level, medical certificate status and activity state, and can be synchronised with Dolibarr third parties. Subscriptions bind a member to a plan (monthly, quarterly, annual, family, student), track included versus used entries, validity dates and status (active, expired, suspended, cancelled), and can generate a payment and be linked to a Dolibarr invoice. 3.4 Bookings, board & planning Reservations manage lane and time-slot bookings with a purpose (course, group, competition, private, school), a resource (lane or whole pool), date, start/end times, people count and price. Three complementary views are provided: · Booking list — filterable, sortable, with a column selector. · Reservation board — a drag-and-drop Kanban across the lifecycle (draft → pending → confirmed → in progress → completed). · Occupancy planning — a pools × days calendar where each coloured cell shows a booking, course, competition or event, with month navigation, a today marker and a legend. 3.5 Courses, enrolments & instructors Courses cover beginner, intermediate, advanced, aquagym, aquabike and baby-swim programmes, each assigned to a pool and an instructor, with weekday, start time, duration, capacity and live enrolment count. Enrolments record each member in a course with level, progress and status, and can generate a course payment. Instructors (lifeguards, coaches, supervisors) carry their role, certifications, hire date and an optional link to a Dolibarr user. 3.6 Equipment & maintenance Equipment tracks lanes, boards, buoys, cleaning robots, pumps, filtration systems, aquagym gear and heating, per pool, with quantity and operational state. Maintenance manages preventive and corrective interventions on pools, filtration, pumps, heating, cleaning and safety, with request / planned / done dates, priority, assignee, supplier, parts cost and status — feeding the dashboard "open maintenance" indicator. 3.7 Water quality & safety Water analyses record pH, chlorine, temperature and turbidity per pool with a conformity verdict (conform, warning, non-compliant) and the corrective action taken; a dedicated control board groups readings by conformity for quick regulatory follow-up. Incidents form a safety register capturing the incident type (injury, malaise, behaviour, technical, drowning), severity, involved staff and member, description, corrective action and resolution status. 3.8 Events & competitions The events object manages competitions, galas, animations, open days and training camps, each attached to a pool, with start/end dates, number of participants, entry fee and computed revenue, and a status (planned, open, ongoing, closed, cancelled). Closed events can generate a payment. 3.9 Finance & billing Payments form the encashment journal across all revenue streams (entries, subscriptions, courses, events) with amount, method, date and reference, and drive the revenue KPIs and reports. Pricing defines the tariff grid (entries, subscriptions, courses, rentals) with VAT rate, validity period and linked product. The invoicing hub links the module to native Dolibarr quotes, orders, invoices, payments and credit notes, so all financial operations remain in the standard accounting. 3.10 Stock & chemicals Stock movements track the consumption and replenishment of chemicals and supplies — chlorine, pH regulator, flocculant, algaecide, equipment and consumables — with movement type (in/out), quantity, the pool concerned and date, linked to Dolibarr products. 4. Aquatic dashboard The module home page is a premium "aquatic command center" with a distinctive pool colour scheme (turquoise / deep blue), deliberately different from a classic dashboard. It is organised in five zones plus a chart area. Zone Content Pools Alert tiles: total pools, open, in use, in treatment, in maintenance. Today's activity Visitors, entries, people inside, active subscriptions, courses today, revenue today. Bookings & courses Bookings today and this month, plus a live reservation Kanban preview. Revenue Revenue this month/year, average ticket, and revenue split by activity (tickets, subscriptions, courses). Water, maintenance & safety Water-quality alerts, open maintenance and open incidents. Charts Attendance (14 days), revenue by month, activity mix and pools by state. 5. Reporting hub A dedicated reporting section provides eighteen ready-made reports, each rendered as a table and exportable to CSV, Excel and PDF (and printable). Reports include: · Attendance • Entries by member type • Revenue (by month) · Ticket revenue • Subscription revenue • Course revenue · Pool occupancy • Instructor planning • Courses & enrolments · Maintenance costs • Breakdowns & equipment • Water quality · Safety incidents • Subscriptions • Top members · Payments by method • Chemical stock • Events 6. Automation & alerts engine A daily cron job evaluates configurable IF/THEN automation rules and computes operational alerts. Out of the box it covers water-quality alerts, subscription-expiry reminders, maintenance-due notifications, expired medical certificates and critical incidents. Real-time alert counters are also shown on the dashboard and on the automations screen, where the engine can be run on demand. 7. Native Dolibarr integration Pool Management enriches Dolibarr rather than replacing it. It reuses and links to: · Third parties (customers, suppliers) and contacts · Products and services · Quotes, orders and invoices · Payments and bank · Accounting · Users (for instructor accounts) · Projects and agenda (where relevant) All demonstration sales documents (quotes, orders, invoices) are created as native Dolibarr records, and financial reporting is consistent with the standard accounting. 8. Demonstration data The module configuration page (Home ▸ Setup ▸ Pool Management) provides two buttons: one to install a complete, realistic demonstration dataset and one to remove it. The install seeds pool types, pools, members, subscriptions, entries, reservations, courses, enrolments, instructors, equipment, maintenance, water analyses, incidents, events, payments, pricing, stock movements and automations, plus native customers, products, quotes, orders and invoices. The removal deletes only the data generated by the module (identified by an import key), leaving the rest of the Dolibarr database untouched. 9. Technical specifications Item Value Publisher DoliResource — www.doliresource.com Version 1.0 Module number 505800 Dolibarr compatibility v16 → v23+ PHP 7.1 or later Dependencies Third parties (modSociete), Products (modProduct) Business objects 18 Reports 18 (CSV / Excel / PDF / print) Languages English, French, Italian, German, Spanish Permissions 9 rights groups (catalogue, members, front desk, courses, operations, events, finance, automation, reporting) Licence GNU GPL v3 or later About DoliResource DoliResource designs and publishes professional business modules for Dolibarr ERP/CRM, turning the platform into complete, industry-specific solutions. Pool Management is part of this catalogue of ready-to-use vertical modules. © 2026 DoliResource — www.doliresource.com. All rights reserved. Show more