RABTARO / FACILITIES MAINTENANCE, CONNECTED
Bring clarity to your buildings’ maintenance.
Rabtaro brings properties, people and maintenance work together. We help you organize responsibilities, maintenance plans and contractor controls, then shape the system around your team.
Behind Rabtaro — Wesam: facilities & maintenance · Saber: product, UX & digital systems
Two case studies. A clearer direction.ABU DHABI · UAE01—05
YOUR MAINTENANCE, CONNECTED
Illustrative job · fictional dataAC not cooling · Apartment 502
Marina Residence · AC-502
✓ Ready for FM review
Responsible personAssigned technicianAMC coverageChecked before dispatch
A clearer way forward ↓CMMS / FM / UX
FOUR QUESTIONS. ONE CLEAR RECORD.
01What needs attention?02Who is responsible?03Was the work accepted?04Is the cost authorized?
01 / THE EVERYDAY CHALLENGE
The job is simple. Following it shouldn’t be difficult.
An AC fault arrives on WhatsApp. Someone adds it to a sheet. The technician sends photos in another conversation. Later, a supplier invoice arrives. Each tool does its part, but the complete story depends on someone connecting the dots.
Assigned… but to whom?
Completed… or accepted?
Covered… or an extra cost?
As the portfolio grows, those gaps become harder to see. A shared record makes the next action, its owner and the evidence easier to find.
THE THINKING BEHIND RABTARO
We didn’t arrive here in one attempt.
The message was sent. The visit happened. The answer still had to be chased.
A photo in one conversation. An assignment in a sheet. An extra cost waiting for a decision. That frustrating gap between doing the work and knowing where it stands is the problem behind this journey.
Saber explored it through two earlier case studies. Today, we bring that design work together with Wesam’s practical facilities experience to shape a system around the people responsible for the buildings.
01 / 3 AUGUST 2024FROM THE DESIGN ARCHIVE
Al Quds AC & Interior Design App
First, make the service visit easier.
THE QUESTION WE STARTED WITHCould one app connect the customer, office and team on site?
The first case study grew from one small maintenance and interior-design business. It proposed requests with location and photos, team assignment, chat, visit status and quotations in one mobile experience.
WHAT WE CARRIED FORWARD
A clear request, a named team and evidence attached to the job.
WHAT STILL NEEDED WORK
One company’s way of working could not define every organization’s needs. The owner’s questions about contract coverage, acceptance and authorized cost needed more attention.
Inside this design attempt
The deck also explored attendance, check-in/out, customer confirmation, receipts and commercial features. In the current owner-side direction, we give priority to maintenance control and the handoffs between people.
Al Quds AC & Interior Design App · slide 6 · presented by Saber El Shafey.
02 / THE NEXT EXPLORATIONFROM THE DESIGN ARCHIVE
Real Estate Management System
Then, look beyond the individual job.
THE QUESTION WE STARTED WITHWhat changes when the building becomes the starting point?
The next concept expanded into properties, tenants, leases, financial records, documents and permissions. Maintenance became part of a wider property-management picture.
WHAT WE CARRIED FORWARD
Property context, role-based access and connected records.
WHAT STILL NEEDED WORK
The scope became much wider, while the maintenance decisions still needed detail. A system diagram alone does not settle who accepts work, how exceptions are approved or what supports an invoice.
Inside this design attempt
The original deck proposed an accounting core, a client application and maintenance management. Our current direction carries the property context forward while giving the maintenance workflow its own depth. Wider accounting integration is scoped around the organization’s existing tools.
Real Estate Management System · slide 12 · an earlier concept proposal.
THE TURNING POINT
Design the decisions between the screens.
The two explorations made the next design question clearer: how does a reported problem become accepted work—and then a justified supplier invoice? That is where our combined approach now focuses.
WesamThe facilities perspective
Assets, maintenance routines, contractor scope and practical responsibilities.
SaberThe product perspective
Clear workflows, usable interfaces and a system people can follow.
03 / THE WORKING OUTCOME
Rabtaro: a focused CMMS, ready to demonstrate.
The Rabtaro prototype connects fault reporting, dispatch, preventive maintenance, extra-cost approval and supplier-invoice verification. Each job carries its property, asset, responsible person and evidence. Mobile app concepts show how that shared record could serve different roles.
See how those lessons became a workflowWorking prototype with fictional data · native mobile apps and integrations are proposed next steps.
These excerpts document design explorations. The lessons are our present-day reflection, rather than measured results from deployed client systems.
02 / CHOOSE WITH CONTEXT
Good options exist. The right fit matters.
Choose for your assets, people and decision-making—not a feature count alone.
IBM Maximo
Broad capability for complex portfolios; assess licensing, implementation and administration.
Fiix
Maintenance-focused tools; match the edition and user model to your operation.
Zoho FSM / Odoo
Flexible field-service and business tools; assess workflow fit, configuration and integrations.
WhatsApp + sheets
An accessible start; coordination and record reconciliation remain manual.
03 / ORGANIZE THE OPERATION
Designed around your buildings. Understood by your people.
A CMMS is a computerized maintenance management system: a shared place for assets, jobs, schedules and service history. Its value comes from clear processes and reliable information. We start by understanding how your organization works, then agree the right configuration, integration or custom solution.
Structure
Properties, assets, responsibilities and staffing needs.
Routine
Risk-based priorities, preventive plans, SOPs and contractor service levels.
Control
Coverage checks, approval limits, acceptance and reporting.
Your property structure. Your approval rules. Your working language.
04 / FOLLOW ONE JOB
From “something’s wrong” to a record you can trust.
Select a step, or follow the story as you scroll. This is the logic behind our working owner-side CMMS demonstration.
Working demonstrationWO—1048
Marina Residence · AC-502
AC not cooling · Apartment 502
Work evidence
Property + asset + priority
Illustrative job · fictional data
Rabtaro prototype · independent MRK demonstration with fictional properties and operational data.
Explore the working demoReport & assess
A request identifies the property, asset, priority and fault. The supervisor checks supplier AMC coverage and access before assigning work.
Property + asset + priorityAssign & carry out
A technician or contractor receives a work order and visit details. Checklists and findings keep the work linked to its asset.
Named responsibility + visitApprove extra costs
If the job exceeds covered scope, a quotation goes for approval. The authorized amount is visible before the work proceeds.
Quotation + decision + limitRecord & accept
The technician records completion and evidence. The FM supervisor reviews the result and accepts it as a separate decision.
Checklist + findings + evidenceVerify the supplier invoice
Finance can compare the invoice with accepted work and authorized costs. Invoice verification is recorded separately from payment.
Accepted work + authorized amount
05 / MADE FOR THE PEOPLE DOING THE WORK
One operation. A useful view for each role.
A responsive working demo is available now. These role-focused mobile app concepts show how a dedicated experience could put the next task within reach.
Roles, permissions and app delivery are agreed during discovery. Proposed WhatsApp, accounting and location integrations are scoped separately.
9:41
Mobile app concept
Requester
Report an issue
AC not cooling
Location & photo
Request receivedReport a fault. Follow its progress.
9:41
Mobile app concept
Technician / contractor
Today’s assignment
AC-502 · inspect cooling
Complete checklist
Submit for reviewKnow the assignment. Record the work.
9:41
Mobile app concept
FM supervisor
Needs your review
Work order WO-1048
Review findings
Accept completed workPrioritize, assign and accept.
9:41
Mobile app concept
Management
Portfolio overview
Maintenance exceptions
Review priorities
Review cost requestSee exceptions, priorities and costs.
9:41
Mobile app concept
Finance
Supplier invoice review
Invoice · AED 300
Match accepted work
Verify invoiceConnect the invoice to accepted work.
06 / A MANAGEABLE IMPLEMENTATION
Start with what matters. Build with your team.
An illustrative 3–6 month mobilization begins with a selected property or team. Scope, timing and acceptance criteria follow discovery.
Assess & Structure
Property and asset baseline, priorities, responsibility map, staffing requirements and recruitment support plan.
✓ Agree the baseline and first priorities.
Discuss this stage Design & Pilot
Maintenance strategy, initial PPM programme, SOPs, contractor/SLA framework, approval rules and a pilot CMMS workflow.
✓ Review the operating model and pilot.
Discuss this stage Mobilize & Roll Out
Budget and resource plan, data preparation, training, KPI reporting, handover and phased rollout.
✓ Accept the handover and rollout plan.
Discuss this stage Support & Improve
Scoped mentoring, operational reviews, system improvements and support arrangements.
✓ Agree responsibilities and review intervals.
Discuss this stage Your management retains staffing, procurement and expenditure decisions. We prepare recommendations and support implementation. Hosting, integrations and ongoing support are defined in the proposal.
07 / THE PEOPLE BEHIND RABTARO
Facilities knowledge meets thoughtful system design.
FACILITIES & MAINTENANCE
Wesam El Shafey
35+ years of practical experience, with maintenance work across the UAE, Saudi Arabia and Egypt. Wesam brings HVAC, MEP, preventive maintenance and contractor-coordination knowledge to technical discovery and FM planning.
View Wesam’s professional profilePRODUCT, UX & DIGITAL SYSTEMS
Saber El Shafey
Saber translates the agreed operating model into clear workflows, usable interfaces and a practical system implementation. The working demonstration makes that design approach tangible before a wider rollout.
Explore the system demonstrationTogether, we connect technical needs with day-to-day usability—from discovery and data preparation to training and handover.
A few things you may be wondering.
Do we need to replace our existing systems?
We assess your tools and requirements first. Configuration or integration may fit better than a new system; the recommendation follows discovery.
Can the system match our organization?
Property structures, responsibilities, checklists, approvals and reporting can be designed around agreed requirements. Scope and acceptance criteria are documented before implementation.
Is there a mobile app?
The current demonstration works in a mobile browser. The dedicated role-based app screens shown here are concepts; native app development and release would be separately agreed.
What happens to our data and handover?
We agree data preparation, migration, access, exports, documentation and handover responsibilities in the implementation scope. Production hosting and security controls are part of that work.
How are implementation and support priced?
We provide a scoped proposal after understanding your portfolio, current tools and priorities. It separates delivery, hosting, integrations and ongoing support.
LET’S START WITH YOUR BUILDINGS
What would clearer maintenance look like for you?
Tell us about your properties, current tools and immediate priorities. We can identify what needs attention first and discuss a practical starting scope.
ABU DHABI · UAE