How a job travels
- A fault gets reported in under a minuteA teacher picks the room from the school’s own list, snaps a photo and taps send. On Gold and above the AI reads the photo and drafts the category, priority and description before a human has touched it.
- Emails and Teams messages become work orders, not a to-do pileEvery report lands in one triage inbox with site, location, priority and access contact already extracted. Assigning it is two clicks, and the site manager confirms before anything becomes a job.
- The site team works it from a phoneCaretakers see their own jobs and nothing else: start, before-and-after photos, a note, sign-off, or “contractor required”. Where a site has no asbestos record held against it, starting a job puts up a warning and records who confirmed they had checked.
- Contractors update jobs without a loginA secure link carries the job and access details. The contractor moves it through the same states the office sees, uploads certificates and photos, and cannot close the job without them.
- Inspections raise their own jobsFire walks, water checks, emergency lighting, PAT and playground equipment, answered on a phone. Anything marked as failed becomes a work order automatically, with the photo and priority attached.
- Planned maintenance raises itselfStatutory duties sit on a compliance register with the certificate filed against each one. Superseded copies are kept, and anything missing shows as “no record held” rather than being buried.
- Leadership sees it liveCompliance rate, overdue work and contractor cover by school, and your position against the DfE Estate Management Standards calculated nightly from the records themselves, each score clickable back to the certificate or the overdue job behind it.
What the AI does, and what it does not
AI drafting reads the words of a request or a photo of a fault and fills in the site, priority, category, location, impact and access contact. It never decides: a person checks and clicks. That text or photo is the only thing that leaves your tenant, and only when you use the feature. Security, data and AI, in full.
