Talk to Andy
Andy detects screen/entity intent, returns focused How-To answers, searches records by name/SSID/URL, highlights requested JSON fields, queries live Calendar/Messaging/entity data and performs supported permission-checked actions.
Full FM + CAFM + EAM + IWMS + Operational Digital Twin. Operational now.
One platform for facilities, assets, property and projects — with AI built into operations.
Run a complete FM, CAFM, EAM and IWMS estate: asset health and predictive maintenance, IoT/BMS and condition monitoring, energy/carbon, compliance, permission-gated engineer operations, stores/procurement, space/property, projects/portfolios, helpdesk, PPMs, SLAs and reporting. AI Andy explains live operational data and proactively surfaces recommendations while Background Automation acts on operational risk in the background. Built-in WebRTC video calls and the persistent Translate control let distributed teams meet and work across languages without leaving Facilities Now.
713 visitorsTalk to Andy (n)Background AutomationPublic entity sharingMulti-tenantQR + unique URLs
FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
Live visitor counter713unique visits recorded
Complete facilities stack
AI-assisted facilities operations without disconnected systems.
Talk to Andy searches the built-in How-To, checks permitted live entity status by SSID or URL, shares conversations through Messaging and escalates referenced conversations to support. SSID-first multi-tenant records, email two-factor authentication, deny-by-default CRUD permissions with global role baselines and tenant overrides, a visual Background Automation-driven workflow engine, hierarchical JSON entity import/export and filterable audit evidence sit alongside maintenance, helpdesk, inventory, projects, documents, calendars and reports. The How-To is always first in the signed-in left menu, while AI Andy can search that guidance, resolve permitted entity SSIDs/URLs to live status, share conversations through Messages and escalate referenced conversations to support.
Knowledge Gathering Layer
128 adaptive logical crawlers discover FM/CAFM/EAM/IWMS and coding/SQL knowledge, feed quality-scored Stage-2 evidence into a 256-input / 512-hidden / 32-output neural model with 148,000 trainable parameters, then share that learned evidence with foreground Talk to Andy and Background Automation so chat explanations and proactive observations can improve over time.
AI improvement advisors
Owner-only AI Update turns Stage-2 evidence and local code/schema analysis into a Database Performance Advisor, function-level Code Implementation Blueprints, Regression Test Generator Suggestions and an Evidence-driven Improvement Backlog. Every item carries confidence, evidence provenance, affected files and status for supervised review.
One created company per email
Each email address can create one company workspace and can still join additional companies by invitation. Company-creation help is available at admin@facilitiesnow.co.uk.
Tiered support & application availability
Free includes Standard Email support and AI Andy escalation with Instant application availability. Pay as you use, SMB and SMB Charity add Standard Email and Telephone Support from 8am–6pm Mon–Fri. Enterprise and Enterprise Charity provide 24-hour telephone/email support, one dedicated Customer Manager / Developer / Support staff member for each company, and availability within 48 hours of a new subscription or upgrade.
Email 2FA
Every password login requires a time-limited six-digit email code before the user session opens.
Deny-by-default CRUD permissions
Manager, Support, Engineer, Employee and Project Manager start with no List, Detail, Create, Update or Delete rights. Platform-global role defaults apply everywhere, tenant overrides can change them locally, explicit user overrides remain available, and Admin always has full access.
JSON portability
Export, import and generate templates as complete hierarchical JSON: real database fields plus nested relationships, with readable linked-record names wherever possible.
Visual workflows
Connect Start, Trigger, Entity Update, Lookup, Action and End nodes by dragging node points. Background Automation workers re-check trigger conditions and follow multi-output lookup paths asynchronously.
System audit
Filter audits by user, entity, date and success/failure status, then export the filtered evidence to JSON.
QR + optional public sharing
Every entity keeps its normal authenticated detail. Turn on Allow public share for an individual record to publish a read-only detail URL and JSON output that can be opened without logging in.
Locations as assets
Flag Locations or Location Zones as assets and manage them alongside equipment while keeping a clear Location / Location Zone identity.
Built-in translation
Use the persistent Translate control on the landing page and throughout the signed-in workspace to translate visible interface/help content into major languages without changing the underlying operational records.
Share & collaborate
Share any record, detail or timeline item to one or more users through built-in Messaging, then move directly into Calendar or Video Calls when a live discussion is needed.
Connected filters
Every operational list can filter by connected entities, including direct relationships such as Location Zones by Location and generic linked records.
Sortable, configurable lists
Left-click headings to sort. Right-click entity-list headings to remove columns or add fields from the current entity and its linked entities, with layouts remembered in the browser.
Full-size workspace tabs
Lists and details open beneath the global menus as full content-area tabs. The tab strip stays pinned at the top while content scrolls; drag tabs to reorder them, close them with × or the screen Close action, and keep filters/forms mounted while switching work.
SLA uptime
Use target minutes or target uptime percentage and review 12 months of uptime history wherever an SLA is attached.
Copy & unique names
Copy a record into an unsaved clone with linked entities staged for Save. Names remain unique per entity type and tenant.
Table, tiles, light or dark
Switch lists between table and thumbnail tiles, then choose the light desktop workspace or dark operations view from the persistent top bar.
FACILITIES NOWLocations
| SSID | Name | Status |
|---|---|---|
| HQ-01 | London HQ | Active |
| WH-04 | North Warehouse | Open |
| SITE-12 | Service Centre | Active |
FACILITIES NOWKanban Board
FACILITIES NOWPPMs
| SSID | Name | Status |
|---|---|---|
| PPM-302 | Quarterly AHU service | Due |
| PPM-298 | Fire door inspection | Active |
| PPM-287 | Water hygiene checks | Open |
FACILITIES NOWHelpdesk Ticket
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
Least-privilege access control
Deny by default, governed globally, overridable per tenant.
Every non-Admin role starts with no List, Detail, Create, Update or Delete rights. System administrators define a platform-global CRUD baseline for each role and entity; that baseline applies to every company and tenant unless a company administrator creates a tenant-specific role override. Explicit per-user overrides remain available for exceptions. The protected Admin role always has full access.
Global role defaults
Define one CRUD permission set per role and entity as the cross-company baseline. New tenants inherit the same policy without having to recreate the matrix.
Tenant overrides
For tenant-scoped entities, company administrators can override a role’s global baseline only for the selected tenant, then reset it back to inheritance at any time.
User overrides
Use explicit user-level CRUD overrides for exceptional access without changing the global role baseline or every user assigned to that role.
Protected Admin
Admin is always full access. Its CRUD rights cannot be reduced by a global role edit, tenant override, copy operation or another account flag.
Exact evaluation order
For non-Admins, effective access is resolved as user override → tenant role override → platform-global role default → deny, while company/tenant membership and assignment restrictions still apply.
Secure migration
Existing installations receive a one-time deny-by-default policy migration for non-Admin role defaults while preserving explicit user overrides.
Calendar · Video Meetings · Messaging · built-in translation
Schedule it, meet in the browser, then keep the conversation connected to the work.
Calendar combines one-off and recurring events, multiple linked entities, conflict-checked Room / Desk booking, worker-maintained schedules, user invitations and secure browser video meetings. Every video meeting receives a unique URL and QR code. Organisers can select one or more existing system users and/or enter external attendee addresses, with duplicate emails merged automatically. Guests join without a Facilities Now account by entering only the one-time six-digit code already included in their invitation; the join screen does not ask for an email address. The code does not expire, remains single-use and is replaced when a newer invitation code is issued, while signed-in invited/company users can join automatically. Workspace → Video Calls lists meetings with Create, Edit, Delete and Join controls. Editing resends meeting details; deleting emails a cancellation. Messaging keeps conversations in the company workspace and lets users share permitted entity records and timeline context with the people who need them.
Advanced FM + CAFM + EAM + IWMS by domain
Advanced capabilities grouped around the way facilities teams operate.
Facilities Now groups its active advanced-module catalogue into connected operational domains instead of one flat catalogue. Free, SMB and Pay as you use include every domain with finite advanced-record quotas; Enterprise removes advanced-module record limits. The same tenant permissions, assignments, audit, JSON portability, QR/unique URLs, linked entities, System Views/Reports, Background Automation and AI Andy controls apply throughout. Advanced records stay connected to core Assets, Locations, Helpdesk, Calendar, Projects and Documents rather than becoming isolated data silos.
Asset intelligence
Asset Intelligence
Understand condition, hierarchy, failure risk and whole-life cost through Health Scores, predictive maintenance, IoT/BMS, Condition Monitoring, FMEA, lifecycle, depreciation, warranties and TCO. Digital Twins and floor plans are managed with the locations and spaces they represent.
Asset HealthPredictive MaintenanceIoT/BMSLocation-linked TwinsFMEALifecycleDepreciationTCO
Assurance
Maintenance & Compliance
Control inspections, user Work Permits, compliance registers, dashboards, evidence packs and reusable work templates while connecting work to SLA performance, Assets and responsible users.
InspectionsUser Work PermitsCompliance RegisterEvidence PacksWork Templates
Performance
Energy, Metering & Sustainability
Retain meter-reading history, analyse consumption and carbon, manage ESG targets and connect energy performance to assets, spaces and live Digital Twin overlays.
Meter ManagementEnergy & CarbonESGCapital PlanningCost Centres
Supply chain
Inventory, Suppliers & Procurement
Manage location-aware inventory, supplier product and ordering details, outstanding purchase orders, tracking and goods receipt around the work and assets they support.
InventorySuppliersProcurementSupplier Performance
Field teams
Users, Workforce & Engineer Operations
Coordinate engineers through the permission-gated Engineer Portal, integrated Skills & Qualifications and Work Permits, QR/NFC actions and merged Time-Sheets/Labour. Users record their own From/To time from Workspace against free text, Tasks, PPMs or service attendance; Admins and Managers edit workforce entries from Users & Access. Provided Services can award verified Skills/Qualifications on completion, and capability-aware Task/PPM assignment uses the same workforce record.
Engineer PortalTime-SheetsSkills & QualificationsWork PermitsService DeliverablesQR/NFCRoutesOffline Sync
Places & services
Locations, Spaces, Visitors & Bookable Services
Manage Locations, Location Zones / Spaces and Desks as one operational place model. Location and Zone / Space details include Digital Twin Documents and Available Services with a 12-month availability calendar; Locations also carry Lease & Property Management, while Zones / Spaces include Space & Occupancy and their Desks. Room / Desk Booking reserves either a Location Zone / Space or a Desk assigned to it. Add Visitor creates badge-ready QR/URL records and Current Visitors manages on-site departures.
Locations / SpacesDesksRoom / Desk BookingDigital TwinsLeasesVisitors
Portfolio governance
Projects & Portfolio Management
Extend Projects, Kanban and Gantt with baselines, earned value, risks, changes, stage gates, benefits, capacity, scenarios, critical path and AI project-risk prediction.
PortfoliosBaselinesFinancialsRisksChange ControlStage GatesCritical Path
Continuity
Resilience, Service & AI Operations
Prepare for incidents and continuity events, model dependencies and service impacts, retain knowledge, capture customer requests and let AI Operations surface cross-domain risk.
IncidentsBusiness ContinuityDependenciesService ImpactAI Operations CentreKnowledge Base
Plan-aware advanced-module usage
Free, SMB and Pay as you use use an exact per-module quota map rather than one generic cap. The active advanced-module table in Pricing is the source-of-truth presentation of every current advanced-module limit. Pay as you use inherits the SMB advanced-module map while Assets remain unlimited at £5 per billable Asset/month (monthly only). Enterprise and Charity Enterprise advanced-module records are unlimited.
Limits apply consistently to UI/API creates, JSON imports, AI Andy actions, worker-created records and Calendar-generated room/desk bookings. Billing shows Used, Limit and Remaining per module.
Meet AI Andy · proactive + adaptive
Andy observes, investigates, recommends — and learns which interpretations and next steps prove useful.
AI Andy is built as a hybrid operational intelligence layer rather than a single black-box chatbot. Deterministic Facilities Now workers and entity resolvers establish current evidence and remain authoritative for live facts, permissions and executed actions. Background Automation supplies proactive signals from Helpdesk, Assets, FMEA/RPN, condition readings, PPM, SLA, stock, compliance, projects and worker health. Tenant-local adaptive memory remembers relevant corrections and preferences. A first-party site-wide neural model then learns how facilities requirements are phrased and which abstract actions tend to succeed, without exposing one tenant’s raw data to another.
Proactive recommendation inboxTalk to Andy (n) updates automatically as workers discover repeat failures, Helpdesk clusters, condition deterioration, SLA risk, stock-out risk, missed PPMs, compliance gaps, project risk and other operational signals.
Live evidence investigationAndy resolves names and fields mentioned in a recommendation back to the current permitted records. Stock recommendations can reopen Inventory and re-check Quantity, Reorder Level, SKU and Unit before explaining whether the risk still exists.
Did you mean…? interpretationEntity names, field labels, aliases, SSIDs and record-like phrases are ranked. Ambiguous matches are offered as clickable alternatives instead of being silently guessed.
Tenant-local adaptive memoryExplicit “remember…” facts, user corrections and relevant prior outcomes stay scoped to the originating company/tenant/user and can be retrieved when they help answer a later question.
Helpful / Not helpful learningFeedback strengthens or weakens the memories and abstract action patterns that contributed to a response, so useful interpretations become easier to surface again.
First-party neural interpretation256 signed hashed language features feed exactly 512 trainable tanh neurons and 32 multi-label outputs covering facilities domains, actions, read/write/report/automate requirements and eight product/engineering proposal intents, for 148,000 trainable parameters.
Self-guided 24/7 learningA protected site-wide worker runs every five minutes, processes bounded training batches, rehearses earlier public vectors, refreshes the learning corpus and records model health, samples and errors.
128-crawler Knowledge Gathering Layer128 adaptive logical crawlers discover FM/CAFM/EAM/IWMS and coding/SQL sources across content-derived terms, abbreviations, software-house/region combinations, multilingual variants, subdomains, paths and learned neighbours. Accepted sources feed the RFC 9309-aware Stage-2 knowledge crawl; Wikipedia/reference and technical sources provide direct baselines.
Shared foreground + background knowledgeTalk to Andy and named Background Automation workers retrieve the same quality-scored Stage-2 evidence. The layer improves chat explanations and can surface clearly-labelled proactive improvement observations for functionality, screens, classes/services, workers, database/schema changes, refactors, tests and code implementation blueprints—without overriding live records or permissions.
Database + code improvement advisorsStage-2 SQL/PDO evidence is combined with local query/schema analysis to suggest indexes, transaction boundaries, constraints and query-shape improvements. Function contracts are compared with stronger Stage-2 patterns to produce safer implementation blueprints and targeted regression-test suggestions. A Product Discovery Worker consolidates the strongest findings into the owner-only AI Update review backlog.
Privacy-safe cross-company learningShared learning uses generic features such as screen:inventory, field:quantity, intent:stock and action:investigate. Raw questions, record names, quantities, ticket narratives, SSIDs, documents and company names stay out of the site-wide training features.
Permission boundedNeural confidence may change interpretation and suggestion order, but it cannot bypass company/tenant membership, CRUD rights, assignments or protected Admin access.
Fail-open operationsIf crawling or neural learning is unavailable, deterministic Andy, live entity queries, proactive recommendations, How-To and normal Background Automation continue running.
Guarded code evolutionLearning primarily changes weights, memories and ranking. A separate protected process can apply only embedded pre-approved recipes to whitelisted Andy learning/spider PHP after neural/evidence thresholds, backup, local PHP lint, atomic replacement and rollback checks. Remote code, permission rules and general business logic are never auto-written.
Example: evidence first, learning second
A stock warning naming Network Equipment and Power Equipment is not answered from memory. Andy first resolves those Inventory records and checks live Quantity/Reorder Level/SKU/Unit. The neural model can help understand that “qty”, “stock”, “replenishment” and “shortage” are related requirements and can rank useful next steps, but the current database values remain the evidence.
AI AndyEvidence first · adaptive interpretation · permission boundedFACILITIES NOWTalk to Andy
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
FACILITIES NOWAI Andy Neural Learning
Learning256 inputs512 tanh neurons32 outputs5-minute trainer
| Layer | Principle | Purpose |
|---|---|---|
| Language input | Signed hashed tokens + n-grams | Interpret wording |
| Hidden | 512 trainable tanh neurons | Learn nonlinear patterns |
| Output | 32 multi-label scores | Domain + action + requirement + product proposals |
| Training | Online SGD + decaying rate | Continuous improvement |
FACILITIES NOWAI Andy Knowledge Spiders
128 crawlersContent-derived FM / CAFM / EAM / IWMS discoveryRFC 9309Stage 2 knowledge crawl
| Stage | Purpose | Safety |
|---|---|---|
| 1 · Domain discovery | Generate candidate domains from current landing/How-To terms and scan untried addresses | Public-host validation + scan history |
| 2 · Knowledge crawl | Scrape every accepted source | RFC 9309 + rate limits |
| Engineering discovery | Content-derived crawler + JS/React/PHP/MySQL coding domains | Evidence only |
| Learning stability | Monitor loss + clip gradients when sustained | Bounded updates |
FACILITIES NOWTalk to Andy
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
Technical principles · first-party self-guided learning
How Andy gets smarter without turning learned information into another tenant’s data.
The Knowledge Gathering Layer combines 128 adaptive crawlers, shared Stage-2 evidence, memory, privacy-safe abstract learning and a 256-input / 512-hidden / 32-output neural model with 148,000 trainable parameters. That separation is what allows a site-wide model to improve from many companies while each operational answer still returns through the same tenant-aware database and permission layer.
1 · Deterministic evidence layerWorkers and entity resolvers query current permitted records first. Learning cannot replace live Asset, Ticket, PPM, SLA, Inventory, condition, FMEA, energy, compliance or project evidence.
2 · 256-dimensional language encodingNormalised words and short n-grams are feature-hashed into a fixed signed 256-dimensional neural input vector, avoiding an ever-growing vocabulary table.
3 · Exactly 512 tanh neuronsThe hidden layer learns nonlinear combinations so varied phrases can map to similar facilities requirements without requiring exact keyword matches.
4 · 32 multi-label outputsOutputs score FM/CAFM/EAM/IWMS and operational domains, actions and requirements plus functionality, screen, class, service, database, worker, refactor and test proposals.
5 · Online SGD + sustained-loss clippingSmall stochastic-gradient batches update the model continuously. A decaying learning rate makes early learning responsive; when elevated loss remains sustained for three or more batches, gradient-norm clipping tightens and the learning rate is reduced until stability returns.
6 · Outcome reinforcementHelpful, Accepted and Completed outcomes provide positive training weight; Not helpful and Dismissed outcomes provide negative weight for the contributing interpretation/action pattern.
7 · Scoped memoryLocal terminology, supplier lead-time knowledge, user preferences and explicit memories stay within their company/tenant/user scope instead of becoming global model text.
8 · Abstract cross-company featuresThe shared learner sees schema/domain/action abstractions, not raw tenant narratives or values. A separate action-pattern recommender requires at least three companies and five samples before a shared pattern can influence another company.
9 · 128-crawler FM / CAFM / EAM / IWMS learningStage 1 uses 128 tracked domain crawlers whose candidate names are generated from terms that appear in the current landing page and How-To/feature content. The fleet tries multiple domain forms and extensions—examples include fm.com, fm.co.uk, bigfm.net and cafm-made-easy.net—records every scan result, content-matches public sites and queues only accepted destinations into Stage 2. Wikipedia pages for FM, CAFM, EAM and IWMS remain direct Stage-2 baseline reference sources.
10 · Shared knowledge improves chat + proactive observationsForeground Talk to Andy retrieves quality-scored Stage-2 evidence to improve explanations and suggestion ranking. Named workers receive the same advisory context; the AI Andy recommendation worker can turn strong product/engineering proposals into clearly-labelled proactive improvement observations. Live tenant evidence and permissions remain authoritative.
11 · Restart discovery without forgettingStage-1 scanned-domain history, discovery queues and Stage-2 crawl due-state can be cleared for a fresh pass while learned knowledge pages, model weights/training history, crawler strategy rewards, learned vocabulary/negative memory, host quality and product proposals remain intact.
12 · RFC 9309 crawler safetyrobots.txt uses RFC 9309-style user-agent selection and longest-match Allow/Disallow handling. Crawl-delay, host rate limits, SSRF restrictions, bounded redirects and content-type controls remain enforced.
13 · Derived public knowledge onlyPublic pages are converted to URL/title/topic, derived keywords, a hashed vector and content hash. Raw page bodies are discarded instead of being retained as tenant or model memory.
14 · One site-wide trainerA MySQL advisory lock means only one neural/spider cycle owns the shared model at a time even if multiple tenant worker schedulers encounter the task.
15 · Search → crawl → train cyclesThe protected five-minute worker performs due topic discovery first, queues accepted hits, crawls a small bounded Stage-2 batch, queues rehearsal samples, trains a bounded neural batch and records model/crawler health rather than monopolising PHP/MySQL resources.
16 · Confidence gatingNeural suggestions are suppressed until training volume and confidence are sufficient. Early-model randomness does not replace deterministic entity resolution.
17 · Auditable boundariesLearning changes stored model weights and rankings. CRUD validation, audit, tenant filtering and explicit application actions remain the authority for business changes.
18 · 128-crawler engineering + code researchThe same adaptive 128-crawler scheduler prioritises RFC 9309, cURL, JavaScript, React.js, PHP, MySQL and database terminology. PHP.net, GitHub, W3Schools and Stack Exchange are direct Stage-2 technical sources; useful discovered hosts can contribute vocabulary, paths, sitemaps and graph-linked neighbours. Conditional freshness and duplicate fingerprints prevent repeated processing, and remote evidence is never executed or copied automatically.
19 · Neural-scored code evolutionA protected two-hour learning-code worker evaluates pre-approved improvements using the 512-neuron model plus deterministic evidence. A change can proceed only after neural/evidence thresholds are met.
20 · Backup · lint · atomic apply · rollbackSelf-improvement is constrained to whitelisted Andy PHP files and embedded local recipes. The worker creates a protected source backup, runs PHP syntax validation, replaces atomically, validates again and restores the original automatically if the post-write check fails.
21 · No remote-code ingestionPublic research influences candidate scoring and model weights only. Remote snippets or page bodies can never become executable PHP, and arbitrary downloaded code is never evaluated.
22 · Graceful degradationBlocked outbound web access pauses public learning/research; neural or code-upgrade failure falls back to deterministic Andy. Core facilities operations and the other workers continue independently.
23 · Automatic high-confidence PHP evolutionWhen a candidate has an embedded approved recipe, at least 50 neural samples, neural benefit ≥ 0.78, engineering evidence ≥ 0.70 and combined confidence ≥ 0.80, the protected learning-code worker may apply one improvement in that cycle automatically.
24 · Standalone Owner AI Model Control CentreA separate root-level
ai-update.php owner control plane—outside the SPA and deliberately not linked from the application—shows model/weight state, 128-crawler strategy/TLD/language yields, matches-per-100 KPIs, scan history, learned vocabulary, negative memory, domain graph/frontier, Stage-2 host quality/freshness, RFC 9309/backoff/timeout telemetry, code candidates and full apply/rollback chronology.25 · From → To source audit + rollbackApproved code candidates show the whitelisted target, neural/evidence/combined scores and before/after source excerpts. Applied events retain hashes and protected backups so the owner can inspect and roll back a change.
26 · Standalone secret boundaryThe AI update page is deliberately outside and unlinked from the SPA. Visiting
/ai-update.php reveals only a secret prompt until the dedicated server-side AI update secret is accepted; controls lock again automatically.27 · Tenant-isolated RAGAndy retrieves relevant permitted graph nodes, scoped memories, predictions and live evidence before complex answers. Retrieval adds current context without making neural weights the source of record truth.
28 · Facilities knowledge graphAssets, Locations, Zones, Tickets, PPMs, SLAs, Inventory, Suppliers, Projects and other entities become freshness-scored nodes with relationship edges derived from live lookup fields.
29 · Ten specialist agentsA supervisor routes requirements across Asset, Reliability, ITSM, Inventory/Procurement, Energy/ESG, Projects, Compliance, Finance/TCO, IWMS Space and Evidence/Safety specialists.
30 · Plan → observe → critic → replanComplex investigations persist goals and specialist steps. A safety/evidence critic challenges weak conclusions and low-confidence requirements can ask for clarification instead of guessing.
31 · Contextual banditsAction suggestions gain context-specific reward statistics plus bounded exploration, allowing Andy to learn which next step tends to work best in similar abstract operational situations.
32 · Active learning + abstentionUncertain interpretations enter an active-learning queue with a targeted clarification question, converting ambiguity into supervised learning rather than an invented answer.
33 · Experience replayPrivacy-safe past outcomes are replayed in small priority batches to protect useful older behaviour from catastrophic forgetting while new evidence arrives.
34 · Curriculum + contrastive trainingFacilities benchmark cases reinforce intended multi-task labels and apply negative pressure to confidently wrong alternatives, moving learning from basic recognition toward harder operational reasoning.
35 · Reward + long-term creditImmediate feedback is supplemented by later business outcomes: a completed recommendation that does not recur can gain positive credit, while recurrent unresolved signals reduce reward.
36 · Champion / challengerThe current production policy stays champion while a challenger runs in shadow. Promotion requires enough outcome samples and measurable improvement rather than simply being newer.
37 · Automated benchmark suiteKnown stock, failure, SLA, project, energy and compliance scenarios are evaluated repeatedly and retained as a model-regression history.
38 · Confidence + drift monitoringBenchmark quality and neural loss feed calibration/drift metrics so Andy can identify when learned behaviour is becoming stale or less reliable.
39 · Bayesian failure + RULAsset health, FMEA/RPN and criticality update a 90-day failure probability using Bayesian-style evidence odds, alongside an estimated Remaining Useful Life prediction.
40 · Operational forecastsDedicated workers create reusable SLA-breach, stock-out, project-delay, supplier-risk and energy-anomaly predictions with confidence and evidence instead of hiding forecasts inside chat text.
41 · Change-point detectionEnergy analysis compares current consumption to baseline/rolling history and tracks regime-change strength, helping distinguish one-off anomalies from a persistent operating shift.
42 · Causal + counterfactual reasoningRepeat patterns create testable hypotheses and counterfactual scenarios—such as comparing recurrence after a PPM interval change—without labelling correlation as proven cause.
43 · Digital Twin simulationScenario, baseline, result and confidence records allow proposed Asset/dependency interventions to be compared before any live operational change.
44 · Constraint / risk / cost optimisationWork can be ranked against deadlines, progress, risk and future cost/TCO constraints while normal application permissions and approval remain authoritative.
45 · Memory consolidation + freshnessScoped memories are deduplicated and stale non-explicit memories decay gradually; deliberate preferences and live facts remain separate.
46 · Federated-style privacy controlsShared learning accepts only abstract features under a daily company contribution budget. Eligible cross-company reward aggregates receive bounded noise; raw tenant graphs, records and text are never globally retrievable.
47 · Source trust + injection isolationPublic pages are untrusted evidence, never instructions. Instruction-like crawler content can be rejected and source hosts accumulate independent trust/blocked history.
48 · Adversarial red-team workerA protected process repeatedly tests prompt injection, secret extraction, cross-tenant requests and normal FM behaviour so AI safety regressions become observable.
49 · Event-driven agent triggersCritical failures, breaches, threshold events, Major Incidents and overdue work can be detected as high-signal events, complementing normal scheduled analysis.
50 · Evidence provenancePredictions, simulations, graph relationships and agent plans retain source/entity evidence, model version and confidence so Andy can explain why it reached a recommendation.
FACILITIES NOWAI Andy Neural Learning
Learning256 inputs512 tanh neurons32 outputs5-minute trainer
| Layer | Principle | Purpose |
|---|---|---|
| Language input | Signed hashed tokens + n-grams | Interpret wording |
| Hidden | 512 trainable tanh neurons | Learn nonlinear patterns |
| Output | 32 multi-label scores | Domain + action + requirement + product proposals |
| Training | Online SGD + decaying rate | Continuous improvement |
FACILITIES NOWAI Andy Knowledge Spiders
128 crawlersContent-derived FM / CAFM / EAM / IWMS discoveryRFC 9309Stage 2 knowledge crawl
| Stage | Purpose | Safety |
|---|---|---|
| 1 · Domain discovery | Generate candidate domains from current landing/How-To terms and scan untried addresses | Public-host validation + scan history |
| 2 · Knowledge crawl | Scrape every accepted source | RFC 9309 + rate limits |
| Engineering discovery | Content-derived crawler + JS/React/PHP/MySQL coding domains | Evidence only |
| Learning stability | Monitor loss + clip gradients when sustained | Bounded updates |
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
Background Automation
59 supervised workers operate the platform — including Andy’s protected neural-learning, spider-code research and controlled code-upgrade cycles.
Background Automation runs continuously according to subscription scope. Alongside workflow reconciliation, Calendar housekeeping, PPM scheduling, SLA monitoring, compliance checks, stock forecasting and worker-health supervision, the AI Andy recommendation worker correlates cross-domain evidence into Talk to Andy (n). Twenty dedicated intelligence workers refresh the tenant knowledge graph, supervise specialist-agent plans, learn rewards/contextual bandits, replay experience, run benchmarks and champion/challenger evaluation, monitor confidence/drift, forecast failure/RUL/SLA/stock/energy/project/supplier risk, generate causal/counterfactual Digital Twin simulations, consolidate memory, enforce privacy/safety, red-team the model, optimise work and react to high-signal events. The separate 512-Neuron Learning + Spider Worker trains language/requirements interpretation from bounded privacy-safe outcomes and derived public knowledge vectors. An hourly Spider Code Research Worker uses the adaptive 128-crawler technical families plus direct PHP.net, GitHub, W3Schools and Stack Exchange evidence, then studies accepted public sources and evaluates local core-file/database techniques, and a protected two-hour Learning Code Upgrade Worker can automatically apply only pre-approved, neurally beneficial, linted and rollback-safe improvements to whitelisted Andy PHP files. The separate secret-protected ai-update.php control centre is not linked from the tenant SPA; the owner opens it directly as its own desktop-style SPA with a left menu, persistent open tabs and tab strip. Its live crawler workspace auto-refreshes tested webpages, supports text/status/control filters, owner Whitelist/Blacklist/Rescan actions and a manual Scan URL control, while the product-proposal workspace lets the owner Implement, mark Completed or Ignore suggestions so handled items leave the active list. The same control centre also exposes shared model/network state, adaptive crawler yield, learned/negative memory, domain graph/frontier, Stage-2 quality/freshness, RFC 9309/backoff/timeout/gradient telemetry, code-research coverage, exact From → To excerpts, applied/blocked/rollback history and manual apply/rollback controls without exposing another tenant’s operational data.
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWKanban Board
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
Projects · Kanban · Gantt
Plan facilities projects visually, then schedule the work into real Tasks and Calendars.
Projects open in full-size reorderable workspace tabs. Every new Board starts with Notes, Requested, In Progress, On Hold and Complete lanes; lanes and Cards can be colour-coded. Gantt Charts use the linked Project dates, support hierarchical Tasks with prerequisites, and let users draw work directly across the timeline.
Project filtersFilter Projects by Kanban Board or Kanban Card and Boards by Card.
Workspace tabsOpen Boards, Charts, lists and details full-size beneath the global menus, then close or drag-reorder their tabs.
Lane actions + coloursUse Options or right-click to Add Card, Copy, archive/delete or change the lane colour; the full lane uses that colour.
Cards + linked recordsColour Cards, link entities, use Open/Edit/Copy/Delete actions and hover the ⓘ control to inspect linked records.
Hierarchical GanttCreate one or many Charts with nullable parent Tasks, zero-to-many prerequisites and colour-coded bars.
Draw + assign + alertClick Add and draw Tasks from start to finish across Project dates; right-click for user/entity assignments and receive due/overdue alerts.
FACILITIES NOWProjects
| SSID | Name | Status |
|---|---|---|
| PRJ-14 | Office refurbishment | Active |
| PRJ-11 | HVAC controls upgrade | Open |
| PRJ-09 | LED replacement | Active |
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWProjects
| SSID | Name | Status |
|---|---|---|
| PRJ-14 | Office refurbishment | Active |
| PRJ-11 | HVAC controls upgrade | Open |
| PRJ-09 | LED replacement | Active |
FACILITIES NOWProjects
| SSID | Name | Status |
|---|---|---|
| PRJ-14 | Office refurbishment | Active |
| PRJ-11 | HVAC controls upgrade | Open |
| PRJ-09 | LED replacement | Active |
FACILITIES NOWKanban Board
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
Helpdesk · PPMs · Maintenance Steps
Resolve faults faster and schedule preventive maintenance before it becomes reactive work.
Helpdesk Tickets can turn reusable Maintenance Steps into assigned Tasks, shared Calendar bookings and user Messages. PPMs use the same procedures, show two years of due dates and can be scheduled manually or by Background Automation workers.
Helpdesk
Ticket → Task → Calendar → Message
Create a Ticket with or without an Asset. Asset-linked Tickets inherit read-only Location/Location Zone and an overridable SLA. Selected Maintenance Steps resolve all configured users, roles or user groups, create linked Tasks, find the earliest shared available slot for the procedure duration, create Calendar entries and send Messages.
- Asset optional with inherited Location / Zone / Space / SLA
- Reusable Maintenance Steps or create one inline
- Multi-user assignment from users, roles or user groups
- Earliest shared Calendar availability
- Task ↔ Ticket ↔ Calendar traceability
- User Messages with schedule and record links
- Unique URL, QR and optional public sharing
FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
Planned Preventive Maintenance
See two years ahead. Create and assign the next two months automatically.
PPMs link reusable Maintenance Steps with recurrence. The PPM detail calendar shows calculated due dates for the next two years. Right-click a due event and choose Schedule, or let Background Automation workers create and assign unscheduled due occurrences once they enter the next two months, book shared Calendar time and message the assignees.
- Zero or more reusable Maintenance Steps
- Two-year visual due-date calendar
- Right-click a due event → Schedule
- Automatic two-month Task creation + assignment
- Shared availability across all assignees
- Duplicate prevention by PPM + exact due date
- Missed-maintenance escalation
FACILITIES NOWPPMs
| SSID | Name | Status |
|---|---|---|
| PPM-302 | Quarterly AHU service | Due |
| PPM-298 | Fire door inspection | Active |
| PPM-287 | Water hygiene checks | Open |
FACILITIES NOWPPMs
| SSID | Name | Status |
|---|---|---|
| PPM-302 | Quarterly AHU service | Due |
| PPM-298 | Fire door inspection | Active |
| PPM-287 | Water hygiene checks | Open |
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWTasks
| SSID | Name | Status |
|---|---|---|
| TSK-81 | Check filters | Open |
| TSK-79 | Inspect plant room | Active |
| TSK-74 | Review SLA breach | Open |
FACILITIES NOWCalendar
MonTueWedThuFriSatSun
1
2
3PPM due
4
5
6
7
8
9
10PPM due
11
12
13
14
15
16
17
18PPM due
19
20
21
Engineer workspace · capability-aware assignment
Give engineers the work they can actually perform.
Workspace → Engineer Portal is generated for Engineer-role and Is Contractor users only. It shows assigned entities and Tasks plus eligible unassigned Tasks that match every required Skill or Qualification. Engineers can Assign to me, which assigns the Task and adds it to their Calendar. Users & Access carries Skills & Qualifications and Work Permits, while System Setup provides auto-populated type catalogues.
Generated Engineer Portal
No New, Edit or Delete controls: the portal is a live operational view of the current engineer’s assignments.
Capability-gated Tasks & PPMs
Tasks and PPMs can require multiple Skills or Qualifications. Manual assignment, self-assignment and generated PPM work reject users who do not meet every requirement.
User Work Permits
Manage permits directly on Users & Access using tenant Work Permit types from System Setup.
Contact Obea Support
Help → Contact Obea Support emails Bug and Enhancement requests directly to admin@facilitiesnow.co.uk.
Locations · spaces · desks · visitors · property
Run the physical estate from one Location Management workspace.
Locations and Location Zones / Spaces can be flagged as assets, carry SLAs, QR links and relationships, and filter every dependent selector to the correct place. Locations include Digital Twin Documents, Available Services with a next-12-month availability calendar and Lease & Property Management. Zones / Spaces add their own Twin Documents, Available Services, Desks and Space & Occupancy. The Desks list filters by Location and Zone / Space; Room / Desk Booking reserves either the Zone / Space itself or one of its Desks. Add Visitor creates badge-ready visitor records with QR and unique URL, while Current Visitors shows who is on site and provides Visitor Left Site.
FACILITIES NOWLocations
| SSID | Name | Status |
|---|---|---|
| HQ-01 | London HQ | Active |
| WH-04 | North Warehouse | Open |
| SITE-12 | Service Centre | Active |
FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
User-defined data & reports
Build your own governed data model, joined views and executable reports.
Create user-defined table data with primary and foreign keys, manage rows with full CRUD, combine custom data with Facilities Now entities through LEFT, RIGHT, FULL OUTER or INNER joins, then lay out reusable reports on a drag-and-drop blank page.
User Defined Table Data
Create custom tables and fields, mark a primary key, link foreign keys and create, view, edit, copy or delete row data without exposing unrestricted SQL or database DDL.
User Defined Views
Build read-only executable views from custom data and standard Facilities Now entities, with selected outputs, filters and governed joins.
Report Designer
Drag single-line or multi-line text, images, tables and lists onto a blank report page. Mix free text with dragged live entity fields and saved joined data.
Object permissions
Save and reload reports and views, then grant named users or roles independent View, Edit and Execute rights.
FACILITIES NOWUser Defined Table Data
● Contract ID · Primary key
Supplier · Foreign key
Renewal Date · Date
Annual Cost · Number
● Supplier ID · Primary key
Name · Text
Account Manager · Text
Risk Rating · Text
| Contract | Supplier | Renewal | Cost |
|---|---|---|---|
| CTR-104 | Northstar FM | 30 Sep | £42,000 |
| CTR-105 | City Engineering | 18 Oct | £18,500 |
| CTR-106 | LiftSafe UK | 07 Nov | £29,800 |
FACILITIES NOWUser Defined Views
Contract RegisterFULL OUTER JOINSuppliersLEFT JOINLocations
| Contract | Supplier | Location | Renewal |
|---|---|---|---|
| CTR-104 | Northstar FM | London HQ | 30 Sep |
| CTR-105 | City Engineering | North Warehouse | 18 Oct |
| CTR-106 | LiftSafe UK | London HQ | 07 Nov |
FACILITIES NOWReport Designer
FACILITIES NOWReport Output
Obea Demo CompanyContract Renewal PackGenerated from live report sources
QR
| Contract | Supplier | Renewal |
|---|---|---|
| CTR-104 | Northstar FM | 30 Sep 2026 |
| CTR-105 | City Engineering | 18 Oct 2026 |
Permission-filtered System Views · Reporting and Auditing
Operational views appear only when you can read their source entity.
System Views live under Reporting and Auditing. The built-in catalogue covers core operations, Failure Codes and advanced FM / CAFM / EAM / IWMS areas, but each signed-in user sees only views whose underlying entity they have Read access to; permissions are rechecked when a view runs.
Permission-filtered catalogue
Operational, exception, priority, governance, threshold, portfolio, compliance, automation, service and summary views are available when their source entity is readable.
CRUD governed
CRUD Permissions controls System View List and Detail access. Create, Update and Delete stay disabled because the built-in definitions are read-only.
Underlying permissions
Opening a System View also requires Read access to its underlying Facilities Now entity for the selected tenant.
Reports + assignments
Use System Views as Report data sources and assign individual System Views to users through Admin → Entity Assignment.
FACILITIES NOWSystem Views
Type: AllEntity: All
| System View | Type | Entity area |
|---|---|---|
| Overdue Helpdesk Tickets | Exception | Helpdesk |
| Assets Without an SLA | Governance gap | Assets |
| Projects Ending in 30 Days | Forward look | Projects |
| Active Assignments by User | Summary | Assignments |
FACILITIES NOWAssignments
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWSystem Views
Type: AllEntity: All
| System View | Type | Entity area |
|---|---|---|
| Overdue Helpdesk Tickets | Exception | Helpdesk |
| Assets Without an SLA | Governance gap | Assets |
| Projects Ending in 30 Days | Forward look | Projects |
| Active Assignments by User | Summary | Assignments |
FACILITIES NOWReport Designer
Permission-filtered System Reports
Print-ready operational reporting without exposing unreadable entities.
System Reports cover the facilities estate, maintenance, projects, automation, people and audit activity. Reports are omitted from the catalogue when the signed-in user cannot Read their required source entities, and permission is rechecked at execution. Outputs can include the company name, charts, tables, Print, a stable unique URL and QR code.
Ready-to-run reports
Core operational, reliability and advanced FM / CAFM / EAM / IWMS reports are filtered to the source entities the current user can Read. The Unassigned Tasks report highlights open Tasks with no assignee, while Time-Sheets by User & Period provides multi-user workforce time, labour category/cost and work-reference reporting.
Document-style output
Company-branded report pages with print-friendly chart and table layouts.
Permission aware
Runs use the signed-in user, current company and selected tenant read permissions.
URL + QR
Every System Report has a unique application URL and QR code for fast reopening.
FACILITIES NOWSystem Reports
FACILITIES NOWSystem Report Output
Obea Demo CompanyAsset Register & StatusSystem Report · permission-aware
QR
| Asset | Location | Status |
|---|---|---|
| AHU-01 | Head Office | Open |
| Boiler 02 | North Warehouse | Attention |
FACILITIES NOWSystem Reports
FACILITIES NOWSystem Report Output
Obea Demo CompanyAsset Register & StatusSystem Report · permission-aware
QR
| Asset | Location | Status |
|---|---|---|
| AHU-01 | Head Office | Open |
| Boiler 02 | North Warehouse | Attention |
See the real workspace
Real Facilities Now screens, rendered directly by the app.
Live application screen previews replace recreated mock imagery and mix light and dark workspace presentations.
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
Make Facilities Now yours
Light, dark and colour-blind themes, plus fonts, zoom and list style.
The same global controls are available on the landing page and throughout the signed-in app. Choose a named colour-blind palette, change font and text size, zoom the whole page, set an optional text colour, and switch operational lists between table and visual tile/icon views.
FACILITIES NOWLocations
| SSID | Name | Status |
|---|---|---|
| HQ-01 | London HQ | Active |
| WH-04 | North Warehouse | Open |
| SITE-12 | Service Centre | Active |
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWProject Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
Location Management · Operational Digital Twin · BIM · live floor plans
Turn location drawings into a live facilities operations console.
Digital Twins & Floor Plans and Digital Twin Tree now live under Location Management. Use interactive floor-plan placements, Location/Zone/Asset context, live Asset Health/IoT/energy/occupancy/work/compliance/FMEA overlays, IFC/BIM revision comparison, Brick/Haystack semantics, system topology, indoor routes, time-machine playback, emergency mode, Twin permissions, optional 3D and AI Andy spatial questions.
Helpdesk + Service Desk + Background Automation
Operate requests, incidents and automation as one connected service-management system.
Facilities Now extends FM helpdesk into a full operational service desk with Requester Portal, Customer / Service Portal, Guided Request Forms and service-catalogue self-service. Every active company user can use Calendar, Messaging, Book a Service and Room / Desk Booking without needing a CRUD role grant. Intake requests from the portals, email/API adapters, QR/unique URLs, Calendar, AI Andy, Engineer Portal users, IoT/BMS alarms, PPMs, Inspections and Workflows. Automatic triage calculates P1–P5 priority from Impact × Urgency, detects likely duplicates and parent/child relationships, groups clusters into Major Incidents, identifies recurring Problems, governs Changes, recommends engineers from Skills & Qualifications without automatic assignment, suggests Knowledge/SOP content, tracks requester confirmation and CSAT, and lets AI Andy surface unprompted evidence-backed Problem recommendations from recurring demand.
Helpdesk ConsoleUnassigned, P1/P2, overdue, Awaiting Customer and Awaiting Parts queues with response/resolution and CSAT metrics.
ITSM lifecycleMajor Incidents with command/comms context, Problem investigations and known errors, governed Changes with implementation/rollback, parent/child Tickets, lifecycle timestamps, requester confirmation and reopen tracking.
Knowledge + guided intakeSearch approved knowledge before creation, use Guided Request Forms and keep Customer Portal requests connected.
Engineer intelligenceSkills/certification-aware assignment recommendations with Asset, Location, SLA, Calendar and Task context.
Proactive AI Andy + 60+ workersBackground Automation watches PPM, SLA, Helpdesk clusters, repeat failures, Asset Health, FMEA/RPN, condition trends, IoT/BMS, energy, stock, procurement, compliance, projects, data quality and more, then adds evidence-backed recommendations to Talk to Andy (n). A dedicated site-wide worker continuously trains Andy’s first-party 256-input / 512-hidden / 32-output language, requirements and product-proposal model (148,000 trainable parameters) and exactly 128 adaptive logical crawler identities. Eight crawler families cover direct terms, abbreviations, dictionary combinations, multilingual forms, technical terms, successful-domain neighbours, subdomains and exploration. Domain generation also mixes product/source terms with software-house vocabulary and region names across a wider international extension pool including .co.uk and .org.uk. A bounded UCB scheduler learns productive strategy/TLD/language combinations from matches-per-100 and promotion/useful-page KPIs while preserving exploration. Lightweight multi-signal previews reject parked, irrelevant and duplicate sites; successful hosts can contribute learned vocabulary, likely paths, sitemaps and relevant outbound graph relationships. First-party discovery also follows RSS/Atom feeds, citations and references, HTML/JSON-LD metadata, public documents, site-search forms, pagination, breadcrumbs, language and print variants, linked/DNS-valid documentation subdomains and learned URL patterns; thin directory/category/search pages can remain discovery-only hubs. Each URL keeps discovery provenance and each discovery method earns a bounded adaptive priority from its useful-source yield. Stage 2 applies RFC 9309 robots caching, conditional ETag/Last-Modified requests, canonicalisation, duplicate fingerprints, bounded host-depth and a 100-point source-quality classification before material enters learned evidence. No third-party search/index API is used for this discovery pipeline. Wikipedia plus IWFM, Facilitiesline, Expansive FM and IFMA glossary material remain direct FM/CAFM/EAM/IWMS Stage-2 references. PHP.net, GitHub, W3Schools and Stack Exchange are direct technical evidence sources, while Stack Overflow and Stack Exchange also seed Stage-1 coding discovery. Stage 1 inventories local function purpose, parameters and inferred returns so Stage 2 can assess better implementation patterns for each function contract. Strong evidence can also produce owner-review proposals for new functionality, screens, reusable classes/services, workers, database/schema improvements, refactors, implementation patterns and regression tests. Foreground AI Andy and named Background Automation workers retrieve the same quality-scored Stage-2 evidence pool while live data and deterministic permissions remain authoritative. A daily self-optimiser can only adjust hard-bounded crawler weights, exploration share, rescan window and batch size and can never bypass the 128-crawler cap or safety controls.
Supervised automationPer-tenant enable/disable, cadence, Run Now, live process and named-worker health, automatic recovery, five-minute failed-run retries, current error reasons, last/next run, processed totals, failure metrics and a dead-letter Retry/Ignore queue.
FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWTalk to Andy
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
FACILITIES NOWHelpdesk Ticket
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
Subscriptions
Choose monthly flexibility or save money by paying yearly on fixed tiers.
Pay as you use is monthly only at £5 per Asset per month. SMB, SMB Charity, Enterprise Charity and Enterprise can be purchased monthly or yearly, with lower yearly pricing than 12 monthly payments. Free includes Standard Email support and AI Andy escalation with Instant application availability. Pay as you use, SMB and SMB Charity include Standard Email and Telephone Support 8am–6pm Mon–Fri with Instant availability. Enterprise and Enterprise Charity include 24-hour telephone and email support, one dedicated Customer Manager / Developer / Support staff member per company, and application availability within 48 hours of a new subscription or upgrade.
Free
£0 / month or year
- ✓1 tenant · 5 users · 20 Assets · 10 Locations/Zones
- ✓10 PPMs · 3 SLA types · 5 workflows · 1 project · 1 Kanban board
- ✓10,000 requests/day · unlimited helpdesk tickets
- ✓65 advanced modules · exact Free per-module quotas
- ✓86 System Reports · shared Free worker/server
- ✓Standard Email support · AI Andy support escalation
- ✓Application Availability: Instant
- ×No User Defined Table Data, User Defined Views or Report Designer
Pay as you use
Pay as you use
£5 / asset / month
- ✓3 tenants · 10 users · unlimited Assets · 50 Locations/Zones
- ✓50 PPMs · 10 SLA types · 50 workflows · 5 projects · 5 Kanban boards
- ✓Unlimited requests/helpdesk · 65 advanced modules with exact SMB quotas
- ✓User Defined Table Data + Views + Report Designer + 86 System Reports
- ✓£5 per billable Asset/month · monthly only · minimum 1 payment per Asset
- ✓Standard Email + Telephone Support · Mon-Fri 8am-6pm · AI Andy support escalation
- ✓Application Availability: Instant
- ✓Dedicated company Background Automation worker · shared server
Most popular
SMB Tier
Monthly£10,416 / month
Yearly£100,000 / yearSave £24,992 a year
- ✓3 tenants · 10 users · 1,000 Assets · 50 Locations/Zones
- ✓50 PPMs · 10 SLA types · 50 workflows · 5 projects · 5 Kanban boards
- ✓Unlimited requests/helpdesk · 65 advanced modules with exact SMB quotas
- ✓User Defined Table Data + Views + Report Designer + 86 System Reports
- ✓Standard Email + Telephone Support · Mon-Fri 8am-6pm · AI Andy support escalation
- ✓Application Availability: Instant
- ✓Dedicated company Background Automation worker · shared server
Charity
SMB Charity Tier
Monthly£6,250 / month
Yearly£50,000 / yearSave £25,000 a year
- ✓3 tenants · 10 users · 1,000 Assets · 50 Locations/Zones
- ✓50 PPMs · 10 SLA types · 50 workflows · 5 projects · 5 Kanban boards
- ✓Unlimited requests/helpdesk · 65 advanced modules with exact SMB quotas
- ✓User Defined Table Data + Views + Report Designer + 86 System Reports
- ✓Standard Email + Telephone Support · Mon-Fri 8am-6pm · AI Andy support escalation
- ✓Application Availability: Instant
- ✓Dedicated company Background Automation worker · shared server
- ✓Valid charity / school / college / university / local educational authority name required
Charity
Enterprise Charity Tier
Monthly£33,333 / month
Yearly£300,000 / yearSave £99,996 a year
- ✓Unlimited tenants, users, Assets, Locations/Zones, PPMs, SLA types, workflows, projects and Kanban boards
- ✓Unlimited requests and helpdesk tickets
- ✓65 advanced modules · unlimited records
- ✓User Defined Table Data + Views + Report Designer + 86 System Reports
- ✓24-hour Telephone support · 24-hour Email support · AI Andy support escalation
- ✓1 dedicated Customer Manager / Developer / Support staff member per company
- ✓Application Availability: within 48 hours of a new subscription or upgrade
- ✓Dedicated server · Background Automation worker per tenant
- ✓Valid charity / school / college / university / local educational authority name required
Enterprise Tier
Monthly£50,000 / month
Yearly£500,000 / yearSave £100,000 a year
- ✓Unlimited tenants, users, Assets, Locations/Zones, PPMs, SLA types, workflows, projects and Kanban boards
- ✓Unlimited requests and helpdesk tickets
- ✓65 advanced modules · unlimited records
- ✓User Defined Table Data + Views + Report Designer + 86 System Reports
- ✓24-hour Telephone support · 24-hour Email support · AI Andy support escalation
- ✓1 dedicated Customer Manager / Developer / Support staff member per company
- ✓Application Availability: within 48 hours of a new subscription or upgrade
- ✓Dedicated server · Background Automation worker per tenant
Save money by paying yearly. SMB Tier saves £24,992/year, SMB Charity Tier saves £25,000/year, Enterprise Charity Tier saves £99,996/year and Enterprise Tier saves £100,000/year compared with 12 monthly payments.
Complete tier limitations
Entity limits and feature availability for every subscription tier.
These are the same core limits and feature gates enforced by Facilities Now. Unlimited means the subscription does not impose a plan cap on that item; core entities without a dedicated cap (for example Tasks, Tickets, Customers, Suppliers, Inventory, Documents and Services) remain unlimited. Pay as you use keeps the SMB non-Asset limits while Assets are unlimited and billed monthly.
| Limit / feature | Free | Pay as you use | SMB Tier | SMB Charity Tier | Enterprise Charity Tier | Enterprise Tier |
|---|---|---|---|---|---|---|
| Tenants | 1 | 3 | 3 | 3 | Unlimited | Unlimited |
| Assigned users | 5 | 10 | 10 | 10 | Unlimited | Unlimited |
| Assets | 20 | Unlimited · £5/Asset/month | 1,000 | 1,000 | Unlimited | Unlimited |
| Locations + Location Zones / Spaces | 10 | 50 | 50 | 50 | Unlimited | Unlimited |
| PPM schedules | 10 | 50 | 50 | 50 | Unlimited | Unlimited |
| SLA types | 3 | 10 | 10 | 10 | Unlimited | Unlimited |
| Workflows | 5 | 50 | 50 | 50 | Unlimited | Unlimited |
| Projects | 1 | 5 | 5 | 5 | Unlimited | Unlimited |
| Kanban boards | 1 | 5 | 5 | 5 | Unlimited | Unlimited |
| Daily requests | 10,000 / day | Unlimited | Unlimited | Unlimited | Unlimited | Unlimited |
| Helpdesk tickets | Unlimited | Unlimited | Unlimited | Unlimited | Unlimited | Unlimited |
| Other core entity records | Unlimited | Unlimited | Unlimited | Unlimited | Unlimited | Unlimited |
| Advanced module availability | 65 modules | 65 modules | 65 modules | 65 modules | 65 modules | 65 modules |
| Advanced module record limits | Exact per-module quotas | Exact per-module quotas | Exact per-module quotas | Exact per-module quotas | Unlimited records | Unlimited records |
| User Defined Table Data | Not included | Included | Included | Included | Included | Included |
| User Defined Views | Not included | Included | Included | Included | Included | Included |
| Report Designer | Not included | Included | Included | Included | Included | Included |
| System Reports | 86 included | 86 included | 86 included | 86 included | 86 included | 86 included |
| Unique URLs + QR | Included | Included | Included | Included | Included | Included |
| Background Automation | Shared Free worker | Dedicated company worker | Dedicated company worker | Dedicated company worker | Dedicated worker / tenant | Dedicated worker / tenant |
| Server entitlement | Shared server | Shared server | Shared server | Shared server | Dedicated server entitlement | Dedicated server entitlement |
| Support channels & hours | Standard Email support + AI Andy support escalation | Standard Email and Telephone Support · Mon-Fri 8am-6pm + AI Andy support escalation | Standard Email and Telephone Support · Mon-Fri 8am-6pm + AI Andy support escalation | Standard Email and Telephone Support · Mon-Fri 8am-6pm + AI Andy support escalation | 24-hour Telephone support + 24-hour Email support | 24-hour Telephone support + 24-hour Email support |
| AI Andy support escalation | AI Andy support escalation included | AI Andy support escalation included | AI Andy support escalation included | AI Andy support escalation included | AI Andy support escalation included | AI Andy support escalation included |
| Dedicated Customer Manager / Developer / Support | Not included | Not included | Not included | Not included | 1 dedicated Customer Manager / Developer / Support staff member per company with development, support and customer liaison experience | 1 dedicated Customer Manager / Developer / Support staff member per company with development, support and customer liaison experience |
| Application availability | Instant | Instant | Instant | Instant | Within 48 hours of a new subscription or subscription upgrade | Within 48 hours of a new subscription or subscription upgrade |
Exact advanced-module tier limits
Every advanced module, every tier, exact record quota.
These company-wide quotas are enforced by normal screens, JSON imports, AI Andy actions and Background Automation. Charity / Education SMB uses the SMB limits. Pay as you use uses the same advanced-module limits as SMB while Assets are unlimited at £5 per billable Asset/month (monthly only). Charity / Education Enterprise uses Enterprise limits.
| # | Advanced module | Free | SMB / Charity SMB | Pay as you use | Enterprise / Charity Enterprise |
|---|---|---|---|---|---|
| 1 | Asset Health Scores | 250 | 25,000 | 25,000 | Unlimited |
| 2 | Predictive Maintenance | 50 | 5,000 | 5,000 | Unlimited |
| 3 | IoT / BMS Integration | 10 | 2,000 | 2,000 | Unlimited |
| 4 | Condition Monitoring | 500 | 50,000 | 50,000 | Unlimited |
| 5 | Meter Management | 25 | 1,000 | 1,000 | Unlimited |
| 6 | Energy & Carbon Management | 100 | 25,000 | 25,000 | Unlimited |
| 7 | Digital Twins & Floor Plans | 3 | 250 | 250 | Unlimited |
| 8 | Asset Criticality & Risk | 50 | 5,000 | 5,000 | Unlimited |
| 9 | Failure Modes / FMEA | 100 | 10,000 | 10,000 | Unlimited |
| 10 | Root Cause Analysis | 50 | 5,000 | 5,000 | Unlimited |
| 11 | Asset Lifecycle & Replacement | 50 | 5,000 | 5,000 | Unlimited |
| 12 | Capital Planning | 25 | 2,500 | 2,500 | Unlimited |
| 13 | Asset Depreciation | 100 | 25,000 | 25,000 | Unlimited |
| 14 | Contracts & Warranties | 100 | 10,000 | 10,000 | Unlimited |
| 15 | Stores & Stock Locations | 50 | 5,000 | 5,000 | Unlimited |
| 16 | Procurement & Purchase Orders | 50 | 10,000 | 10,000 | Unlimited |
| 17 | Engineer Portal | 25 | 2,500 | 2,500 | Unlimited |
| 18 | Inspections & Checklists | 100 | 25,000 | 25,000 | Unlimited |
| 19 | Compliance Register | 100 | 5,000 | 5,000 | Unlimited |
| 20 | Compliance Dashboard | 25 | 2,500 | 2,500 | Unlimited |
| 21 | QR / NFC Asset Actions | 500 | 50,000 | 50,000 | Unlimited |
| 22 | Time-Sheets | 500 | 50,000 | 50,000 | Unlimited |
| 23 | Route Optimisation | 100 | 10,000 | 10,000 | Unlimited |
| 24 | Space & Occupancy Management | 100 | 10,000 | 10,000 | Unlimited |
| 25 | Room / Desk Booking | 500 | 50,000 | 50,000 | Unlimited |
| 26 | Move Management | 50 | 5,000 | 5,000 | Unlimited |
| 27 | Lease & Property Management | 50 | 5,000 | 5,000 | Unlimited |
| 28 | Add Visitor | 250 | 50,000 | 50,000 | Unlimited |
| 29 | Emergency & Incident Management | 100 | 10,000 | 10,000 | Unlimited |
| 30 | Business Continuity | 25 | 2,500 | 2,500 | Unlimited |
| 31 | Dependency Mapping | 100 | 10,000 | 10,000 | Unlimited |
| 32 | Service Impact Analysis | 100 | 10,000 | 10,000 | Unlimited |
| 33 | Cost Centres & Budgets | 50 | 5,000 | 5,000 | Unlimited |
| 34 | Total Cost of Ownership | 100 | 25,000 | 25,000 | Unlimited |
| 35 | Project Portfolios & Programmes | 10 | 500 | 500 | Unlimited |
| 36 | Project Baselines | 50 | 5,000 | 5,000 | Unlimited |
| 37 | Project Financials & Earned Value | 250 | 25,000 | 25,000 | Unlimited |
| 38 | Project Risks & Issues | 250 | 25,000 | 25,000 | Unlimited |
| 39 | Project Change Control | 100 | 10,000 | 10,000 | Unlimited |
| 40 | Project Stage Gates | 100 | 10,000 | 10,000 | Unlimited |
| 41 | Benefits Realisation | 100 | 10,000 | 10,000 | Unlimited |
| 42 | Resource Capacity Planning | 250 | 25,000 | 25,000 | Unlimited |
| 43 | What-if Project Planning | 25 | 2,500 | 2,500 | Unlimited |
| 44 | Critical Path Analysis | 100 | 10,000 | 10,000 | Unlimited |
| 45 | AI Project Risk Predictions | 100 | 10,000 | 10,000 | Unlimited |
| 46 | AI Operations Centre | 500 | 50,000 | 50,000 | Unlimited |
| 47 | Supplier Performance | 100 | 10,000 | 10,000 | Unlimited |
| 48 | Customer / Service Portal | 500 | 50,000 | 50,000 | Unlimited |
| 49 | ESG Targets & Performance | 50 | 5,000 | 5,000 | Unlimited |
| 50 | Knowledge Base & SOPs | 100 | 10,000 | 10,000 | Unlimited |
| 51 | Mobile Offline Sync | 500 | 50,000 | 50,000 | Unlimited |
| 52 | Geofencing | 100 | 10,000 | 10,000 | Unlimited |
| 53 | Work Order Templates | 100 | 10,000 | 10,000 | Unlimited |
| 54 | Notification Rules | 20 | 2,500 | 2,500 | Unlimited |
| 55 | Executive Portfolio Dashboards | 10 | 500 | 500 | Unlimited |
| 56 | Audit & Compliance Evidence Packs | 50 | 5,000 | 5,000 | Unlimited |
| 57 | Major Incidents | 50 | 5,000 | 5,000 | Unlimited |
| 58 | Problem Management | 50 | 5,000 | 5,000 | Unlimited |
| 59 | Helpdesk Change Management | 50 | 10,000 | 10,000 | Unlimited |
| 60 | Guided Request Forms | 25 | 2,500 | 2,500 | Unlimited |
| 61 | Helpdesk Satisfaction / CSAT | 250 | 25,000 | 25,000 | Unlimited |
FACILITIES NOWLocations
| SSID | Name | Status |
|---|---|---|
| HQ-01 | London HQ | Active |
| WH-04 | North Warehouse | Open |
| SITE-12 | Service Centre | Active |
FACILITIES NOWKanban Board
FACILITIES NOWPPMs
| SSID | Name | Status |
|---|---|---|
| PPM-302 | Quarterly AHU service | Due |
| PPM-298 | Fire door inspection | Active |
| PPM-287 | Water hygiene checks | Open |
FACILITIES NOWHelpdesk Ticket
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
Talk to Obea
Discuss your facilities operation.
Tell us what you manage, how many sites or assets you operate, and what you want to improve. Messages are sent directly to admin@facilitiesnow.co.uk.
✓Facilities management and asset operations
✓Multi-company and tenant rollout
✓Service booking and maintenance workflows
FACILITIES NOWTalk to Andy
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ
FACILITIES NOWBackground Automation
RunningPPM horizon · 2 monthsPlanning warning · 48 hours
| Event | Automation | Status |
|---|---|---|
| PW-24 | PPM Task create + assign | Success |
| PW-23 | Kanban due-soon alert | Warning |
| PW-22 | Gantt overdue alert | Critical |
| PW-21 | SLA early warning | Success |
FACILITIES NOWProjects
| SSID | Name | Status |
|---|---|---|
| PRJ-14 | Office refurbishment | Active |
| PRJ-11 | HVAC controls upgrade | Open |
| PRJ-09 | LED replacement | Active |
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
Account access
Login or create your workspace.
Each email address can create one company workspace and may join additional companies by invitation. For company-creation help contact admin@facilitiesnow.co.uk. Once signed in, How-To is the first left-menu item and Talk to Andy provides conversational guidance, live entity status lookup and proactive recommendations surfaced automatically as Talk to Andy (n).
Login / Register / Forgotten Password
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FACILITIES NOWHelpdesk Tickets
| SSID | Name | Status |
|---|---|---|
| HD-2401 | Reception cooling fault | Open |
| HD-2398 | Door access issue | In Progress |
| HD-2387 | Lighting inspection | Active |
FACILITIES NOWLocation Detail
| SSID | Name | Status |
|---|---|---|
| AHU-01 | Air Handling Unit | Active |
| CH-02 | Chiller 02 | Open |
| LT-114 | Laptop 114 | Active |
FACILITIES NOWGantt Charts
Project dates01 Aug — 30 Sep · Add then draw a task
Survey ⓘSurvey
↳ Design ⓘDesign
↳ Install ⓘInstall
Commission ⓘTest
FACILITIES NOWAI Andy + Entity
You
Show the status of the reception cooling ticket.
AI Andy
HD-2401 is Open and linked to London HQ. The current SLA is still within target.
Ticket: HD-2401\nStatus: Open\nLocation: London HQ