Facilities & ESG · Module
Facilities & Workplace
Sites, spaces, requests, PPM, bookings and roll-call on one location model
Facilities & Workplace runs the physical workplace: sites, floors and spaces, bookings with auto-release, requests from any channel with SLAs and vendor dispatch, PPM and statutory certificates. It is the location backbone every other module of the app uses.
What it does
Facilities & Workplace is planned as the core module of the app. It holds the location hierarchy — portfolio, region, site, building, floor, zone and space — with area, capacity, accessibility, amenities, cost centre and org unit on each space. Guided site templates for an office campus, manufacturing plant, warehouse, hospital, co-working space or residential society set default space types, request categories, SLAs, PPM calendars and certificates, so setup does not need a consultant.
Requests from any channel
Employees raise facility requests on WhatsApp (text, photo or voice note), by scanning a QR code on a space or asset, by email, on the web or mobile app, or through Copilot. AI triage proposes category, priority and location, detects duplicates and suggests an assignee, citing the input it used. SLA policies apply by category, priority and site with per-site business calendars. Jobs go to in-house teams or vendors; technical work creates a work order through Operations Assets & Maintenance Actions instead of a second work-order system. Requesters get updates on the channel they used and confirm closure.
Maintenance and compliance
PPM calendars schedule statutory, AMC and internal work by time or meter. The certificates calendar tracks fire NOC, lift licence, DG set permissions, pressure vessels and occupancy certificates with expiry and renewal owner (list per state to verify).
Hybrid workplace
Room, desk and parking booking sync two-way with Microsoft 365 and Google calendars, with check-in and auto-release of no-shows. Hybrid work plans drive desk suggestions and a who's-in view at each member's chosen visibility. A work plan is a declared intention, never an attendance or performance record. Utilisation analytics show bookings against check-ins and capacity by floor, team, weekday and hour.
Services, vendors and safety
Soft services, moves, guard tours, facility cost tracking and vendor scorecards sit here too. FM vendor invoices are matched line by line to completed work and rate cards before a human approves. Emergency notification and roll-call combine employees on site with visitors and contractors from Visitor Management; the broadcast itself always stays human.
Features
What Facilities & Workplace includes
Location hierarchy
Portfolio → region → site → building → floor → zone → space (room, desk, parking bay, locker, plant room) with area, capacity, accessibility, amenities, cost centre, org unit, geolocation and time zone.
Site templates
Guided setup packs for office campus, plant, warehouse, hospital, co-working and residential society with default space types, categories, SLAs, PPM calendars and certificates.
Floor plans
Upload an image or PDF plan, place spaces and desks, see clickable availability, with a list-view alternative. CAD/BIM import is planned for W5.
Omnichannel request intake
WhatsApp text, photo and voice note, QR codes on spaces and assets, email, web, mobile and Copilot; QR codes capture the location automatically.
Categories, priorities and SLAs
Configurable catalogue (electrical, plumbing, HVAC, housekeeping, pantry, security, furniture, IT hand-off) with response and resolution SLAs by category, priority and site.
AI triage
Proposes category, priority and location from text, photo and voice, detects duplicates and suggests an assignee, citing its inputs; advisory until promoted.
Assignment and vendor dispatch
Routes to in-house teams or vendors by service scope per site; technical jobs create or link Assets & Maintenance work orders.
Technician job app
Job list, navigation to the space, checklists, before and after photos, parts used, signature and offline mode; vendor technicians work via WhatsApp link.
PPM calendars
Time- or meter-based schedules per site, asset and space for statutory, AMC and internal work, generating work orders or soft-service tasks.
Certificates and compliance calendar
Fire NOC, lift licence, DG set, pressure vessel, electrical safety and occupancy certificates with authority, number, expiry, renewal owner and evidence.
Room, desk and parking booking
Recurring bookings, neighbourhoods, quotas, two-way calendar sync, QR check-in and auto-release of no-shows; parking bays by type including EV and accessible.
Hybrid work plans
Weekly work plans with overrides, team anchor days, who's-in view at chosen visibility, and per-site headcount forecasts for soft services.
Utilisation analytics
Bookings vs check-ins vs capacity by space, floor, team, weekday and hour, no-show rates, peak occupancy and cost per seat.
Vendor management and invoice verification
Vendor scope, AMC contract links, rate cards, SLA scorecards and line-by-line invoice matching to completed work, with penalty or credit proposals.
Emergency notification and roll-call
Templates for fire, evacuation, weather and all-clear via WhatsApp, SMS, push, Teams and Slack, with live roll-call of employees, visitors and contractors and drill records.
Soft services, moves and guard tours
Housekeeping and pantry orders, move plans for people and assets, QR/NFC patrol checkpoints with missed-checkpoint alerts.
Workflow
Facility request to confirmed closure
- 1
Request arrives by WhatsApp, QR, email, app or Copilot
- 2
AI triage proposes category, priority, space and duplicate links
- 3
SLA policy applies
- 4
Technical work becomes an Assets work order; other work a soft-service task
- 5
Job dispatched on an approved template and escalated if not accepted
- 6
Technician completes checklist and photos
- 7
Requester confirms or reopens; SLA, CSAT and vendor score recorded
Workflow
PPM generation and compliance
- 1
PPM plan sets trigger, checklist and owner
- 2
Job generated ahead of the due date
- 3
Evidence captured on completion
- 4
Overdue statutory items escalate at high severity
Workflow
Booking lifecycle
- 1
Employee books a room, desk or parking bay within site rules
- 2
Booking syncs to the calendar
- 3
Employee checks in by QR or app
- 4
No-shows are auto-released
- 5
Bookings and check-ins feed utilisation analytics
AI
AI skills and Digital Employees
Request triage
Category, priority, location and duplicate detection from text, photo and voice, applied above a confidence threshold with notification.
Dispatch proposals and SLA chasing
Vendor selection by scope and scorecard, template job cards and follow-ups.
PPM and certificate reminders
Reminders and renewal task proposals, plus missing-evidence detection before statutory closure.
Booking assistant
Finds and books rooms or desks within rules in Copilot after user confirmation.
Service report extraction
Reads vendor uploads for work done, parts and readings for a coordinator to confirm.
Utilisation narrative
Writes insights from aggregate utilisation metrics only.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Do we need a separate CMMS?
Technical work orders are created through One3 Operations Assets & Maintenance. If you keep an external ITSM, a planned connector links facility requests both ways.
Can employees raise requests without the app?
Yes. Requests are planned to come in on WhatsApp, by QR code, by email and through Copilot as well as the web and mobile app.
Is the hybrid work plan used to track attendance?
No. A work plan is a declared intention used for desk suggestions and headcount forecasts, never an attendance or performance record.
Can an agent send an emergency broadcast?
No. Agents can draft follow-ups after an all-clear, but emergency broadcasts are always sent by a person.
See Facilities & Workplace in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.