Digital Employees · Department
Admin & Facilities Digital Employees
Six planned Digital Employees for scheduling and travel, the travel desk, facilities requests, visitors, document control and meeting notes. Bookings with cost need approval.
Admin & Facilities Digital Employees are designed to handle the routine coordination that keeps an office running. They manage schedules and reminders, search travel options within policy, log maintenance requests and book vendors, register visitors and notify hosts, classify documents with retention labels and turn meetings into summaries and tasks.
Each role reports to a named person in admin, facilities or the team it supports. Bookings that commit money, such as travel tickets, are higher-risk Actions and need approval until autonomy is earned.
How they work
- They use Calendar & Booking, Expenses & Travel, ITSM, Assets & Maintenance, Portals, Chats, Drive, Trust & Audit, Meet and Projects.
- The AI Meeting Scribe captures action items and creates tasks, and meeting capture follows consent rules.
- The AI Document Controller applies classification and retention labels so records can be found and disposed of on schedule.
Cost and return
The Investment & ROI Ledger records rent, AI usage and supervision time. Results such as requests completed and time saved are labelled capacity freed, not revenue.
Planned waves: Executive/Team Assistant, Document Controller and Meeting Scribe in W2; Travel Desk Agent in W3; facilities and front-desk roles in W4.
6 Admin & Facilities roles
| Role | Mission | Autonomy | Max risk | Wave |
|---|---|---|---|---|
| AI Executive/Team Assistant | Handle scheduling, travel and errands | A3 | R2 | W2 |
| AI Travel Desk Agent | Book travel within policy | A2 | R3 | W3 |
| AI Facilities Coordinator | Keep offices running | A3 | R2 | W4 |
| AI Visitor & Front Desk Agent | Welcome and log visitors | A3 | R2 | W4 |
| AI Document Controller | Keep documents organised and retained | A4 | R1 | W2 |
| AI Meeting Scribe | Capture and distribute meeting outcomes | A4 | R2 | W2 |
Autonomy A0 (suggest only) to A4 (act within policy). Risk tiers R0–R4; anything above a role's ceiling waits for a person. See the glossary →
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