AI staff for cleaning and facilities management firms' offices
Every contract runs on people working at someone else's site: starters to check and kit out before a first shift, hours to confirm before payroll, job requests arriving at all hours, a KPI pack due each month. AI staff can chase, log and draft the paperwork. Your managers keep the decisions and the site visits.
What the office chases while the sites run
Starters and right to work
An HR administrator takes on cleaners weekly, often at short notice. Each needs a right to work check before the first shift, COSHH training, sometimes a DBS check. If an unchecked worker has no right to work, the civil penalty is up to £45,000 per worker for a first breach and £60,000 for a repeat.
TUPE on contract change
Win a contract and its staff can transfer with it. The outgoing contractor owes you employee liability information at least four weeks before the transfer. Then someone builds every record in TemplaCMS or the payroll, and the Home Office allows 60 days for fresh right to work checks. All of it lands during mobilisation.
Attendance and timesheets
Before each payroll cut-off, area managers confirm hours site by site: who clocked in on Timegate, who covered for whom, which absence was never recorded. Late or wrong hours mean a cleaner paid wrongly and a wage bill that no longer matches the contract's budget.
Job requests and KPI packs
A helpdesk coordinator logs reactive jobs from email, phone and the client portal in Joblogic or MRI Evolution, each against the contract's response time, then chases engineers and subcontractors for completion. Planned maintenance visits run alongside. At month end a contract manager pulls it all into the client's KPI pack.
Roles for Facilities management and cleaning
Right-to-work checks
Asks every starter for a share code or tells them which original documents to bring, books the check before the first shift and diarises follow-up dates. Your people carry out the check itself.
New starter and HR admin
Sends the starter pack, chases the forms, the references and the DBS application (England and Wales), and builds the personnel file. Offers, contracts and what a check result means are a manager's to decide.
Timesheet chasing
Chases area managers and site supervisors for unconfirmed hours before the payroll cut-off and lists the exceptions. Approving hours and changing anyone's pay stay with your managers and payroll.
Helpdesk ticket triage
Logs each job request that arrives by email or portal, sets the priority from the contract's response times and routes it with the site details. Phone calls, emergencies and anything unclear stay with a coordinator.
Works with
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
We need cover on a site tomorrow. What can it do tonight?
Once you name the starter, it sends the starter pack and right to work request that evening: a link for the share code, what to bring, nothing to print. By morning the area manager has a list of what is still missing. The check itself is done by your people before the shift.
Our cleaners are never at a desk. How does it reach them?
Every starter gets one short email they can answer from a phone. Supervisors and managers get it in your team's chat. It does not phone, text or use WhatsApp, so a starter who has not replied by the time you set goes to the area manager with exactly what is missing, in time to find cover.
Will it work with TemplaCMS, Timegate or Joblogic?
Joblogic, MRI Evolution and BigChange each publish a way for other software to connect, and the agent works through it once the route and access are confirmed with you. TemplaCMS and Timegate come from TEAM Software, which lists integrations but describes no public API, so for those TEAM Software is asked first. We say what is possible before you commit.
Can it put together each client's monthly KPI pack?
It drafts the pack from your systems: each job against the contract's response time, planned visits done or missed, site audits logged, hours against the wage budget. It reports what was recorded and nothing else. The contract manager checks the draft, adds what the system does not know and sends it.