Missed Enquiries
Busy when they write
Someone asks about facilities management pricing or availability while you're with a customer · and never hears back the same day.
AI chatbot for
Facilities Management
Helpdesk, Maintenance & Compliance
When facilities management customers ask about reactive maintenance requests, room & resource booking, and statutory compliance queries after hours, someone still needs to reply. NIVA answers from your own info, books the next step, and notifies your team · so warm enquiries do not go cold overnight.
- No usage-based billing
- Live across 25 industries
- White-label ready
10+
FM Personas
24/7
Helpdesk Access
0
Code Required
Built for
FM Service ProvidersCorporate OccupiersProperty ManagersHealthcare EstatesEducation Estates
Current Challenges
If this sounds familiar, keep reading
Most facilities managementoperators aren't looking for complex tech. They want to plug real revenue leaks: fewer missed opportunities, less phone fatigue, and more automatic bookings.
Support Overhead
Same questions, every week
Your staff answer the same FAQs on phone and chat. Real work · quotes, visits, sales · waits in the queue.
Off-hours Dropoff
Warm leads go quiet
Night and weekend visitors leave without a path to book. By morning, many have chosen someone faster.
Core Capabilities
Where this helps day to day
Common facilities management situations your team still handles by phone and inbox · answered on the website instead.
Reactive Maintenance Requests
Building occupants raise maintenance requests · HVAC faults, plumbing issues, lighting failures · through chat. NIVA collects location, priority, and fault description and creates work orders in your CAFM with the correct SLA priority automatically.
Room & Resource Booking
Occupants book meeting rooms, car parking spaces, hot desks, and catering through chat. NIVA checks availability and confirms bookings in your room management system · eliminating email booking queues.
Statutory Compliance Queries
FM managers query fire risk assessment status, water hygiene (Legionella) test dates, electrical inspection (EICR) validity, and PPM schedule adherence through chat · surfacing compliance data from your CAFM without manual report generation.
Contractor Coordination
Contractors query work order details, site access procedures, PPE requirements, and permit-to-work information through chat. NIVA reduces FM team time spent briefing contractors on routine job information.
Tenant & Occupier Service Requests
Building tenants submit service charge queries, shared area maintenance requests, and car park complaints through chat. NIVA logs and routes each request to the appropriate FM team with automatic acknowledgement and reference number.
SLA & Performance Reporting
FM account managers query job completion rates, SLA compliance, outstanding PPM tasks, and contractor performance scores through chat. NIVA surfaces CAFM data on demand without manual report extraction.
What customers actually ask
Real questions from facilities managementwebsites · answered in chat so your team isn't repeating them.
“When is the next scheduled Legionella water temperature check due on Building C, and what was the result of the last one?”
U
AI
Building C · last Legionella water temperature survey was completed 14 March 2024 by AquaTest Ltd. Results: all outlets within acceptable range (50°C hot, below 20°C cold), no remedial actions required. Next scheduled survey is due 14 September 2024 · 6 months ahead. I'll send you the certificate from the last survey and can set a reminder 4 weeks before the next due date. Shall I do that?
Auto-resolved by Niva
“The air conditioning on floor 3 has been down since this morning. How do I log it and how fast is the response?”
U
AI
I've logged it for you now: ticket FM-2291, priority 2, which carries a 4-hour response during business hours. The HVAC engineer has been dispatched and you'll get an update here when they're on site. Anything else in the building I should log?
Auto-resolved by Niva
Why teams switch
Not another chatbot toy. A front desk that works overnight.
Missed enquiries after hours
Every website visitor gets a reply · days, nights, weekends
Your team repeats the same answers
Policies and pricing answered from your docs · consistently
Leads cool off waiting for a call back
Bookings, forms, and next steps happen in the chat
Teams already using NIVA
Up and running in a day
You do not need a developer on retainer. We help you set up facilities management answers, then it lives on your website.
01
15 minutes
Tell us your business
Share how facilities management customers find you today · website, WhatsApp, ads. We map the questions that lose you money when unanswered.
02
Your team
Pick who answers what
Turn on helpers for sales, support, or bookings. They already speak facilities management · you choose which ones stay on.
03
Your docs
Add the knowledge you already have
Upload price lists, FAQs, policies, or page links. The assistant only answers from what you approve.
04
Go live
Put it on your website
It appears as your brand on the site you already run. No rebuild. Most teams are live within a day.
Ready-made facilities management helpers
Sales, support, bookings · switch on the roles you need. No writing from scratch.
Reactive Maintenance Bot
Fault reports, CAFM work orders, SLA
Knowledge SyncLead Flow
Room Booking Bot
Meeting rooms, parking, hot desks, catering
Knowledge SyncLead Flow
Compliance Query Bot
FRA, Legionella, EICR, PPM status
Knowledge SyncLead Flow
Contractor Coordination Bot
Work orders, site access, permits, PPE
Knowledge SyncLead Flow
Tenant Service Bot
Service charge, shared areas, complaints
Knowledge SyncLead Flow
SLA Reporting Bot
Completion rates, PPM, contractor scores
Knowledge SyncLead Flow
+ 4 more facilities management roles available on your walkthrough
Built around how facilities management teams actually work
Practical pieces that save time · not a pile of AI features to configure.
CAFM & Compliance Document Knowledge Base
Upload your PPM schedules, statutory compliance certificates, site H&S procedures, and contractor requirements. NIVA answers occupier and contractor queries from your approved FM documentation instantly.
Building & Occupier Memory
NIVA tracks each occupier's open requests, room booking preferences, and service history · giving FM account managers full context and giving occupiers a seamless, remembered experience.
Maintenance & Compliance Flow Automation
Build reactive fault escalation sequences, PPM completion notification flows, and compliance deadline alert campaigns in NIVA's guided chat steps. Trigger CAFM work orders and contractor notifications automatically.
CAFM & BMS Integration
NIVA integrates with Planon, Archibus, Concept Evolution, FSI Concept, and custom CAFM platforms. Work orders created through NIVA flow directly into your CAFM · and BMS fault data can surface in NIVA responses.
Reactive Maintenance Request Flow
Trigger
Occupier reports fault via chat
Collect
Location, fault type, SLA priority set
Log
CAFM work order created automatically
Dispatch
Contractor notified, ETA sent to occupier
What visitors can actually get done
Beyond FAQs · for facilities management businesses that sell and support online.
Stop chasing
Work finished in the chat
Collect the right details, book the appointment, and notify your team · without bouncing visitors to another form.
See how it works Capture cleanlyDetails you can act on
When someone is ready, the chat asks for name, dates, budget, or requirements · and lands it in your inbox or CRM.
See how it works Feel humanThe right helper, every time
Sales, support, or bookings · visitors get the specialist answer they need, without choosing menus.
See how it worksOn your website. Looking like your brand.
Works on the site you already have · WordPress, Webflow, Shopify, or custom. Your logo, your colours, your name. Most owners are live the same week they start.
- No big rebuild of your website
- Changes show up for visitors without a re-launch
- We can add it with you on the demo call if you prefer
What founders usually ask
- Do I need a developer?
- Helpful if you have one · not required. Many facilities management teams paste one line or let us place it.
- How fast will I see value?
- Most start capturing overnight enquiries in the first week once knowledge and booking paths are set.
- What if it's not a fit?
- Tell us how you work today. We'll say plainly if a simpler setup or a rival product is better.
Compliance & Security
GDPR / UK GDPRCDM Regulations 2015COSHH Regulations 2002Legionella L8 Approved Code of PracticeFire Safety Order 2005Electricity at Work Regulations 1989
See if this fits your facilities management business
Tell us how enquiries come in today. In 30 minutes we will show what NIVA would catch overnight · or say honestly if you are better with something simpler.
Common questions
Straight answers before you book time.
Yes. NIVA integrates with Planon, Archibus, FSI Concept, Concept Evolution, and bespoke CAFM systems via REST API. Work orders raised through NIVA are created directly in your CAFM · SLA priority, location, and fault description pre-populated from the chat conversation.
Still unsure? Send a short note about how you work · we'll reply with a fit recommendation for facilities management.
Solutions Focus
Related use cases
See how NIVA handles day-to-day work in your space.
Vertical Markets
Related industries
Explore conversational agent options for adjacent vertical systems.
Niva Ecosystem