Facility management helpdesk - smart, AI-powered workplace support

Resolve requests faster, keep occupants happy, and run facilities more efficiently. Gfacility’s AI-powered Facility Management Helpdesk automates repetitive tasks, routes requests instantly to the right team, and gives facility managers complete control and visibility - all in one platform.

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Predict asset issues, prevent downtime before it happens
Meets ISO 27001, GDPR and the AI Act. Data in the EU
Live in weeks, not months

Ref	Issue	Priority	Impact	SLA	Status	Assignee
INC-206	Coffee spilled at the reception deskIncident · Reception	Normal	Medium	On track	In progress	Sara Jansen
INC-208	AC not cooling on floor 3Incident · Floor 3	High	High	Breached	In progress	Tom Bakker
INC-207	Meeting room light keeps flickeringIncident · Madrid, floor 1	Normal	Low	On track	New	Mark Peters
INC-210	Broken chair in the lobbyIncident · Lobby	Low	Low	On track	New	Tom Bakker
INC-209	Leaking tap in kitchen 2Incident · Kitchen 2	Low	Low	Met	Resolved	Mark Peters
PRB-51	Recurring lift breakdown in building AProblem · Building A	High	High	On track	In progress	Lisa Smit
PRB-52	Repeated Wi-Fi drops in the east wingProblem · East wing	Normal	Medium	On track	New	Noah de Wit
CHG-31	Replace the reception door sensorChange · Reception	Normal	Low	On track	On hold	Sara Jansen

Priority	New	In progress	On hold	Resolved	Grand total
High		2			2
Normal	2	1	1		4
Low	1			1	2
Grand total	3	3	1	1	8

Digital servicedesk agents - extra hands for your busy helpdesk

With Gfacility, you don’t just get helpdesk software - you gain digital servicedesk agents that work alongside your team. These tireless virtual colleagues handle repetitive tasks and keep service levels on track, so your staff can focus on high-value work.

Escalate requests before SLA deadlines are missed.
Send reminders for upcoming service tasks.
Group similar complaints into one issue (e.g., multiple “coffee machine broken” reports).
Execute custom instructions you write in plain text (“Every Friday, check all meeting room projectors”)

Instant answers - no ticket needed

Communicate effortlessly through known channels, with all communication automatically captured within the notification. Collaborate easily and ensure that notifications are handled quickly and efficiently.

Simplify ticket creation - no complex forms needed

Employees and visitors don’t want to deal with categories and paperwork. With Gfacility’s facilities management helpdesk, they simply describe their issue or request in plain language - “The coffee machine isn’t working” or “I need a new access badge.” Even only sending a picture will do and AI will do the rest.

Smart routing - precision in your facility helpdesk workflow

Every request is automatically routed to the right department: cleaning, catering, maintenance, security, or IT. Contextual asset linking ensures the correct machine, room, or supplier contract is attached immediately.

Gain valuable insights

With insight into calls, you can respond smartly to peak moments and reduce workload. Automatically collected feedback after each call helps to continuously optimise your service.

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Everything you need for smart notification management

Overviews and filters

Quickly find the relevant information through user-friendly overviews with advanced filtering capabilities.

Notifications

Receive timely notifications for important updates, tasks and reservations.

Workflows

Automate (approval) processes and streamline tasks with customised tailored workflows.

Catalogue and policies

Attractive catalogue with detailed room information and flexible rules to control who can book which rooms, and when.

Communications

Easy communication via email, with all correspondence automatically linked to the booking space.

Analysis & reporting

Get valuable insights from edetailed analyses and flexible reporting.

Mobile app

Work anywhere with the convenient mobile application, designed for maximum flexibility.

Reviews

Collect feedback and provide insightful ratings to monitor quality.

SLA module

Track SLAs effortlessly with the most flexible SLA module.

Google integrations

Google Calendar plug-in and user integrations.

Microsoft integrations

Microsoft Outlook plug-in and user integrations.

Extended notification templates

Get the right information through freely configurable notification forms.

Automation

Prevent manual handling and automate assignment of tasks and approvals.

Frequently asked questions

What is a facility helpdesk?

A facility helpdesk is the central point where employees log issues and requests related to buildings, services, or workplace support. It ensures quick routing, fast resolution, and a seamless occupant experience.

Is Gfacility an FM helpdesk solution?

Yes. Gfacility is designed as a complete FM helpdesk, covering all facility services such as cleaning, catering, maintenance, access control, and workplace requests.

Does this also work as a facility service desk?

Absolutely. A facility service desk is often used as a broader term for workplace support. Gfacility covers both approaches - from reactive issue reporting to proactive facility service management.

How does AI improve facility helpdesk performance?

Our AI reduces manual work by categorising requests, gathering missing info, routing to the right team, and even resolving common issues automatically.

Can I track supplier performance?

Yes. Gfacility monitors SLAs with suppliers (cleaning, catering, maintenance) and alerts you before breaches, giving you full contract performance visibility.

Can we customise request templates?

Yes. Define exactly what needs to be captured for each type of request (e.g., catering orders vs. building maintenance).

How fast can we implement this?

Most organisations are live within weeks, not months. Gfacility comes with ready-to-use facility templates and processes that can be tailored to your needs.