2026 - Q2 | Gfacility

These release notes cover the new, expanded release now available on the UAT environment. We are introducing advanced view options for operational modules, a powerful new import feature and expanded GDPR rules. The user experience around bookings, communication and ticketing has also been refined further.

Operational views & data

New views for operational modules

In the Ticketing, Tasks, Bookings, Visitors, CI, Assets, Products and Knowledge Base modules you can now choose, alongside the standard list, from powerful new views to make your work faster and more insightful.

Tree view Hierarchical view with configurable child items (note: only available for tickets and bookings).
Kanban Visual workflow overview in columns (note: not available for bookings).
Scheduler Timeline for effective capacity management and planning.
Pivot Pivot tables for fast data analysis.

⚠️ View limit

The Tree view, Kanban and Pivot views have a display maximum of 500 records. If your filter or view contains more than 500 records, those specific view options are temporarily unavailable until the list is narrowed down with filters.

Bulk data import

You can now easily import data in bulk, which speeds up setting up and updating your environment considerably.

Supported modules: Available for CIs, Assets and Knowledge articles.
Limit: You can import or update up to 5,000 objects at a time.
Permissions required: This functionality is exclusively available to users who already have the ‘bulk edit’ permission.

Ticketing, tasks & bookings

Ticket improvements

Child tickets and automatic closure: It is now possible to link child tickets to a major ticket. When the major ticket is closed, the linked child tickets can be archived automatically. The status of the child ticket is synchronised with the status class of the major (e.g. class ‘Completed’).
Conversation synchronisation: Messages and conversations added to a major ticket can now optionally be shared automatically with all linked child records.
Tag functionality: You can now easily add tags to tickets to categorise them better and find them again faster.
Real-time presence indicator: See immediately who has a specific ticket open right now, so you don’t end up working on the same ticket twice.
Status changes via bulk edit: You can now change the status of multiple tickets in bulk. Note: a new status is only shown as an option when it is an allowed next step for all selected tickets.

We have expanded and structured automation further:

Task rules relocated: Task rules have moved from Tasks to Rules under Automations, so all automation logic is managed centrally.
New time-based triggers: Added for Tickets and Tasks: a trigger based on the modified date/time. This lets you run actions automatically when no changes occur for X amount of time (e.g. automatically change the status on inactivity).
New workflow classes (statuses): New classes added to structure processes and reporting better: Wait for customer, Wait for supplier, Replied and Archived. These classes are available for use in automation and reporting.
- Important: No new statuses are created automatically for existing customers and existing workflows stay unchanged. If these classes are wanted in existing workflows, they can be added on request. New workflows ship with them by default.
- Archived behaviour: When a ticket is set to Archived, it becomes fully read-only. No more changes are possible. Only status changes remain possible according to the configured workflow rules.
Conversation-based triggers: New trigger: conversation added. Including “by whom” (e.g. created by, requester, assigned to), which allows you to automate actions based on exactly who responds.

These improvements make it possible to automate workflows more intelligently and gain better insight into statuses and lead times.

You now have more control over your hours and privacy-sensitive data inside tickets and tasks.

Time tracking: You can now log time worked. Either manually after the fact, or automatically via the start counter that runs while you work. Note: new permissions have been created for this, which are off by default and must be activated by administrators.
Expanded GDPR rules: You can schedule data within tickets and tasks to be automatically deleted or anonymised at a set point in time.

Booking improvements

Redesigned booking form: The UX of the forms has been substantially improved and using them is simpler.
Room information at a glance: The list view now immediately shows the room description and available features (facilities), so you can pick the right one faster.
Location requirement for products: When you want to add a product directly to your booking, the system will now first prompt you to choose a location.
Availability insight & smart suggestions: While creating a booking, you can now consult the calendar view directly. You can also use smart suggestions to quickly find an ideal time slot.

💡 How does this suggestion work?

The system calculates the ideal moment based on a few smart rules:
- Roles & status: Organisers weigh heaviest, followed by required and optional attendees. A ‘free’ calendar scores positively, while ‘Out of office’ rules a suggested slot out immediately.
- Working hours: Slots that overlap with lunch or fall outside standard office hours are ignored automatically.
- Result: You always see the slots with the highest score (and therefore the best availability). On a tie, the earliest time is recommended.

Locations & visitors

Kiosk and room signages

Both visitor interaction and location registration have been optimised with new features for our hardware and kiosk solutions.

Configurable registration fields (kiosk): You now have full control over the registration process. You can configure which input fields are active for visitors and which of them are mandatory.
Visitors signing out (kiosk): A new option is available so visitors can now also sign themselves out via the Kiosk when they leave.
Terms acceptance (kiosk): During registration you can now require visitors to agree to terms, such as safety instructions or privacy rules.
Location registration (room signages): We now track precisely which specific Room Signage was used to check in or out, for accurate insight into the exact location.

⚠️ Important impact: hardware reactivation required Because we are moving to a new infrastructure, the communication protocol between devices and Gfacility is changing. This means all Kiosks and Room Signages need to be reactivated after the migration to keep communicating with the software. Schedule this reactivation to avoid screen downtime.

Authentication & security

We have added the option to log in with a username and password, additionally secured by MFA (Multi-Factor Authentication). Users can now reset their password directly via email.

⚠️ Note for existing customers To avoid disrupting current workflows, this new login option is off by default for existing customers. So you cannot yet log in the new way; for you the process still works as before via Sign in with Microsoft or your own SSO.

Configuration & templates

ℹ️ Important change: adding CIs inside templates This change has direct impact on how you set up templates. The old method, where adding a CI in a template let you choose between ‘allowed values’ or ‘default’, has been removed.

New mandatory approach: You must now always select a public filter. When adding a CI, only values allowed by this filter can be chosen. The columns defined in this public filter are now also automatically inherited when both displaying and adding data.

Performance & infrastructure

We have decided to merge the planned technical migration from App Engine to Cloud Run with this release. As a result you benefit directly from a refreshed, more powerful environment. Thanks to this move the platform runs significantly more performant and stable. We have also applied targeted optimisations that strongly improve the overall speed of the application.

Noticeably faster: You will immediately notice that loading and opening overviews, the homepage and individual records is considerably smoother. Everything feels more responsive, which makes for a more efficient and pleasant working experience.

General improvements & communication

A range of quality improvements across the board to keep communication and system navigation flowing more smoothly.

Sending emails manually: Alongside automated emails you can now also send an email manually at any time, with full control over the content. Note: a new permission has been created for this, off by default and must be activated by administrators.
Workflow visualisation: You can now visualise workflows. When selecting a status you immediately see the possible next steps and who has the permissions to perform them.
Cloning settings: You can easily clone groups, SLAs and filters to create new configurations at speed.
New rich-text formatting & communication: A new rich-text editor is available with expanded formatting options. You can also reset the layout (very useful for pasted text). The communication field on tasks has been significantly enlarged, and messages now support emoji.
Liking messages & emoji reactions: You can now like messages and react with emoji. A new trigger has been added in the notification rules for this (Other -> Emoji added). A template is available for this notification; let us know if you are interested and we will add it to your environment.
Smarter @-mentions & search: When tagging people you receive direct suggestions of active roles within the object. The general search function now properly supports spaces and lets you search fluently on first name, last name and email.
Notifications & ratings: Receive an email copy of your own messages immediately. You can also navigate directly to forms and ratings via email thanks to the new ?rating=true link.
Profile display on user lookups: On all user lookups and profiles we now show the initials by default, or the profile picture if one is filled in. Removing your profile picture is now also simple.
New indicator when saving views: When you change an overview, the blue bar at the top of the screen no longer appears. Instead you see a subtle blue dot directly inside your overview. Clicking the dot, or the info button on the view, immediately gives you the option to save the changed view.
Optimised rating display: To save screen space and keep overviews calmer, the rating display on objects has been shortened. Instead of 5 separate buttons (stars) only 1 star is shown now.

🔌 API changes - operational modules

All operational GET endpoints (Configuration Items, Assets, Knowledge Base, Products, Services) have been revised. Main changes:

For all modules:

New parameter view_type (flat | tree | timeline | pivot | kanban) Determines which column set and stateData key is returned. Default = columns. Send view_type=flat explicitly for identical behaviour to today.
Custom field type configuration_item_lookup no longer returns the nested configurationItem:{id,title} object - clients have to fetch this themselves.
Error messages (i18n): Error messages are now translated. Clients parsing exact English error strings must switch to error codes.
New attachment support: .numbers files (Apple Numbers) are now allowed as an attachment.

Per module:

Configuration Items: relations endpoint /relation becomes /relations. New alias is GET /configuration-item/list. The index method has been optimised for performance. Relations now automatically also create reverse relations (with cycle detection).
Assets: the customColumns field has been removed from the list response.
Tickets & Events: view_type now additionally determines the nesting of child records and tasks (kanban/timeline/tree). When view_type is missing, the server falls back temporarily to tree with tasks nested - send view_type=flat explicitly to keep the old flat response.
Limit Tickets & Events: for kanban / timeline / tree the take limit is capped at 500.