AI agent for facilities managers
Preventive Maintenance Plan Agent
Preventive maintenance done on time with evidence, and fewer breakdowns
What it does
Building systems like air handlers, pumps, fire systems and elevators need regular service, and missed tasks lead to breakdowns or failed inspections. Each month this agent reads the asset list, maker intervals, inspection rules and work order history. It schedules each asset by maker interval or legal requirement, whichever is shorter, and creates the work orders with technicians or vendors assigned. The facilities manager approves the calendar and any vendor work. It tracks completion and checks that closed work orders have readings or checklists attached. If a task is overdue or closed without evidence, it reopens it and reminds the assignee. It also spots assets with two or more failures between visits and suggests a shorter interval. Legally required inspections are never deferred. Edge case: an asset out of service for renovation is paused, with the reason recorded.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Monthly planning
- Read assets, intervals and work order history
- Build calendar and create work orders
- Facilities manager approves calendar and vendor workThe agent waits here for your OK.
- Track completion and attached readings
- Is every task done on time with evidence?If not: reopen tasks and remind the assignee. Back to step 5.
- Suggest interval changes for repeat failures
- Maintenance compliance report
How it decides
It schedules by maker interval or legal requirement, whichever is shorter, and suggests shorter intervals for assets with two or more failures between visits.
- Legal inspections cannot be deferred
- Closed tasks need readings or a checklist
- Two failures between visits trigger a review
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Asset classes in scope
- Interval rules
- Evidence required
- Report format
What keeps you in control
It always asks you first
- Maintenance calendar
- Vendor work orders
Hard limits
- Never approves vendor invoices
- Never defers legal inspections
It stops when
- Done: month complete
- Stop: vendor unavailable for a legal inspection, escalate
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
