Reactive Maintenance Bot
Fault reports, CAFM work orders, SLA
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
Where facilities management teams lose money every week
Not a tech problem. Missed replies, repeated FAQs, and overnight drop-off · on the website you already run.
They write while you're busy
A facilities management enquiry about pricing or availability lands while you're with a customer · and dies in the inbox.
Your team repeats the same answers
Hours go to FAQs on phone and chat. Quotes, visits, and sales wait behind the queue.
Warm leads cool overnight
Night and weekend visitors leave with no next step. By morning they've booked someone who replied.
Work your Facilities Management team still does by hand
Routine facilities management questions, bookings, and follow-ups · answered on the website so your people stay on the hard cases.
- 01
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.
HVAC Faults · Plumbing · Lighting · CAFM Work Orders
- 02
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.
Meeting Rooms · Car Parking · Hot Desks · Catering
- 03
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.
Fire Risk Assessment · Legionella Tests · EICR · PPM Schedule
- 04
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.
Work Order Details · Site Access · Permits · PPE Requirements
- 05
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.
Service Charge · Shared Areas · Car Park · Acknowledgement
- 06
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.
SLA Compliance · Job Completion · PPM Status · Contractor Scores
Questions your facilities management site already gets
Answered from your docs and policies · days, nights, weekends · 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?
The air conditioning on floor 3 has been down since this morning. How do I log it and how fast is the response?
Not another chatbot.
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
Ready-made facilities management helpers
Sales, support, bookings · switch on the roles you need. No writing from scratch.
Room Booking Bot
Meeting rooms, parking, hot desks, catering
Compliance Query Bot
FRA, Legionella, EICR, PPM status
Contractor Coordination Bot
Work orders, site access, permits, PPE
Tenant Service Bot
Service charge, shared areas, complaints
SLA Reporting Bot
Completion rates, PPM, contractor scores
+ 4 more facilities management roles available
Built around how facilities management teams 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 worksTonight's visitors get answers. You set it up once.
No developer on retainer. Most facilities management teams are answering overnight enquiries the same day they start.
- 01~15 min
Show us where leads slip
Website, WhatsApp, ads · we map the facilities management questions that cost you money when nobody answers.
- 02Your call
Switch on the right helpers
Sales, support, bookings · pick personas that already speak facilities management. Turn off what you don't need.
- 03Your docs
Feed it what you already trust
Price lists, FAQs, policies, page links. It only answers from what you approve · nothing made up.
- 04Same day
Go live as your brand
One line on the site you already run. Overnight visitors get replies while your team sleeps.
On 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
- 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
Built for regulated facilities management environments.
- GDPR / UK GDPR
- CDM Regulations 2015
- COSHH Regulations 2002
- Legionella L8 Approved Code of Practice
- Fire Safety Order 2005
- Electricity at Work Regulations 1989
Common questions
Straight answers before you start.
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.
Try NIVA free for Facilities Management
Spin up a facilities managementchatbot on your site this week · or send a short note and we'll tell you honestly if it's a fit.
- Free to start · no credit card required
- Works on the website you already have
- We reply within one business day if you inquire
Prefer to ask first?
Tell us how enquiries come in today. We'll reply with a fit recommendation.
Solutions Focus
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