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KaryaFlow business operating system
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Industry workflow / Facility management

Run many service disciplines through one accountable site ledger.

Coordinate sites, floors, rooms, mixed-skill teams, vendors, geofenced attendance, incidents, preventive work, per-site stock, expenses, client reporting and billing.

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OPERATING SCENE

Multi-site SLAs, mixed disciplines and client reporting

A facility manager needs one view of obligations and exceptions while each discipline retains the right job card, skill, asset vocabulary and evidence. The shared ledger must not flatten those differences.

Shared field-service kernelVertical-specific docketConfigurable industry workflow

The service daybook

One accountable chain from request to settlement.

The shared field-service kernel keeps customer, site, asset, job, inventory, money, people, approval and audit records continuous. This template changes the vocabulary, controls and evidence required for this trade.
  1. 01

    Receive once

    Normalise requests from clients, occupants, assets and planned schedules into one site queue.

  2. 02

    Route by discipline

    Apply site, skill, SLA, access, stock and vendor responsibility to assignment.

  3. 03

    Evidence the work

    Use the right job card while keeping common time, material, expense and approval controls.

  4. 04

    Review the estate

    Trace exceptions and performance to sites, assets, contracts, teams and commercial outcomes.

Vertical operating dossier

The records this service model must understand.

Each ledger below answers a different operational question. Together they prevent critical context from collapsing into free-text notes.
01

Jobs

Service motions

The template starts with recognisable work, not a generic task type.

  • Helpdesk incident and occupant request
  • Preventive maintenance and site round
  • Mixed-discipline corrective work
  • Vendor work order and inspection
  • SLA, client report and contract review
02

Assets

Installed or entrusted assets

Every visit inherits the identity, location, entitlement and history needed to act responsibly.

  • Client, site, building, floor, room and service zone
  • Asset, system and responsible discipline
  • Internal team, vendor and customer ownership
  • Contract, SLA, planned schedule and access context
  • Incident, repeat-fault and service-history relationship
03

Evidence

Proof another role can trust

Evidence stays proportionate, permission-aware and attached to the exact job and asset.

  • Request source and response timestamps
  • Geofenced attendance state with exception reason
  • Discipline-specific checklist and asset proof
  • Material, expense, vendor and approval trail
  • Customer-facing completion and open-action summary
04

Warranty and AMC

Commercial entitlement

Coverage, exclusions and external authority remain explicit before work becomes a claim or invoice.

  • Separate prime contract, vendor warranty and asset-level AMC responsibility
  • Generate planned work by site, system and service cadence
  • Preserve pass-through exclusions and customer approvals
  • Route repeat faults and missed PM into contract review
05

Stock and tools

Field custody

Availability means the right item, responsible custodian and reconciled return state are known.

  • Track central, site, vendor and technician stock separately
  • Issue material to exact request, asset and responsible custodian
  • Assign discipline-specific tools, permits and PPE
  • Reconcile site consumption, returns, damage and replenishment
06

Payments and collections

Money at the handoff

The service result, invoice responsibility and actual settlement state remain distinct.

  • Connect accepted service periods and milestones to client billing
  • Separate customer invoice, vendor payable, employee expense and deduction
  • Record SLA credit, dispute, approval and collection state
  • Keep payroll attendance input distinct from client attendance evidence

Service promise and system boundary

Urgency is operational. Authority is explicit.

SLA clocks must produce responsible action, while every external integration reports only what its provider has actually confirmed.
SLAResponse and closure controls
  1. 01

    Apply response and resolution clocks by site, incident and contract

  2. 02

    Expose customer, vendor, permit, access and material dependencies

  3. 03

    Escalate breach risk before the SLA expires

  4. 04

    Closure requires discipline evidence, acceptance and open-action ownership

PROVIDERExternal authority boundaries
  • Geofencing is supporting evidence and does not prove completed work
  • Vendor portals and BMS integrations require named certified connectors
  • Client reports reflect KaryaFlow records, not external statutory approval
  • Object storage, messaging, payments and GST remain provider-confirmed
EXCEPTION VIEW

Lead with what can no longer wait.

Unify SLA breach risk, missed planned work, repeat faults, absent staff, vendor dependency, site-stock shortage, rejected evidence and billing disputes without creating a shadow spreadsheet.

Cross-ledger continuity

The value appears at the handoff.

The template must preserve these relationships rather than creating separate customer, stock, service and billing truths.
01

Helpdesk request

Helpdesk request to responsible discipline. The destination receives source context, responsible role and evidence state.

02

SLA risk

SLA risk to escalation owner. The destination receives source context, responsible role and evidence state.

03

Vendor work

Vendor work to approval and payable. The destination receives source context, responsible role and evidence state.

04

Site stock

Site stock to job consumption. The destination receives source context, responsible role and evidence state.

05

Accepted service period

Accepted service period to client billing. The destination receives source context, responsible role and evidence state.

Explore other industries

One service core, shaped for different operating contexts.

Each workflow adapts records, checklists and exception language without creating a separate business system.
SERVICE

Service and technical operations

Industry-shaped workflows built on the shared KaryaFlow service core.

Industry workflowAC and HVACPaired units, refrigerant accountability and seasonal service
Industry workflowPest controlTreatment plans, chemical custody and recurring proof
Industry workflowElectrical contractorProjects, crews, measured work and material control
Industry workflowPlumbingEmergency triage, fittings custody and revisit control
Industry workflowElevator and lift AMCStatutory schedules, certified assignment and digital logbooks
Industry workflowWater purifierUnit history, consumable lifecycle and measured service
Industry workflowSecurity and CCTVDevice topology, commissioning proof and privacy-aware service
Industry workflowFire safetyExpiry control, statutory inspections and corrective ownership
Industry workflowSolarSite arrays, generation evidence and planned care
Industry workflowAppliance serviceSerialised products, entitlement decisions and part recovery
OPERATIONS

Site and business operations

Additional workflows for teams managing people, places, equipment and customer commitments.

Industry workflowHome automationControllers, scenes and consent-aware configuration handoff
Industry workflowIT and computerDevice custody, diagnostics and data-safe repair
Industry workflowAutomobile repairVehicle history, estimate control and workshop custody
Industry workflowEquipment rentalAvailability, custody, meter use and return condition
Industry workflowCleaning servicesSite zones, recurring crews and quality recovery
Industry workflowMedical equipmentDevice traceability, controlled evidence and service escalation

Facility management evaluation

Inspect the operating pattern with sample data.

Use the Playground for immediate exploration or request a scoped evaluation workspace for your organisation.
Open the PlaygroundSee the shared field core