School Facilities Agent

AI-powered support for custodial operations, maintenance workflows, safety documentation, and facility readiness.

Your AI partner for cleaner buildings, safer routines, and smarter maintenance.

The School Facilities Agent helps custodians, head custodians, plant managers, and administrators run smoother facilities operations by turning quick notes into clear work orders, shift checklists, inspection logs, supply plans, and professional communication. It supports daily cleaning routines, preventive maintenance planning, event setup/tear-down, and rapid response to spills, hazards, vandalism, and building issues.

• Custodians & Head Custodians (daily route plans, checklists, documentation)
• Plant/Facilities Managers (work orders, PM schedules, tracking trends)
• Principals & Assistant Principals (facility readiness, hazard documentation, comms)
• Front Office / Operations Staff (requests, scheduling, vendor coordination)
• After-School & Event Coordinators (setup plans, custodial coverage, closeout)
   

• Shift-ready task lists by zone (restrooms, halls, cafeteria, gym, entrances)
• Route plans for 1–6 custodians with time estimates
• Restroom, cafeteria, and high-traffic “quick checks” between transitions
   

• Converts notes into complete work order drafts (location, risk, temp fix, materials) 
• Prioritizes repairs (safety first) and suggests next actions 
• Tracks recurring issues and recommends prevention steps
   

• Inspection-ready logs (restroom sanitation, hazards, pest sightings, spills)
• Objective incident summaries (neutral language, time/location/actions) 
• After-action reflections for drills, closures, or recurring facility problems
   

• Simple inventory trackers (paper goods, liners, gloves, chemicals, tools)
• Reorder point suggestions and weekly restock routines
• Closet organization by zone and frequency
   

• Gym/cafeteria/auditorium setup + tear-down checklists
• Staffing plan, trash flow plan, restroom checks, and end-of-night closeout
   

Custodian Notes (What staff actually types):
“Boys restroom near gym smells bad. Sink leaking. Paper towels empty again. Graffiti on stall 3. Wet floor in hall by 200 wing.”

What the School Facilities Agent Produces:

1) Priority Shift Task List (Today)

• Priority 1 (Safety): Hallway 200 wing wet floor → set signage/barrier, dry area, identify source, log hazard
• Priority 2 (Restrooms): Boys restroom near gym
  • Refill paper towels + check dispenser
  • Sanitize high-touch areas, address odor source (per district procedures) 
  • Document graffiti (stall 3), notify admin if needed
• Priority 3 (Maintenance): Sink leak → capture location, extent, temporary containment, create work order
   

2) Work Order Draft

• Location: Boys restroom near gym (sink #2) 
• Problem: Active leak under sink; odor complaint noted
• Impact/Risk: Slip hazard / water damage potential
• Temporary Fix: Placed bucket, dried area, posted wet floor sign
• Requested Repair: Inspect trap/valve; repair leak; check for mold/moisture damage
• Materials Needed: Plumber tape/parts as needed
• Urgency: Today
   

3) Log Entry (Copy/Paste Ready)

• Date/Time: ___
• Area: Hallway 200 wing + Boys restroom near gym
• Issue: Wet floor; restroom odor; sink leak; paper towel shortage; graffiti stall 3
• Action Taken: Dried area, posted signage; restocked; documented graffiti; created work order 
• Follow-Up Needed: Maintenance repair; review dispenser usage; admin notification re: graffiti
• Completed By: ___
   

• “Create a daily plan for 2 custodians covering three floors.”
• “Turn these notes into work orders and a safety log.”
• “Make a weekly preventive maintenance checklist.”
• “We have an evening event—build a setup/tear-down plan.”
• “Analyze repeated vandalism spots and suggest prevention.”
   

• “Create a shift checklist for an elementary school (restrooms, cafeteria, halls).”
• “Convert these notes into 3 work orders and 1 daily log entry: [paste].”
• “Build a weekly floor care schedule for hallways and cafeteria.”
• “Make a restroom sanitation log that’s inspection-ready.”
• “Create an inventory tracker for paper goods and cleaning supplies.”
• “We keep getting spills near the same stairwell—identify prevention steps.”
   

• Daily/weekly/monthly checklists 
• Work orders (drafts) and maintenance logs 
• Inspection-ready sanitation logs
• Event setup/tear-down plans
• Inventory trackers and reorder plans
• Professional emails/messages to staff about closures, hazards, access limits
   

• Works best when staff consistently records: time, location, issue, action taken
• The agent can standardize language and documentation across all buildings
• Recommended: assign “zones” (A wing/B wing, cafeteria, gym, bus loop) for clean tracking
   

The School Facilities Agent supports documentation and planning. For chemical handling, SDS questions, or district-specific procedures, staff should follow district guidelines and posted safety protocols.

Want to see it in action?
Send one page of quick custodial notes, and the School Facilities Agent will turn it into a complete shift plan, work orders, and logs in minutes.