Facility management has long been defined by manual processes, disjointed workflows, and reactive maintenance strategies. At FlowPath, we saw an opportunity to break free from these constraints—not just by introducing AI as a buzzword, but by embedding it fully and meaningfully into our platform.
Many AI features released across the CMMS industry in 2023 and early 2024 were underwhelming—one-off tools rather than true integrations that enhanced daily workflows. FlowPath’s approach has always been different. When we develop AI-powered features, they are not surface-level gimmicks. They are built to transform how facility teams operate, making work orders, preventive maintenance, and data management more intelligent, efficient, and effortless.
With the rapid advancements of OpenAI’s models in mid-2024, we saw the perfect moment to develop an AI-powered CMMS experience that wasn’t just about generating work—it was about doing the work.
A Multi-Layered AI System for Smarter Facility Management
FlowPath’s AI Assistant is more than just a tool; it is a deeply integrated, multi-layered system designed to work across the entire platform. We structured it into four key layers that define its current functionality:
- UI and UX: A seamless, always-available AI interface
- Assistant Layer: User-specific AI capabilities
- AI Data Worker Layer: Secure data retrieval and analysis
- AI Agent Layer: File processing, bulk actions, and automation
UI filtering and data exporting allows users to filter work orders, assets, and team assignments using AI. The AI Assistant can also generate on-the-fly Excel or PDF reports based on user prompts, eliminating the need for manual reporting.
An AI-Powered Interface Designed for Action
To truly transform the way facility teams work, AI must be instantly accessible and intuitive. FlowPath’s AI Assistant is built as a persistent side panel, available across desktop, tablet, and mobile. It can be opened with a single click from anywhere in the platform, allowing users to interact using text, voice commands, or image uploads.
The AI Assistant is designed to streamline workflows, making it possible to generate work orders, update assets, analyze data, and more—all without disrupting the user’s workflow. Users are always in control, as the Assistant requires confirmation before executing any actions, ensuring transparency and precision.
With more than 80 AI-triggered actions embedded in FlowPath, facility teams can now create, update, and optimize workflows with unprecedented ease.
The Intelligence Behind the Assistant
The Assistant Layer provides a secure, user-specific AI experience. When a FlowPath admin assigns an AI Assistant license, a dedicated AI instance is created for that user. This AI operates strictly within their assigned permissions, ensuring security and data integrity. Each user has their own AI Assistant tailored to their access level, and it can only access data and execute actions that the user has permission for.
The AI Data Worker Layer is responsible for retrieving and processing information. FlowPath’s AI Assistant actively retrieves and analyzes data through 27 specialized AI Data Workers, each dedicated to a specific area of facility operations. For example, if a user asks, “How many work orders were completed last month?” the Work Order Data Worker retrieves, analyzes, and returns real-time statistics, allowing for immediate decision-making. If further action is required, such as exporting the data into a report, the AI Assistant can generate an Excel file or dashboard visualization in seconds.
The AI Agent Layer is responsible for handling large-scale data inputs. When a user uploads a CSV of assets, the AI Assistant activates an Importer Agent to structure the data correctly. The user reviews the AI’s formatting, confirms the import, and instantly adds new assets to the system without manual entry. These AI Agents specialize in handling bulk actions, making complex data management tasks efficient and accurate.
What’s Next for the AI Assistant?
The next major enhancement for AI Assistant will be the introduction of AI Assistant Automation Packages. These will be module-specific automation suites designed to take CMMS AI-driven workflows to the next level. The first to be released is the Work Order Automation Package, which will help facility teams triage and correctly assign work orders, scan open work orders and alert users before deadlines are missed, and provide real-time insights into team performance. Future automation packages will expand across all modules, allowing teams to put routine tasks on autopilot and focus on strategic initiatives.
The Future of Facility Management is Here
FlowPath’s AI Assistant is not just an improvement; it represents a fundamental shift in CMMS technology.
Unlike surface-level AI tools, it is deeply integrated into every aspect of facility management, designed to take real action rather than just offering recommendations. By combining automation, real-time insights, and intuitive user control, it transforms how facility teams operate, allowing them to shift from reactive maintenance to proactive decision-making.
With the AI Assistant now live, FlowPath is leading the charge in AI-powered CMMS innovation. Organizations that adopt this technology will not only see improved efficiency but will also gain a competitive edge in facility management.
To see the AI Assistant in action and learn how it can transform your operations, schedule a demo today.
