Can a single move request include IT and security tasks?

Yes. A move request creates the facilities work order, the IT task to move equipment and the badge change at once. The employee sees one status for all of it, and each team works in its own system.

Do outside vendors need a login?

Not necessarily. Vendors can receive work orders by email with a link to update status, or use a vendor portal built on Kinetic if you want them to upload photos and invoices. Either way the update flows back into the request.

Will this replace our CMMS or IWMS?

No. Maximo, Archibus or whatever you run keeps the asset, maintenance and space records. Kinetic is the front door and the coordination across facilities, IT, security and vendors.

Can employees report a problem from their phone?

Yes. The portal works in a mobile browser, so an employee can take a photo of a leak or a broken light, pick the building and room and submit it on the spot. No app to install.

Service Management use case

Facilities request management software

Facilities request management gives employees one place to report a broken heater, request a desk move or book access for a visitor, and turns each request into the work orders, IT tasks and badge changes it needs. Kinetic works with Maximo, Archibus, ServiceNow and your access control system rather than replacing them.

Book a working session

Works with Maximo, Archibus, ServiceNow and Lenel. Each team keeps working in its own system.

How a facilities request reaches every team involved

Experience layer

A facilities portal where employees report problems with a photo and a location, request moves and space, and track each request to completion.
Workflow layer

Requests route by building, trade and urgency to facilities, IT, security or an outside vendor; related tasks run in parallel and overdue work escalates.
Integration layer

Creates work orders in Maximo or ServiceNow, updates space records in Archibus, changes badge access in Lenel, and books rooms through Outlook calendars.
- IBM Maximo
- Archibus
- ServiceNow
- Lenel
- Microsoft Outlook

AI in facilities management

AI suggests the trade and urgency from a description or photo; the coordinator confirms. Moves, building access and vendor spend above your threshold are approved by people.

What AI does

Classifies maintenance requests by trade and urgency
Extracts location and asset details from descriptions and photos
Summarizes open work by building for managers

Decided by people, not by AI

Moves and space changes
Building access for employees and visitors
Vendor work above cost thresholds

The desk move that took three teams

An employee moves from the third floor to the fifth. Facilities reassigns the desk in Archibus. Someone has to move her monitor and dock, which is IT. Her badge has to open the fifth-floor door, which is security, in a separate access control system. The request arrived as an email to a facilities coordinator, who now forwards it twice and keeps a spreadsheet so the three pieces land on the same day.

Maintenance has the same shape. A request arrives by email, phone or a sticky note on the coordinator’s monitor, without a room number, and someone walks over to find out what “the heater by the window” means.

One intake, routed by building and trade

Employees submit from a facilities portal. A repair request asks for the building and room from a list, a short description and a photo. AI reads the description and photo, suggests the trade (HVAC, electrical, plumbing) and urgency, and the coordinator confirms. The work order is created in Maximo or ServiceNow with the location already right.

Moves and space requests go to approval first. Once approved, Kinetic creates the facilities work order, the IT task and the Lenel badge change at once and shows the employee one status. If the move date changes, all three tasks move with it.

Work that goes to an outside vendor is tracked in the same request. The vendor gets the work order with a link to update it; jobs above a cost threshold need sign-off before they’re sent.

What managers see

A list of open work by building, trade and age, built from the requests themselves. Nobody has to maintain the spreadsheet any more, because the requests are the record.

Facilities is often added to an employee self-service portal alongside IT and HR. The vendor side can grow into full vendor and contractor onboarding, with insurance and access checks before anyone arrives on site.

What you can build next

Facilities requests often join a broader employee portal, and vendor work leads naturally to vendor onboarding.

Questions about facilities management

Answered by Kinetic Data. Last updated October 19, 2026.

Can a single move request include IT and security tasks?

Yes. A move request creates the facilities work order, the IT task to move equipment and the badge change at once. The employee sees one status for all of it, and each team works in its own system.
Do outside vendors need a login?

Not necessarily. Vendors can receive work orders by email with a link to update status, or use a vendor portal built on Kinetic if you want them to upload photos and invoices. Either way the update flows back into the request.
Will this replace our CMMS or IWMS?

No. Maximo, Archibus or whatever you run keeps the asset, maintenance and space records. Kinetic is the front door and the coordination across facilities, IT, security and vendors.
Can employees report a problem from their phone?

Yes. The portal works in a mobile browser, so an employee can take a photo of a leak or a broken light, pick the building and room and submit it on the spot. No app to install.

Bring one process. Leave with a plan to build it.

Two hours with our team, at no cost. Bring one process that crosses your systems. We map it with you, show what Kinetic would build, and send you a written plan afterward.