The AI workforce
Five roles in your back office, filled by AI
Most FM back offices grow by hiring the same five seats over and over: someone on the helpdesk, someone chasing PPM, someone tracking compliance paperwork, someone reconciling supplier bills, and someone answering the phone.
TYTEN fills those seats. You keep your CAFM, your mailboxes and your contractors.
Which job do you need doing?
Each role is independent. Most clients start with two or three in parallel.
| The seat | What it costs to hire | What TYTEN does instead |
|---|---|---|
| Helpdesk operator | A coordinator triaging inbound jobs, raising work orders and assigning suppliers. | Reads the request, raises the work order in your CAFM, assigns a compliant supplier and books the visit. |
| PPM coordinator | Someone booking planned visits and chasing certificates that never arrive. | Books the visit, chases the certificate by email and phone, reads it, and marks the asset complete against its SFG20 task code. |
| Compliance controller | Someone tracking RAMS, insurance and accreditations to expiry across the supplier base. | Tracks every document to its expiry, chases before it lapses, and blocks non-compliant suppliers from being assigned. |
| Finance controller | Someone checking supplier bills, raising invoices and chasing debtors. | Validates each bill against the work order and the agreed rate, raises the sales invoice the day the job is proven, and chases what is owed. |
| Switchboard | Out-of-hours cover, or an outsourced answering service. | Answers the line, captures the fault, raises the job on the spot, and escalates a genuine emergency to a human at once. |
The five roles
Every one of them works inside the systems you already run, and leaves a full reasoning log behind.
AI helpdesk operator
Runs reactive jobs end to end: request in, work order raised, supplier assigned, visit booked, paperwork chased and filed. Nothing waits for a human to notice it. Reactive helpdesk
PPM coordinator
Books planned visits, confirms attendance, then chases the certificate until it arrives, reads it and marks the asset. Assets carrying SFG20 task codes are matched by code. PPM chasing
Compliance controller
Watches RAMS, method statements, SSIP accreditation, employers’ and public liability, and every statutory certificate, to expiry. Chases before things lapse. Document tracking
Finance controller
Closes the loop between the work and the money: bills checked before payment, invoices raised at the agreed margin the day the job is proven, debtors chased. Accounting
Voice agent
Answers the helpdesk line day or night, captures what is wrong, turns it into a work order on the spot, and hands a genuine emergency straight to your team. AI voice agent
One workforce, not five tools
The roles share the same evidence. The finance controller will not pay a bill the compliance controller has no job sheet for. That is the part a set of separate tools cannot do.
65,745
Work orders served
7,144
Job sheets chased
£4.1M
Accounts payable processed
4 weeks
Typical go-live
Aggregate across UK FM clients, November 2025 to July 2026.
Where they work
Every role reads from and writes back to the system you already run. See the full integration list, or how the roles fit a subcontractor network, specialist provider or hotel group. Weighing a role against a hire? TYTEN vs hiring a coordinator.
Roles FAQ
They replace the admin, not the people. In practice clients stop hiring the next coordinator rather than losing the ones they have, and the team they already pay for moves onto client work. One client grew work order volumes five times over without growing the back office.
Yes. Every role is independent and contracted per module. Most clients start with two or three in parallel, because the roles share evidence and the combined effect is larger than each one alone.
No. The connection to your CAFM and your mailboxes is built once, and every role works through it. That is why the first module takes about four weeks and each one after it is faster.
Every AI decision carries a full reasoning log: what was processed, what was extracted, and why anything was rejected or held. Nothing happens that you cannot trace back afterwards.
It stops and hands over rather than guessing. Anything ambiguous, anything that looks like a genuine emergency, and anything outside its remit goes to a named person on your team with the context already gathered.
Fill the seat you keep re-hiring
30-minute demo. First session maps your workflows against the roles.
Book a Demo