Applications

Systemais


> **Soon to be launched:** If you would like to explore implementing this platform in your company, get in touch.  
> The core principles are applicable not only to architecture practices, but also to many other organisations handling complex project knowledge.

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## Consolidate your practice knowledge into AI agents

Most practices already hold the knowledge they need in reports, policies, regulations, client requirements, and project files. The challenge is usually access: information sits in different places, search takes time, and teams often repeat work because past examples are hard to locate.

Our platform addresses that by consolidating approved material into an organisation managed knowledge base, with search and AI assistants built on top of that foundation.

## See it in action

{/* ![RAG solution overview by Systemais](/images/search-engine-rag/rag-preview.png "RAG solution overview by Systemais") */}

**Searching approved documents and regulations**

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**Writing Design and Access Statement agents**

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## The problem today

{/* ![RAG problem overview by Systemais](/images/search-engine-rag/rag.png "RAG problem overview by Systemais") */}

Practices produce vast amounts of information across reports, drawings, specifications, and project documentation, while also needing to work with employer and statutory requirements. However, this knowledge is often fragmented, difficult to access, and rarely reused effectively.

Common pain points include:

* Knowledge dispersed across websites, server folders, SharePoint, PDFs, emails, and project folders
* Long and inefficient search paths
* Copy / paste / repeat of previous work due to inaccessible past information
* Heavy reliance on individual staff experience

## What the platform does

The platform aggregates and structures project data into a central organisation managed knowledge base. Below are the five core capabilities you are investing in.

### 1. Create and search your practice knowledge base

Build one searchable home for the information your practice depends on every day:

* **Regulatory frameworks:** approved documents, standards, and compliance guidance
* **Practice policies and guidelines:** how your organisation works and what good looks like
* **Training material:** onboarding, procedures, and internal know how
* **Client EIRs and requirements:** faster navigation of complex client briefs and employer information requirements

Search and retrieve relevant data from the knowledge base. AI assisted responses are grounded in verified content. For example, search for a specific term and get a list of all projects where that term is mentioned.

### 2. Use your knowledge base for bids

Reuse proven content and precedent from past projects when preparing tender responses and bid submissions. Improve consistency, reduce duplication, and respond faster with answers backed by your own material, not generic AI guesses.

### 3. Build task specific AI agents

Use the knowledge base as the foundation to create agents for specific jobs. For example, an agent to help write **Design and Access Statements**, RIBA stage reports, or technical and compliance documentation. Each agent works from your approved sources, not the open internet.

### 4. Capability questionnaires: faster, clearer responses

When clients or frameworks send capability questionnaires, the platform helps teams find relevant past examples and draft coordinated responses more quickly, drawing on indexed project history, case studies, and practice credentials.

### 5. Project specific AI agents

Create agents scoped to individual projects. Assist with searching project files and writing project specific documentation, supporting day to day delivery work such as report production, compliance checks, and preparing coordinated responses for client and statutory submissions.

## One AI platform, under your control

Consolidate AI under **organisation level access control**. You decide what enters the knowledge base, who can access it, and how it is structured. Access remains under your internal governance, with role based permissions aligned to how your practice operates.

Your data remains yours, with options to run in environments aligned with your security and compliance requirements, including server hosted models where needed.

## How the technology works (RAG, in simple terms)

{/* ![RAG process overview by Systemais](/images/search-engine-rag/rag-process.png "RAG process overview by Systemais") */}

This is a **Retrieval Augmented Generation (RAG)** system. In plain language: the AI answers using *your* documents, not just general training data. Reliability and validation are built in.

**Three simple steps:**

1. **Upload data:** PDFs, reports, policies, project files, and other approved sources
2. **Process:** the system structures and indexes content so it can be searched and retrieved accurately
3. **Use for agents:** search, ask questions, and run task specific or project specific assistants grounded in that processed knowledge

Most of the value sits in getting your data organised and trustworthy first. The agents and search tools then work from that foundation.

<h2 style={{ color: '#16a34a' }}>What you gain ✨</h2>

The Practice AI assistant enables your organisation to:

* Build a structured practice knowledge base from PDF documents (otherwise much of the information you produce is lost and not reusable)
* Reduce time spent searching for information
* Improve consistency and quality of outputs
* Unlock value from existing project data
* Enable cross project and cross team knowledge reuse
* Enhance decision making through accessible, traceable knowledge

Ultimately, organisational knowledge becomes an active, reusable asset rather than a static archive.

## Why this differs from generic AI tools

**1) Answers on real data**  
Responses are grounded in your indexed project content, with traceability back to source material. Generic chat tools can produce plausible but unverified text.

**2) Knowledge base control**  
You retain full control over what enters the knowledge base and how it is structured for your organisation.

**3) Source precision**  
The platform can reference exact locations in source documents (not only a document name), improving auditability and trust.

**4) Organisation membership and access**  
Access remains under your internal organisational control, with role based governance aligned to your operations.

**5) Security options**  
Your data remains yours, with deployment options aligned to your security and compliance requirements.

**6) Domain specific support**  
The platform is designed with architecture workflows in mind while remaining adaptable to other sectors handling complex project knowledge.

## Contact us

If you would like to explore implementing this platform in your company, get in touch.

Contact us via [hello@systemais.co.uk](mailto:hello@systemais.co.uk). Related work: [Approved Documents Search](/projects/archi-search-ai) and [bespoke services](/services).

> *This bespoke solution is developed by Systemais to align with real operational practices while improving data quality, traceability, and knowledge reuse.*

## Disclaimer & Usage Terms

*This project case study describes a bespoke implementation delivered to match client specific requirements. Delivery scope, licensing, and support terms are agreed per engagement.*

**Important:** Integration capabilities depend on third party systems, API availability, and client environment constraints. Final responsibilities for validation, testing, and production readiness remain with the deploying organisation.

Systemais can support validation and rollout activities, but cannot guarantee third party platform behaviour, API stability, or downstream process outcomes outside agreed delivery scope.


An organisation managed AI assistant that turns your practice knowledge into searchable, reusable intelligence for bids, compliance, project delivery, and task specific agents.

An organisation-managed AI assistant that turns practice knowledge into searchable intelligence for bids, compliance, delivery, and task-specific agents.

Practice AI knowledge base

Practice AI Knowledge Base

Search your practice knowledge and run agents from approved sources


![Timesheets app ecosystem by Systemais](/images/timesheets/timesheets-eco.png "Timesheets app ecosystem by Systemais")

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## The problem

Current time recording workflows are fragmented and disconnected across the business. Multiple parallel processes create duplicated entry, heavy admin overhead, and frequent copy-and-paste between spreadsheets.

Records are decentralised, with continued reliance on handwritten slips and manual processing. This increases the risk of errors, delays, and inconsistent reporting. Off-the-shelf products were reviewed but did not fully match established internal requirements and long-standing procedures.

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## The solution

Client management aims to digitalise and streamline internal processes to improve efficiency, consistency, and data quality. As part of this initiative, we developed a bespoke timesheets and clock-in ecosystem that unifies recording, approval, and payroll-ready processing in one place.

![Timesheets workflow view](/images/timesheets/timesheets.png "Timesheets workflow view")

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## App ecosystem

The unified solution includes purpose-built interfaces for each working context:

* **Web app (iPad optimised):** Workshop-based use
* **Web app (mobile optimised):** On-site fitters and quick entries
* **Web app (weekly timesheets):** Drawing office and admin staff
* **Web app (manager dashboard):** Approvals, reporting, editable project item allocation, and admin tools

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## Data flow

**1. Inbound project data (from Eque2 / cloud construction software)**  
The app retrieves projects and project items via open API connectors. Where APIs are unavailable, data is exchanged through controlled CSV export/import.

**2. User entries (within the new app)**  
Users record time against approved projects and project items. Entries are captured across mobile, tablet, and web interfaces.

**3. Admin checks and approvals**  
Administrators review and formally approve submitted time records. Approval locks records for downstream processing and audit integrity.

**4. Outbound time logs (to accounts / Eque2)**  
Approved entries are cleaned and normalised in-app, then posted back through API to Eque2 or other construction systems. CSV export/import is maintained as a fallback where integration is not available.

**5. Accounts upload and downstream processing**  
Finalised time data supports costing, payroll, and reporting workflows in accounts and construction platforms.

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## Requirements

To implement this solution, organisations typically need:
* Access to project/item data from Eque2 or equivalent construction software
* API access credentials where connectors are available
* A defined CSV import/export template when APIs are not available
* User and role definitions for field, workshop, office, and manager workflows
* Agreement on approval rules and payroll cut-off processes

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## Support and customisation

Need support implementing or extending this platform? We also offer a related [practice admin app](/projects/practice-admin-app) for timesheets, leave, expenses, and HR. Custom work includes:

* End-to-end deployment and onboarding
* Workflow and UI tailoring by team type
* API and CSV integration setup
* Approval logic and reporting design
* Ongoing maintenance and enhancement support

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> *This bespoke solution is developed by Systemais to align with real operational practices while improving data quality, traceability, and payroll readiness.*

## Disclaimer & Usage Terms

*This project case study describes a bespoke implementation delivered to match client-specific requirements. Delivery scope, licensing, and support terms are agreed per engagement.*

**Important:** Integration capabilities depend on third-party systems, API availability, and client environment constraints. Final responsibilities for validation, testing, and production readiness remain with the deploying organisation.

Systemais can support validation and rollout activities, but cannot guarantee third-party platform behaviour, API stability, or downstream process outcomes outside agreed delivery scope.


A bespoke app ecosystem that unifies time recording, approvals, and payroll ready exports across workshop, on site, office, and management teams.

A bespoke app that unifies time recording, approvals, and payroll-ready exports across workshop, site, office, and management teams.

Timesheet unification for construction

Timesheets Unification

Unify time recording, approvals, and payroll ready exports


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[Tutorial - Search files and shares](https://youtu.be/MhDYfZFi5iw?si=k3KYNLGr-Az1PSGx)

[Tutorial - Metadata extraction template](https://youtu.be/Uw6MoK4JPaY?si=fwEZEsMCYAKIRrXh)


## The hidden cost of manual drawing issue registers

In the architecture, engineering, and construction (AEC) industry, there's a silent productivity killer: the manual drawing issue register. This seemingly simple document, often maintained in Excel, is a critical quality assurance requirement that tracks the distribution of project documentation. However, our research reveals that a mid-size architectural firm with 70 employees can lose up to 28 days annually in billable hours spent maintaining these registers.

[Read more >](https://shareandlog.com/blog/leveraging-technology)


## The problem - more than just paperwork

- **Time-consuming process** - architects and engineers can spend hours retrospectively manually logging document distributions
- **Inconsistent updates** - registers are often updated irregularly due to the manual nature of the process
- **Hidden costs** 
  - Lost billable hours
  - Inefficient resource allocation
  - Increased risk of documentation logging errors
- **Quality assurance gaps** - When documentation is needed for compliance or dispute resolution, incomplete registers can lead to serious issues


## Why existing solutions fall short?
The market offers several document management systems, but they often:
- ❌ Require complex implementation and training
- ❌ Come with prohibitively high costs
- ❌ Fail to specifically address the drawing issue register problem 
- ❌ Require significant manual input despite their digital nature
- ❌ Endless discovery calls and quotation reviews


## The solution 

Share&Log was born from a simple observation - if we can automate the metadata extraction from drawings, we can eliminate the manual work of maintaining issue registers.


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## Focus on automation
Unlike other solutions that simply digitise the manual process, Share&Log:
- The platform automatically extracts metadata from drawings
- Generates issue registers without user input
- Maintains accurate records without additional effort
- Provides instant access to historical data
- No complex setup required
- Minimal or no training needed
- We aim to support businesses at time of soaring software costs with free affordable pricing structure


### Share&Log QA features - automatic issue register generation

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### Share&Log communications

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## Problem solved!

> *Share&Log is developed by Systemais, where we combine architectural expertise with software engineering to create practical, cost-effective solutions for the AEC industry.*

[Check out shareandlog.com](https://shareandlog.com)

Professional obligations for registers are covered in [legal and professional requirements for drawing issue registers](/blog/drawing-issue-registers).


Share drawings and automate the issue register. Mid size firms can reclaim up to 18 days a year in billable hours.

Share&Log shares drawings and automates the issue register. Mid-size firms can reclaim up to 18 days a year in billable hours. Start on a free plan.

Drawing issue register software

Share&Log

Share drawings and automate the issue register


> **In development.** Available now on demand with practice-specific setup. We are building toward a simple self-serve app with friendly pricing and possible free accounts.

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## From timesheets unification to practice admin

This product grew out of our [Timesheets Unification](/projects/timesheets) project: a bespoke ecosystem for recording time, approvals, and payroll-ready exports. That work made a wider gap obvious. Most practices still split time, leave, expenses, people records, and the job book across spreadsheets and separate tools.

**Practice Admin App** is the next step. It keeps the timesheets workflow at the centre and adds the surrounding office processes so the practice runs from one place.

## What it covers

* **Timesheets** — log hours by project and week, with review and approval
* **Holidays** — book time off, follow approvals, and see who is away
* **Expenses** — submit and track claims
* **HR records** — member profiles and employee records
* **Job book** — live projects in one list, with files and drawings to hand
* **Staff onboarding workflows** — get new people onto the right pattern from day one

Organisation settings go further than a simple user list. Practices can set **working patterns** and other office rules so entries, leave, and overtime follow how the studio actually works.

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## Available now, still being built

The app is in active development. It is **available now on demand**, set up around your practice rather than as a one-size-fits-all install.

We are continuing that work with a clear aim: a **simple-to-onboard** product, **friendly pricing**, and **possible free accounts** for practices that want to try it without a long procurement cycle.

If you want it in the office now, we can set it up for you. If you would rather wait for the simpler self-serve release, get in touch and we will keep you posted.

<GetInTouchButton align="center" />


A practice admin app grown from our timesheets work. Timesheets, holidays, expenses, HR records, job book, and staff onboarding, with working patterns and other office settings. Available now on demand with setup for your practice.

Practice admin for architecture offices: timesheets, leave, expenses, HR, the job book, and onboarding, with setup for your working patterns.

Practice admin and timesheets

Practice Admin App

Timesheets, leave, expenses, HR, and the job book in one place


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  <img 
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    alt="Regs Search - Overview" 
    title="Search, Validate, Apply" 
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*Use of AI is entirely at your own discretion, and users are responsible for any decisions made based on its outputs. Built by Systemais powered by OpenAI chat.*

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## Story

Following the success of our OpenAI topic-specific chatGPT assistants, we have taken regulatory search to the next level.  
While native GPT chat can provide quick answers, they lack a reliable way to **validate responses against the actual Approved Documents** - and in building regulations, precision is critical.  

To solve this, we developed a **Retrieval-Augmented Generation (RAG) engine with a vector database** for natural language search. This means users not only receive clear AI-generated explanations, but also get direct links to the relevant sections of the regulations for instant validation.  

The tool also goes beyond simple “yes/no” queries. It supports **complex reasoning** where compliance depends on context, helping architects and designers navigate grey areas with evidence-backed answers.  

## Example of document processing

The clip shows an example of document processing: Building Regulations England Approved Documents are broken into structured chunks that the system can use. That pipeline enables a proper RAG (Retrieval Augmented Generation) workflow, where the engine retrieves relevant context instead of relying on generic knowledge. The documents are highly complex-columns, images, tables, and nested headings which suits human readers but complicates AI context engineering. Most of the real work happens in this preprocessing stage, before any question is asked.

For a wider view of where AI helps on live jobs, see [AI in architectural practice](/blog/looking-at-ai).

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Search UK building regulations with answers linked to the Approved Documents. Built for architects who need to check the source, not guess.

UK building regulations search

Approved Documents Search

Search UK building regulations and check answers against the source




![Jobsheets app by Systemais](/images/job-sheets-app/job-sheets-image-1.png "Jobsheets app by Systemais")


## The problem

The machinery maintenance is a job that is required to be undertaken in various site and weather conditions, yet it has to  be accurately recorded and passed on to the client for their records.

The machinery maintenance company found that existing job management tools were either too generic or overly complex and expensive for their requirements. 

As silly as it may sound, one of the issues was that apps available on market are too fiddly and a field engineer, who needs to enter data live (rain or shine, clean or oily hands..), requires something that is simple, effective and user-friendly. Engineers could not find the app on the market that would right-fit option.


## The solution
We developed a tailored yet cost-effective Power Apps solution for field machinery engineers to record, track, and manage their jobs. It is designed in close collaboration with field engineers to address their workflows.

![Jobsheets app by Systemais](/images/job-sheets-app/job-sheets-image-6.png "Jobsheets app by Systemais") 

The system includes:
* Job tracking and status updates
* Machinery records and maintenance logs
* Client and site address databases
* Auto-generated job sheets (Repair, Service, LOLER Inspection) with image upload and email dispatch

![Jobsheets app by Systemais](/images/job-sheets-app/job-sheets-image-5.png "Jobsheets app by Systemais")

All data is stored securely in SharePoint and works as one connected ecosystem.


## Key benefits
* No more paperwork
* Easy to use on a tablet in all site conditions
* Increased efficiency and consistency
* Full audit trail of completed work
* Client machinery list tracking
* Live field engineer entries allow expedited report issue to clients
* Professional, branded reports automatically generated and emailed to customers
* No additional app subscription costs – all covered under the main M365 licence


## Client collaboration
The client's team was highly dedicated and engaged, working closely with our developers to shape the app around real-life use cases and needs.


## Services provided
* Company SharePoint setup (domain + pro email)
* Licence guidance and setup
* SharePoint intranet homepage
* Bespoke Power Apps development

![Jobsheets app services provided by Systemais](/images/job-sheets-app/job-sheets-image-4.png "Jobsheets app services provided by Systemais")

### For SharePoint Implementation 🔧
If you're looking to implement our current SharePoint-based solution for your business, see our [SharePoint intranet service](/projects/sharepoint-intranet) or contact us at [hello@systemais.co.uk](mailto:hello@systemais.co.uk).

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## Looking ahead
Based on the success of our SharePoint solution and growing market demand, we are now looking to build a dedicated web application - the Construction Plant Maintenance (CPM) App. We are seeking partners and investors to help us create an all-in-one platform that will serve both independent plant engineers and machinery owners/managers.

Visit [CPM App landing page](https://cpm-app.netlify.app/) to learn more about web application proposal and join the waiting list.

### For Engineers & Plant Managers
If you are interested in using the CPM web app, visit our [landing page](https://cpm-app.netlify.app/) and join the waiting list to be notified when the platform launches.

### For Investors
We welcome discussions with potential investors who are interested in supporting the development of the CPM platform. You can express your interest through the sign-up form on our [landing page](https://cpm-app.netlify.app/) - just select "I want to invest in development" in the role selector.

</div>

Bespoke software for field engineers. Every service, repair, or LOLER certificate can be logged in real time.

Bespoke job sheets for field engineers. Log every service, repair, or LOLER certificate in real time on SharePoint and Power Apps.

Plant job sheets and LOLER records

Plant H&S App

Field job sheets for plant service, repair, and LOLER records


<br />

<CustomImage
  src="/images/sharepoint-intranet/intranet.png"
  alt="SharePoint Intranet"
  data-fit="contain"
  data-margin-y="20px"
/>

<br />

> You may already be paying for SharePoint through Microsoft 365, but it can deliver far more than file storage when used also as a company intranet for your employees.

We deliver professional services to design and implement a modern company intranet using **Microsoft 365 SharePoint Online**. The objective is to provide an **accessible, engaging, and intuitive central hub** for organisational information and day-to-day communication.

Our approach combines SharePoint best practice, structured information architecture, and practical governance so organisations can improve collaboration without introducing unnecessary complexity.

## Service Scope

We build your company SharePoint intranet on your Microsoft 365 tenant, following your requirements and internal operating model.

Our service scope includes:

- Intranet strategy focused on clear navigation, user adoption, and long-term maintainability
- Homepage design with a **news bulletin**, announcements, and quick access to priority resources
- Department and team sites structured to support business functions and knowledge sharing
- Central location for policies, templates, training materials, and reusable documentation
- Site content model aligned to an organised information and content strategy
- Integration planning with the wider Microsoft 365 ecosystem where appropriate

## Benefits

- Your intranet stays in your Microsoft 365 environment and remains fully accessible to your teams
- Content is easy to update and edit in-house using SharePoint's no-code tools
- We build the foundation, structure, and governance model so your team can manage it confidently
- You avoid lock-in to expensive ongoing development for day-to-day content updates

## Delivery Approach

The intranet is built using the **SharePoint Communication site** type, which is well suited to one-directional information sharing and therefore appropriate for a practice intranet.

Delivery primarily uses SharePoint's **no-code web editor** and standard web components to structure and present information. Where needed, we apply lightweight and controlled customisation to support usability and branding goals.

SharePoint does have platform limitations, but in this service model they do not materially affect delivery of the intended business outcome.

## Libraries and Information Management

We work with client teams to define a practical document management framework within SharePoint libraries, including:

- Library structure design with metadata and version control suited to organisational use
- Review and agreement of version control principles before implementation
- Definition of key document workflows covering creation, review, approval, and update cycles
- Page-level links to relevant documents and direct document library views
- Dynamic filtering configuration to improve usability, navigation, and findability

## Security and Access

Access is managed through the organisation's **Microsoft 365 tenant**, providing the primary framework for authentication and permissions. Users sign in with existing Microsoft 365 accounts, maintaining alignment with identity, security policy, and access controls.

Within SharePoint, additional settings are configured to restrict access to **internal organisational users only**, with external sharing disabled for the intranet site.

## Case study: impact 3 years on

Since launch, a mid-size architectural practice developed SharePoint intranet, **The Hub**, has become the backbone of the organisation's digital workplace, with measurable engagement and adoption:

| Metric | Result |
|--------|---------|
| Homepage views | 55,000+ |
| Most visited page | BIM Primer (2,500 visits) |
| News posts published | 150+ |
| Sub-pages and resources | 50+ |
| Consultancy costs | **£0** (fully in-house) |
| Additional software costs | **£0** (covered by M365 licence) |

## Outcome

This service model transforms SharePoint from a document repository into a **structured and business-ready intranet** that supports operations, communication, onboarding, and knowledge management.

It provides a cost-effective route to a connected digital workplace while retaining governance, security, and scalability within the existing Microsoft 365 investment.

## Need a SharePoint intranet service?

Get in touch: [hello@systemais.co.uk](mailto:hello@systemais.co.uk)


Professional SharePoint intranet service to design and implement an accessible, engaging, and secure central hub for organisational information using Microsoft 365.

A SharePoint intranet for architecture practices: news, standards, apps, and a CDE on the Microsoft 365 tenant you already pay for.

SharePoint intranet for practices

SharePoint Intranet

A company hub on the Microsoft 365 tenant you already pay for


## Prototype in testing

Building Regulations compliance workspace for BRPDs and designers.

- Competency records in one place
- Live compliance tracker and evidence trail
- AI-assisted guidance retrieval with team control

Visit: [Building Regs Compliance App](https://brpd.systemais.co.uk/)


A collaborative Building Regulations compliance workspace for BRPDs and design teams, covering competency, tracker, and AI assisted guidance.

A Building Regulations compliance workspace for BRPDs and design teams: competency, tracker, evidence, and AI-assisted guidance.

We build apps for architecture practices.