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.

![RAG process overview by Systemais](/images/project-rag-process.png "RAG process overview by Systemais")

The AI Knowledge Search platform is a Retrieval-Augmented Generation (RAG) system developed to transform how architectural practices access, reuse, and generate knowledge.

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# The problem

![RAG problem overview by Systemais](/images/project-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 employer and statutory requirements. However, this knowledge is often fragmented, difficult to access, and rarely reused effectively. Our platform addresses that challenge by creating a structured, searchable knowledge base powered by AI where reablity and validation are built in.

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 wider knowledge base past information
* Heavy reliance on individual staff experience

---

# The solution

The platform aggregates and structures project data into a central organisation-managed knowledge base, enabling:

* Search and retrieval of relavant data from the knowledge base
* AI-assisted responses grounded in verified project data (for example: you can search for a specific term and get a list of all projects where that term is mentioned)
* Rapid content generation (for example: RIBA reports, Design & Access statements, and bid responses)
* Cross-project knowledge reuse
* Cross-practice knowledge reuse that supports cross teams collaboration

---

# Application example

![RAG solution overview by Systemais](/images/project-rag-preview.png "RAG solution overview by Systemais")

Practical application scenarios include writing assistance using Design and Access Statements, RIBA stage reports, and technical and compliance documentation to support day-to-day delivery work. Use cases include bid writing, report production, rapid project information search, faster navigation of complex client requirements such as EIRs, cross-project precedent retrieval, early compliance checks, and preparing coordinated responses for client and statutory submissions.

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<h1 style={{ color: '#16a34a' }}>Your new super-powers ✨</h1>

The AI Knowledge Search platform enables practices to:

* Built structured practice knowledge base from PDF documents (otherwise all the inforation we produce is mostly lost and not reusable)
* Reduce time spent searching for information
* Improve consistency and quality of outputs
* Unlock value from existing project data
* Enhance decision-making through accessible knowledge


Ultimately, the tool introduces a new way of working where 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.  
Generic tools provide limited organisational control.

**3) Source precision**  
The platform can reference exact locations in source documents (not only a document name), improving auditability and trust.  
Generic tools often provide weaker or non-verifiable references.

**4) Organisation membership and access**  
Access remains under your internal organisational control, with role-based governance aligned to your operations.  
Generic consumer tools may not provide sufficient enterprise control.

**5) Security options**  
Your data remains yours, with options to run in environments aligned with your security and compliance requirements (including server-hosted models where needed).  
Generic services can involve unclear data handling terms.

**6) Domain-specific support**  
The platform is designed with architecture workflows in mind while remaining adaptable to other sectors.  
Generic assistants are not tailored to your domain context out of the box.

---

Contact us

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

Contact us via letstalk@systemais.co.uk 

---

> *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.


A Retrieval-Augmented Generation (RAG) platform that transforms fragmented project data into a searchable, reusable, and trustworthy organisational knowledge base.

AI Knowledge Search (RAG)

AI Knowledge Search Platform (RAG) for Architecture and Project Delivery


![Timesheets app ecosystem by Systemais](/images/project-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/project-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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<div id="get-the-app"></div>

# 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 offer:
* 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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    ##### Contact us
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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.

Timesheets Unification

Timesheets and clock-in unification for manager approvals and payroll


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  <Button href="https://shareandlog.com">
    ##### Start with free plan
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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)

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# 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)

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# 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

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# 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

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# 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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    src="/images/shareAndLog.png" 
    alt="Share&Log - Automated Issue Register Generation" 
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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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  <img 
    src="/images/share-log-register.png" 
    alt="Share&Log - Automated Issue Register Generation" 
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  />
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## Share&Log comunications

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  <img 
    src="/images/shareAndLog_Image1.png" 
    alt="Share&Log - Comunications" 
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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)

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Share&Log platform is offering document sharing and automating drawing issue registers, with some estimates suggesting potential savings of up to 18 days annually in billable hours for mid-size firms.

Drawings QA

Automating drawing issue registers for AEC professionals


<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/regs-search.png" 
    alt="Regs Search - Overview" 
    title="Search, Validate, Apply" 
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</div>

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  <Button href="https://regsearch.systemais.co.uk/app.html">
    ##### Start search now
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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.

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Smarter AI search for UK building regulations. Our RAG-powered tool combines unique combination of LLMs with custom vector search to deliver precise, evidence-backed answers with direct links to Approved Documents.

AI Building Regs Search

AI-powered construction regulations search engine. Search-Validate-Apply


> **Case study: our tech team experiences** This article presents the delivery approach and engineering expertise of our technical team.  
> It is not presented as a direct Systemais product launch or a public commercial rollout.


# Overview

Lens search is an everyday task in optical practice. Opticians regularly need to find compatible lenses from existing lens ranges, where each lens is identified by a compact set of symbols and numbers. In real workflows, those identifiers are often misread, confused with a different brand, or matched to the wrong configuration.

This case study focuses on how our technical team transformed that process from a long manual lookup into a quick, simple, and informative visual search experience, while also creating a feasible and maintainable data collection, data entry, and quality control system.

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# The problem

Optical teams were spending too much time on compatibility checks because core product data lived in fragmented formats and naming conventions were not consistent.

Common pain points include:

* Lens identifiers are cryptic and easy to confuse across brands and variants
* Manual lookup requires cross-checking multiple references and supplier documents
* Small symbol or number errors can result in incorrect configuration matches
* Knowledge is often held by experienced individuals instead of structured systems
* Data updates are hard to maintain without a clear entry and validation workflow

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# The solution

Our technical team designed and implemented a visual compatibility search engine centered on speed, clarity, and maintainability.

The solution combines:

* A normalized lens compatibility dataset with clear schema rules
* A fast search interface with visual cues to reduce identifier confusion
* Guided filters to narrow compatible options quickly
* Structured data entry flows for new and updated lens records
* Quality control checks to catch inconsistent naming and incompatible mappings
* Maintainable update routines so non-developer stakeholders can support data lifecycle operations

---

# Application

In day-to-day use, an optician can start from known lens symbols and numbers, then quickly identify compatible alternatives through a guided visual flow instead of repeated manual reference checks.

<img
  src="/images/optometrist-lens-process.png"
  alt="Optometrist Lens Search Engine by Systemais"
  data-aspect-ratio="9 / 16"
  data-fit="contain"
  data-max-width="620px"
  data-margin-y="0.5rem"
/>

Typical outcomes:

* Faster customer-facing lookup during consultations
* Reduced risk of brand/configuration mismatch from ambiguous codes
* Better consistency across staff experience levels
* More reliable, auditable compatibility data over time

This case study demonstrates technical capability in workflow analysis, search UX design, and robust data operations for specialist domains where accuracy and speed both matter.


A technical case study showing how our team designed a fast, visual lens compatibility search workflow and a maintainable data quality system for opticians.

Lens Search Engine

Optometrist Lens Search Engine




![Jobsheets app by Systemais](/images/jobsheets-Image1.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/jobsheets-Image6.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/jobsheets-Image5.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 povided
* Company SharePoint setup (domain + pro email)
* Licence guidance and setup
* SharePoint intranet homepage
* Bespoke Power Apps development

![Jobsheets app services provided by Systemais](/images/jobsheets-Image4.png "Jobsheets app services provided by Systemais")

## For SharePoint Implementation 🔧
If you're looking to implement our current SharePoint-based solution for your business, contact us at ```letstalk@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. Discover the solution below that helps maintenance teams stay on top of their tasks.

Plant H&S App

Construction plant maintenance job sheets application


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

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> 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.

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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: letstalk@systemais.co.uk


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

SharePoint Intranet Service

SharePoint Intranet. Connected Digital Workplace



### Coming Soon... Early 2026
**Interested in learning more?**
We would **love to hear from you**. Get in touch: [letstalk@systemais.co.uk](mailto:letstalk@systemais.co.uk)

<br />
<br />

# Data-Driven Workflows from Day One

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-overview.png" 
    alt="Rooms App - Overview" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

Rooms App brings a modern, data-centred approach to the way architects and clients plan spaces. It replaces scattered spreadsheets, disconnected diagrams, and inconsistent room data with a single, structured workflow that supports every design stage. From early briefing to technical delivery, Rooms App keeps your project aligned, coordinated, and transparent.

Whether you are an architect, client, consultant, or wider project stakeholder, Rooms App makes it easy to capture requirements, visualise information, maintain consistency, and integrate directly with Revit.

<br />
<br />

# Application across RIBA Stages

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-riba-stage.png" 
    alt="Rooms App - RIBA Stage" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

RIBA Stage - Royal Institute of British Architects (RIBA) project workstages.


<br />
<br />

# Capture and Collaborate from the Start

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-tech-room-datasheets.png" 
    alt="Rooms App - Room Briefing Sheet" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

Rooms App begins with a clear, structured way to gather room and space requirements.

Teams can create Room Briefing Sheets that clients actually understand and engage with.

- Capture space requirements in a consistent format
- Remove messy spreadsheets and duplicated lists
- Let clients review, comment, and collaborate in real time

This early clarity sets the foundation for a smooth project workflow.

<br />
<br />

# Visualise and Analyse Your Data

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-chart.png" 
    alt="Rooms App - Automated Room Data Sheets" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

Design decisions work best with data that is easy to read.

Rooms App includes simple visual tools to explore and review information:

- Interactive charts and analytics
- Area summaries and compliance checks
- Quick comparisons of planned versus required spaces

This helps both designers and clients stay aligned, reducing misunderstandings later in the project.

<br />
<br />

# Create Consistent Concept Layouts

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-concept-canvas.png" 
    alt="Rooms App - Canvas App" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

When design starts to take shape, Rooms App supports early diagrams and schematic planning.

- Build concept plan diagrams directly in the app
- Ensure layouts remain consistent with schedules of accommodation
- Generate room requirement tables automatically

No more mismatches between diagrams, schedules, and briefing sheets—everything comes from the same data source.

<br />
<br />

# Revit Connector – Bidirectional and Automated

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-revit-connector.png" 
    alt="Rooms App - Revit Connector" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

Rooms App connects directly to your Revit model through a dedicated Revit connector.

- Sync room data both ways
- Keep the model and briefing information aligned
- Generate professional room datasheets automatically
- Maintain accuracy throughout all design stages

This eliminates manual updates, reduces mistakes, and saves hours on data entry.

<br />
<br />

# Work Seamlessly with Non-Revit Users

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-tech-2d-plan.png" 
    alt="Rooms App - Technical 2D Plan View" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

Not everyone on the project might use Revit, but everyone should have access to room data and enable collaboration without barriers.

Rooms App allows the wider team to collaborate without barriers:

- Online 2D plan view for non-Revit users
- Edit room data outside Revit
- Keep everyone aligned without exporting and re-importing spreadsheets

This opens the workflow to clients, project managers, engineers, and consultants.

<br />
<br />


# Room Data Sheets

<div style={{marginTop: '20px', marginBottom: '20px'}}>
  <img 
    src="/images/project-rooms-app-tech-room-datasheets.png" 
    alt="Rooms App - Automated Room Data Sheets" 
    title="Click to expand" 
    style={{width: '100%', height: 'auto', border: 'none', cursor: 'pointer', transition: 'opacity 0.3s ease'}} 
    onMouseOver={(e) => e.currentTarget.style.opacity = '0.8'} 
    onMouseOut={(e) => e.currentTarget.style.opacity = '1'}
    onClick={(e) => {
      const modal = document.createElement('div');
      modal.style.cssText = 'position: fixed; top: 0; left: 0; width: 100%; height: 100%; background: rgba(0,0,0,0.9); display: flex; align-items: center; justify-content: center; z-index: 9999; cursor: pointer;';
      const img = document.createElement('img');
      img.src = e.currentTarget.src;
      img.style.cssText = 'max-width: 90%; max-height: 90%; object-fit: contain;';
      const closeBtn = document.createElement('button');
      closeBtn.innerHTML = '✕';
      closeBtn.style.cssText = 'position: absolute; top: 20px; right: 20px; background: white; border: none; font-size: 20px; width: 36px; height: 36px; border-radius: 50%; cursor: pointer; color: #333; box-shadow: 0 2px 10px rgba(0,0,0,0.3); display: flex; align-items: center; justify-content: center;';
      closeBtn.onmouseover = () => closeBtn.style.background = '#f0f0f0';
      closeBtn.onmouseout = () => closeBtn.style.background = 'white';
      modal.appendChild(img);
      modal.appendChild(closeBtn);
      modal.onclick = (e) => { if (e.target === modal || e.target === closeBtn) document.body.removeChild(modal); };
      document.body.appendChild(modal);
    }}
  />
</div>

One of the most powerful features of the Rooms App is automated room data sheet generation:

- **Automatic Generation** - Pull data directly from Revit models with a single click
- **Professional Formatting** - Beautifully designed layouts that meet documentation standards
- **PDF Export** - Generate PDF outputs for client presentations and project documentation
- **Customizable Templates** — Adapt data sheet formats to match project requirements
- **Data Visualization** - Include charts, graphs, and visual analytics
- **Consistent Documentation** - Ensure all room schedules follow the same format and quality

<br />
<br />

# Designed for the Entire Project Lifecycle

Rooms App supports every RIBA stage:

- **Preparation & Brief** – Capture and structure requirements
- **Concept Design** – Build consistent diagrams and layouts
- **Technical Design** – Sync with Revit and automate datasheets

It is not just an architect's tool—it is for anyone who depends on clear, reliable room data.

<br />
<br />

# Why It Matters

Room data drives architectural design, cost planning, compliance, and client expectations.

Rooms App ensures this data is accurate, centralised, and effortless to manage.

<br />
<br />

# Coming Soon... Early 2026

**Interested in learning more?**
We would **love to hear from you**. Get in touch: [letstalk@systemais.co.uk](mailto:letstalk@systemais.co.uk)



Solution to improve room workflows - from concept to technical delivery. Streamline brief development, client requirements collection, and room data management with Revit connector.

run by chartered architects and leading software engineers

Bespoke Development

Our Products

Joint Collaborations

Our products & case studies

AI Knowledge Search (RAG)

Timesheets Unification

Drawings QA

AI Building Regs Search

Lens Search Engine

Plant H&S App

SharePoint Intranet Service

Rooms App

We are building digital tools for AEC

run by chartered architects and leading software engineers

Bespoke Development

Our Products

Joint Collaborations

Our products & case studies

AI Knowledge Search (RAG)

Timesheets Unification

Drawings QA

AI Building Regs Search

Lens Search Engine

Plant H&S App

SharePoint Intranet Service

Rooms App