Organize shift drafts, covers, timesheets, contract invoicing, quality checklists, tenders and training registers. A starting structure for keeping the site, the quality and the client with the supervisors while shifts, sheets and invoices run every day.
A typical Cleaning and facility services company with 40 people covers 15 functions.
Up to 11 functions are eligible for Digital Employee support, under a personโs supervision.
Free AGENTIC plan. Your answers below travel with the link: no names, no free text.
Already up and running? The X-ray compares your real departments and positions with this typical company and creates only what is missing. Nothing you have is changed.
Functions someone does full time.
Functions carried by someone who already carries others.
Functions nobody does today.
Functions entrusted to an external specialist.
Start with the model and change only what differs in your company. One person can cover several functions.
Include yourself. Functions do not mean new people to hire.
This is an initial estimate, not your companyโs org chart. Youโll review it in your Scovai workspace.
Continue with this structureThe โIn the modelโ line describes the example, not your company. If you leave an answer unchanged, we keep that reference.
In the model: One dedicated person
In the model: One dedicated person
In the model: One dedicated person
In the model: One dedicated person
DE support may be suitable
In the model: One dedicated person
DE support may be suitable
In the model: Shared with other duties
DE support may be suitable
In the model: Handled by the owner
DE support may be suitable
In the model: Handled by the owner
DE support may be suitable
In the model: Shared with other duties
DE support may be suitable
In the model: Shared with other duties
DE support may be suitable
In the model: One dedicated person
DE support may be suitable
In the model: Shared with other duties
DE support may be suitable
In the model: Shared with other duties
DE support may be suitable
In the model: Still to be covered
DE support may be suitable
In the model: Outsourced
Explore the modelโs functions, area by area. Coverage is a starting point; suggested Digital Employees need to be reviewed before activation.
Coverage in the model: One dedicated person
No Digital Employee suggested for this function
In your structure, you can clarify who handles it, what results to expect and who makes the decisions.
Define this role with MikeCoverage in the model: One dedicated person
No Digital Employee suggested for this function
In your structure, you can clarify who handles it, what results to expect and who makes the decisions.
Define this role with MikeCoverage in the model: One dedicated person
No Digital Employee suggested for this function
In your structure, you can clarify who handles it, what results to expect and who makes the decisions.
Define this role with MikeCoverage in the model: One dedicated person
Shifts for thirty people across forty sites are rebuilt every morning for absences, the cover is found by phone at six and the timesheets are reconciled twice.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Shared with other duties
Complaints and extra requests arrive on the supervisors' mobiles and the owner's mailbox, so nothing is logged and the extra is never invoiced.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Handled by the owner
A quote needs a site survey the owner does on Saturday, and the ones that get no answer are the sites a competitor took.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: One dedicated person
Timesheets are reconciled for the invoice and again for the payroll, and the client checks the invoice against the signed sheets before paying at ninety days.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Handled by the owner
Tenders are the owner's nights and a missing document is the usual way to lose a site held for ten years.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Shared with other duties
Quality checks are done when a client complains, supplies reach the sites when the supervisor shouts and the safety documents per site are in a binder.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Shared with other duties
The training certificates, the safety documents per site, the machine inspections and the company certifications have dates in a shared sheet.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: One dedicated person
Forty part-time contracts, the onboarding paperwork that lags the start, the site clearances and the payroll inputs are administration's last week of the month.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Shared with other duties
Hiring cleaners is continuous and the applications from the platforms are answered when someone has a day.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Shared with other duties
Supplier invoices for products, machines and vehicles arrive on three channels and are checked by whoever received the goods.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Still to be covered
The owner reads margin per contract, hours and cash from the app, the invoices and the payroll sheet, and the three never agree.
A Digital Employee can cover this function
Under the supervision of whoever wears that hat today. It reports what it does and asks before acting outside its brief.
See the Digital EmployeesCoverage in the model: Outsourced
The books and the payroll of forty part-time contracts are outsourced and fed in monthly batches, and the corrections come back at the quarter.
No Digital Employee suggested for this function
In your structure, you can clarify who handles it, what results to expect and who makes the decisions.
Define this role with MikeWhat starts after the brief is complete, with every condition kept visible.
Once the brief is complete and the Digital Employee is active, Scovai creates a first task from the role definition. An incomplete brief never produces invented work.
At 07:30 local time, supervisors and the workspace owner receive yesterday's work, open approvals, incidents, silence and spend. Empty days send no email, except for the quiet Monday check-in.
The push invitation appears only after the first approval request. If you do not enable it, the operational picture remains available in the email summary.
Sign up on the free AGENTIC plan with this blueprint preloaded. You confirm the profile and the functions; nothing is written until you apply.
Found your companySay who handles each function. See the overall coverage estimate update and where a Digital Employee is suggested. Youโll review the structure in your Scovai workspace.
See how Digital Employees workExplore Digital Employees by role and competence. Assign one only after choosing a seat, a clear brief and a human supervisor.
Explore Digital EmployeesEach digital employee sits in a seat under a named person in the company, usually the owner or the operations manager. It covers an administrative or support function under that person's supervision, reports what it did, and stops whenever the supervisor says so. No digital employee sits in the professional core seat.
Anything the owner and the supervisors decide: a quote and its price, a shift plan that touches a person, a hire, a contract with a client, a safety measure, an answer to a complaint, a tender bid, and whatever its brief marks as reserved: payments, anything sent to an authority or a public client, any access to a client site. On those it prepares the work and asks before acting; the first message to any outside recipient is always a draft.
From the workforce scheduling app, the timesheets, the procurement portals, the client portals, the bank, the mailbox and the folders you connect to its seat, and from what the supervisors and administration tell it. It reads nothing you have not connected, contacts nobody you have not listed and handles personal data only within the systems you already use.
Each digital employee is billed monthly by price band, shown in your currency on the marketplace before you claim a seat. You claim one seat at a time and can release it; there is no bundle price.
