Eptura AI is an AI-powered layer built into the Eptura workplace platform, designed to help you redefine your real estate strategy, improve operational efficiency, and optimize in-office experiences. With intelligent capabilities like advanced analytics and facial recognition, it’s engineered to support modern, hybrid workplaces.

Several of these capabilities are part of an Early Access Program or are available as Preview Only, and will continue to evolve as Eptura refines the experience. We’ll keep monitoring these innovations and share updates as Eptura AI improves.

AI-Powered Software for People, Places, and Assets

Embedded directly in the Eptura platform, Eptura AI helps guide day-to-day and strategic decisions across your workplace. It’s designed to support everything from real estate planning and asset management to coordinating days in the office.

Eptura AI focuses on three core pillars of intelligence:

• Intelligent real estate

  • Optimize your real estate footprint

  • Tap into genuine insights on portfolio performance

• Intelligent collaboration

  • Make it easier to see which days and spaces give teams the most facetime

  • Support hybrid work with intuitive planning tools

• Intelligent environment

  • Gain advanced insights into maintenance operations

  • Boost efficiency and support sustainability goals

In short, Eptura AI helps you:

• Plan smarter in-office days

• Create spaces that actually work for people

• Keep operations running like clockwork

Work Smarter with AI: Key Capabilities

Eptura highlights several AI-driven capabilities that are shaping the future of the workplace.

Facial-Recognition Building Access – Early Access Program

Deliver a frictionless, secure entry experience with facial-recognition building access. This capability is part of an Early Access Program, which means it is available to select customers while Eptura continues to refine it.

Benefits include:

• Faster, more seamless visitor and employee access

• Automated check-in workflows

• A more modern, tech-forward front-of-house experience

Pattern-Based Reservations

Let Eptura AI do the heavy lifting by learning how your people work. Pattern-based reservations help:

• Suggest desks and rooms based on typical usage patterns

• Reduce time spent searching for the “right” space

• Support a smoother hybrid booking experience

Automated Team Days

Bring teams together on the right days, in the right spaces. Automated team days help you:

• Coordinate in-office days effortlessly

• Align reservations with team presence

• Reduce manual coordination and back-and-forth

Natural-Language Reservations

Make bookings as simple as asking a question. With natural-language reservations, employees can:

• Use everyday language to find and reserve workspaces

• Plan days in the office with colleagues using intuitive commands

Leadership-Ready Dashboards – Preview Only

Give leaders the data they need in a format they’ll actually use. Leadership-ready dashboards (marked Preview Only) provide:

• High-level visibility into workplace and portfolio performance

• Decision-ready analytics for real estate and workplace leaders

As a Preview feature, these dashboards are still evolving and may change as Eptura gathers feedback.

Sustainable Environments – Preview Only

Support your sustainability strategy with AI-driven insight. Sustainable environments (also Preview Only) aim to:

• Use maintenance and workplace data to drive efficiency

• Help reduce waste and support environmental goals

AI Wherever Your People Are

Eptura AI meets users in the tools they already rely on every day, making adoption easier and more natural.

• Mobile app

  • Streamline in-office experiences

  • Submit and manage service requests on the go

• Calendar integration

  • Book desks and rooms directly from Outlook or a Google-hosted calendar

  • Keep reservations tightly aligned with meeting schedules

• Web portal

  • Give employees and admins a centralized web portal for bookings and requests

• Microsoft Teams

  • Coordinate in-office days with colleagues directly in Microsoft Teams

  • Take advantage of Microsoft 365 integration to align physical and digital collaboration

Looking Ahead: Early Access, Preview, and What’s Next

Because some of the most innovative capabilities—like facial-recognition building access (Early Access Program) and leadership-ready dashboards and sustainable environments (Preview Only)—are still in development, their functionality and experience may continue to evolve. Eptura is actively iterating, and we will keep monitoring Eptura AI and sharing updates as these features mature and move toward broader availability.

Effective space planning depends on having floorplans that match the current reality of your buildings, not last year’s project set. When Autodesk Revit or AutoCAD drawings evolve faster than your Facilities system, FM teams are forced to make decisions based on outdated layouts and incomplete data.

With the combination of Archibus Smart Client Extension for Revit and Archibus Space Inventory & Occupancy, organizations can connect Autodesk floorplans directly into the Archibus Integrated Workplace Management System (IWMS), ensuring that space data used for planning and reporting is always connected to up-to-date BIM and CAD models.

Why accurate floorplans matter for space and workplace strategy

Facilities and Workplace teams rely on floorplans to answer critical questions:

• How is space allocated across departments, business units, and cost centers?

• Which areas are underutilized, and where are we over capacity?

• How can we support hybrid work, collaboration zones, and specialized spaces?

If the floorplans in Archibus do not reflect actual room boundaries, areas, or assignments, utilization reports and planning scenarios will be off. That leads to wasted space, crowded areas, and misaligned investments.

By connecting Autodesk floorplans to Archibus Space Inventory & Occupancy, organizations ensure that their FM decisions are based on accurate geometry and room data sourced directly from Revit or CAD.

Archibus Smart Client Extension for Revit: bridging BIM and FM

The Archibus Smart Client Extension for Revit is the key connector that ties Revit models to the Archibus database. It enables organizations to:

• Use Revit to create and maintain facility record models tailored to FM (distinct from highly detailed design models).

• Map rooms, spaces, and equipment in Revit to Archibus records, synchronizing key properties such as room IDs, departments, and asset identifiers.

• Publish building information from Revit into Archibus, where it becomes part of the Space Inventory & Occupancy dataset.

This integration allows BIM managers and FM teams to work from a shared data foundation, without duplicating effort or manually redrawing floorplans.

Space Inventory & Occupancy: using floorplans for real planning

Once floorplans are connected to Archibus, Space Inventory & Occupancy becomes the system of record for space data and workplace metrics. Using Archibus tools such as the Space Console, organizations can:

• Maintain a definitive inventory of rooms and areas, including their sizes, locations, and functions.

• Track how space is assigned to departments, business units, or programs, and allocate costs accordingly.

• Integrate occupancy data (e.g., head counts, seating assignments, hybrid schedules) with the floorplans sourced from Autodesk.

Because the geometry originates in Revit and the space data lives in Archibus, FM teams can rely on visually accurate floorplans while working with business-ready data for reporting and planning.

From integrated floorplans to better decisions

With Autodesk floorplans feeding into Archibus Space Inventory & Occupancy, space planning becomes more dynamic and data-driven. Facilities and Workplace teams can:

• Identify underutilized areas for consolidation, subleasing, or repurposing.

• Evaluate planned vs. actual occupancy as hybrid work patterns evolve.

• Test scenario plans for new neighborhoods, collaboration zones, or specialized lab/clinical areas, using accurate geometry and data.

A published case study, for example, shows how UCHealth uses Archibus Space Inventory & Occupancy together with Smart Client Extension for Revit to maintain accurate space data across healthcare facilities, improving planning and reporting.

By keeping design and operations in sync, organizations avoid expensive, time-consuming rework and make better decisions about portfolio strategy and workplace experience.

How Robotech implements Autodesk–Archibus integration

Implementing this integration is as much about data standards and process as it is about technology. Robotech CAD Solutions helps organizations:

• Define Revit modeling standards that support downstream FM use (e.g., consistent room naming, department codes, shared parameters used by Archibus).

• Configure the Smart Client Extension for Revit so Revit models can read from and write to the Archibus project database.

• Set up Space Inventory & Occupancy to receive room and area data, linking it to departments, people, and cost centers.

• Train both BIM teams and FM staff to use a common workflow: design or update in Revit, then publish updated floorplans to Archibus for everyday space management and analysis.

This approach ensures that Autodesk floorplans and Archibus IWMS work together as one ecosystem, giving FM teams the information they need to optimize space, support hybrid work, and plan confidently for the future.

In today’s Facilities Management (FM) environment, missed inspections, forgotten vendor visits, or misplaced documents can quickly turn into compliance risk, downtime, and frustrated stakeholders. As calendar platforms and workplace tools continue to evolve—especially across Microsoft 365 and cloud-based scheduling—FM teams need more than a shared inbox and a few spreadsheets. They need integrated calendars and robust document control, tied directly to their facilities data.

With Archibus, organizations can use Archibus Reservations and Archibus Workplace for calendar coordination and Archibus Document Management for secure file control, bringing schedules and documents into a single, FM-aware platform. Robotech CAD Solutions helps Facilities teams configure these capabilities around real-world workflows, not just generic templates.

Centralizing FM schedules with Archibus Reservations and Workplace

Facilities teams juggle work orders, inspections, contractor visits, training sessions, and employee events across multiple sites. When these activities live in separate calendars or personal schedules, things get missed.

The Archibus Reservations application, accessible through Archibus Workplace, gives FM teams a centralized Reservations Calendar Console that shows room and resource reservations in day, week, or month views. From here, you can:

• • • See all upcoming activities in shared meeting rooms or other shared spaces.
    • Avoid conflicts by checking room availability before confirming a reservation.
    • Use recurring reservations for repeated inspections, safety meetings, or vendor days.

Because Reservations is designed for shared use spaces, it fits naturally into FM workflows that involve conference rooms, training spaces, hotelling areas, and other common facilities.

Using Microsoft calendar integration to see attendee schedules

Scheduling challenges often come from not knowing when stakeholders and service providers are actually available. The Archibus Workplace experience supports integration with Microsoft Exchange / Microsoft 365, enabling Archibus to read attendee schedules and busy times so you can choose meeting slots that work for everyone.

From the FM perspective, this means:

• • • When booking a vendor site visit or safety walk-through, planners can see internal attendee availability directly from Archibus.
    • Employee schedules can be consulted within the reservations interface, helping teams schedule activities at times with minimal disruption.

As Microsoft continues to shift toward Graph-based calendar integration and retire legacy APIs, Eptura is aligning its workplace products to maintain secure, real-time access to calendars and resource bookings, giving FM teams confidence that their scheduling workflows remain future-ready. Instead of sending multiple emails to find a time that works, Facilities teams rely on a single interface that respects both space availability and attendee schedules.

Controlling critical documents with Archibus Document Management

Every FM activity touches documents—floorplans, manuals, inspection reports, contracts, permits, photos, and more. When these files are spread across shared drives and email, it’s hard to be confident that the right version is being used.

Archibus Document Management provides a structured way to store, version, and relate documents to the records they support. For example, you can:

• • • Attach maintenance manuals and warranty documents directly to Equipment records.
    • Link lease contracts, addendums, and correspondence to Lease or Property records.
    • Store inspection photos and reports with Action Item or Work Request records so audit trails are complete.

With permission-based access, FM leaders can control who can view, edit, or upload documents, helping protect sensitive information while preserving collaboration.

Bringing calendars and documents together in one FM system

The real value comes when calendar integration and document control work together within Archibus. For Facilities teams, that looks like:

• • • Scheduling an inspection in the Reservations Calendar Console and linking the event to a Work Request that already has checklists, procedures, and historical reports attached via Document Management.
    • Creating recurring reservations for quarterly inspections and ensuring that regulatory guidelines and permit documentation are stored against the relevant assets and locations.
    • Managing vendor days or shut-downs with a clear calendar of events and all related contracts, certificates of insurance, and method statements stored against the appropriate records.

When auditors arrive or leadership requests proof of compliance, FM teams can pull up a single system showing when activities occurred and which documents were in place, dramatically reducing the time needed to prepare.

How Robotech helps you implement these capabilities

As workplace expectations, hybrid schedules, and Microsoft 365 integrations continue to change, it’s crucial that Archibus is configured around your current FM reality, not last year’s assumptions.

As a long-standing Archibus partner, Robotech CAD Solutions works with organizations to:

• • • Design a Reservations configuration that reflects how your teams book rooms, manage vendor access, and run inspections today.
    • Set up and maintain Microsoft calendar integration so Facilities staff can see attendee schedules directly within Archibus Workplace as Microsoft’s platform evolves.
    • Implement Document Management structures that match your current compliance needs (e.g., OSHA, JCAHO, internal standards), with clear naming conventions and version rules.
    • Train FM staff to treat Archibus as the single source of truth for schedules and critical documents, reducing reliance on email and personal storage.

By combining Archibus Reservations, Archibus Workplace, and Archibus Document Management—and keeping them aligned with the latest Microsoft 365 and Eptura roadmap—Robotech helps FM teams create predictable, auditable workflows that are ready for 2026 and beyond.