Facilities and Operations
Management — Simplified

Guardian unifies your facilities, safety, security, compliance, and IT reporting in one platform. No more communication gaps, ticket rewrites, or confusion about which software to use. Customize manager dashboards to fit your workflows and teams — and finally have your software work for you.

  • Cut reporting inefficiency by up to 90%
  • Free up 20% of your day by eliminating ticket management
  • Eliminate 2+ hours weekly wasted on emails or switching between tools
Man with laptop illustration

The Problem

When frontline staff can’t communicate effectively, time is lost and costs rise. Delays compound quickly — turning small maintenance issues into major repairs or risks to people and property.

The Old Way

  • Walking across campus or waiting to log in before submitting reports — leading to missed or delayed issues
  • Walkie-talkie reporting limited to certain staff, without proper documentation
  • Generic mobile tools that lack detail, causing misrouted tickets and failed first-time fixes

The New Way

Easy Reporting
  • Submit issues from any phone in 2–3 minutes
  • Intuitive interface — no training required
  • Simple photo and document uploads
Inclusive Participation
  • Empower all staff — teachers, custodians, and security — to report
  • Detect issues earlier and reduce exposure risk
Transparent Status Tracking
  • Reporters stay informed as tickets progress
  • Builds organizational trust and boosts First-Time Fix Rate (FTFR)
Smart Oversight
  • One unified dashboard for all work and purchase orders
  • Filter by category, staff, vendor, asset, campus, building, or room

How the App Works

Hazard - Injury or exposure risk

Security - Threat or access control issue

Accident - Compliance or incident reporting

Infrastructure - Buildings, utilities, and safety devices

Policy - Violations or policy review requests

IT - Hardware, software, or network access

  • Define issue severity and scope
  • Support “service vs. replace” decisions
  • Ensure records meet compliance standards

  • Pinpoint exact problem areas for dispatch
  • Use timestamps for CCTV reviews and response prioritization

Attach photos, videos, or documents for clarity

Optional “opt-out” mode ensures inclusivity and safety

How the Backend Works

Automated Assignment
  • AI matches tickets to the best-qualified staff or vendor
  • Role-based configurations steer tickets correctly every time
Email-Integrated Workflow
  • Receive, update, or reassign tickets directly from email
  • No need to switch between systems
  • Customizable templates match your organization’s tone
Email Sync
  • Automatically link email updates and invoices to dashboard records
  • Maintain historical documentation for audits and budgeting
Analytics
  • Ask questions in natural language — no formulas required
  • Identify trends by asset, building, or personnel
  • Measure ROI and export detailed reports
Backend UI 3
Work Order Tracking
  • Fully customizable dashboard for real-time visibility
Simplified RFQs
  • Auto-populate vendor details and request info
  • Specify service type, quantity, and due date
  • Send in seconds to accelerate vendor response
Asset Management
  • Automate preventive maintenance scheduling
  • Generate inspection lists and condition logs
Access Control
  • Manage visibility by user, role, or category
  • Keep Facilities, Safety, Security, and IT data appropriately siloed
Team Coordination
  • Two-way sync keeps managers and staff aligned
  • Prioritize active work and track completion rates
Backend UI 1

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Value Proposition

  • One Platform - Manage facilities, safety, security, compliance, and IT from a single dashboard.
  • Simple Mobile Reporting - Anyone can report issues in seconds, without training.
  • Automated Assignment - Route work instantly to the right person or vendor.
  • Email Integration - Update, communicate, and close tickets directly from your inbox.
  • Automated Invoicing - Link invoices and work orders automatically for future financial analysis.
  • AI Insights - Request any metric or analysis instantly — no spreadsheets needed.
Value Proposition

KPIs That Matter

Guardian helps districts track progress and demonstrate ROI across every department.

Operations & Facilities
  • ↓ 90% response time
  • ↓ 10% asset downtime
  • ↓ 5% safety incidents
  • ↓ 5% mean time to repair
  • ↓ 1% total management cost
Security Teams
  • ↑ 25% policy compliance
  • ↑ 10% access control effectiveness
  • ↑ 10% audit success
  • ↑ 10% vulnerability detection
  • ↑ 10% corrective action speed
Safety Administration
  • ↓ 10% compliance risk
  • ↓ 10% severity rate
Facilities Staff
  • ↑ 10% first-trip fix rate
  • ↓ 5% maintenance backlog
Teachers
  • ↑ 10% staff collaboration
  • ↓ 5% behavioral incidents
Vendors
  • ↓ 10% overall spend

Why Now?

Organizations face mounting pressure on two fronts — risk and resources.
Guardian helps both Operations and Facilities teams move faster with the people and budgets they already have

    Operations Managers

  • Higher risk, fewer eyes: More entrances, visitors, and after-hours events increase exposure while staffing remains flat.
  • Policy-to-practice gap: Without simple, trackable reporting, policies fail to reach daily practice.
  • Incident delays: Phone trees and email loops prolong exposure time.
  • Audit and accountability: Every drill, action, and document must be searchable and board-ready.

    Facilities Managers

  • Aging infrastructure: Deteriorating systems require faster detection and triage.
  • Reactive overload: Without preventive maintenance automation, work piles up.
  • Vendor friction: Manual RFQs and tracking waste hours
  • Energy & comfort demands: Tight budgets meet rising expectations for reliability.
  • Proof of stewardship: Lifecycle data must be transparent and defensible.
Campus risk, complexity, and expectations are rising in tandem.
Guardian unifies reporting, triage, assignment, maintenance, and vendor workflows — helping Operations reduce exposure and prove compliance, while Facilities cuts downtime, extends asset life, and controls costs.
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Pricing
  • Facilities Management: $3,600 / year
  • Operations Management: $2,800 / year
  • User Access: $140 / user / year
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ROI Formula

Annual Savings =

(avoided incidents × avg. incident cost) +
(hours saved per week × fully loaded rate × 40 weeks) – subscription

Get Started

Schedule a 15-minute intro call – Ask technical or
implementation questions

Request a free demo: info@idea-vis.com

Learn more: info@idea-vis.com

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Privacy & Security

  • End-to-end data encryption
  • SOC 2-certified cloud servers
  • Multi-factor authentication (MFA) for all users
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Reliability

  • Support responses within 1 hour during business hours
  • Hosted on Google Cloud or AWS for maximum uptime and data security
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