Design Coordination Agent
The Design Coordination Agent tracks design deliverables and drawing issue schedules from each discipline against the programme, so you know which information is late and what it will hold up. It logs clashes and coordination issues across architectural, structural, civil, electrical, mechanical and fire disciplines, and minutes technical meetings with clear owners and deadlines. The result is one coordination record for the whole professional team.
Ideal forDesign managers
The difference
From 4-6 hours per week to 1-1.5 hours
Design managers spend their time resolving coordination problems with the professional team instead of compiling registers and minutes.
Done by hand
4-6 hours per week
With the Vanine agent
1-1.5 hours
Time returned to your team
75%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Late information is the first delay
Contractors cannot build what has not been issued, and late drawings are a common basis for extension of time and compensation event claims. Tracking issue dates against the programme shows problems early.
Every discipline on one page
Coordination issues often fall between consultants. A shared log with owners and deadlines keeps the architect, engineers and specialists accountable to the same record.
Technical meetings that lead to decisions
Minutes with clear actions and owners turn design meetings into progress, and record when each decision was taken.
Capabilities
Design information on time, clashes resolved and technical meetings minuted with owners.
Built for project managers, principal agents, architects and design managers coordinating South African professional teams of architects, engineers, quantity surveyors and specialists from design development through construction.
Drawing issue tracking
Tracks drawing and document registers from each consultant against the information required schedule and programme, showing what is issued, late or still to come.
Deliverables by stage
Maps deliverables to the Identification of Work stages, from concept and viability through design development to documentation and procurement, so each stage closes out completely.
Clash and issue log
Logs clashes and coordination issues from model reviews, drawing markups and meetings, with discipline, location, owner, priority and target date.
Technical meeting minutes
Turns design coordination meeting recordings or notes into minutes with decisions, actions, owners and deadlines, carried forward to the next meeting.
RFI linkage
Links contractor RFIs and technical queries to the drawings and design issues they relate to, and tracks responses against agreed turnaround times.
Approvals readiness
Tracks the information needed for municipal building plan submission under the National Building Regulations and SANS 10400, and for other statutory approvals, so submissions are complete when lodged.
How it works
From your systems to a result you sign off
Design decisions and clash resolutions stay with the responsible registered professionals. The project manager or principal agent approves registers and minutes before issue.
Connect the places your design information already live.
Drawing registers and transmittals from Aconex, Procore or Autodesk Construction Cloud, model reviews and Bluebeam markups, the programme and Teams meeting transcripts. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Autodesk Construction Cloud and Revit
- Aconex and Procore
- Bluebeam
- Primavera P6 and MS Project
Runs weekly and after each technical meeting, or on request in Teams, Copilot Studio or OpenAI Frontier.
An information tracker and a clash and coordination issue log in Excel or SharePoint lists, and technical meeting minutes in Word.
Step by step
- 01
The agent reads drawing registers, the programme and the latest coordination inputs.
- 02
It compares issued and outstanding information against required dates and flags late deliverables.
- 03
It updates the clash and coordination issue log with owners and target dates.
- 04
After each technical meeting, it drafts minutes with decisions and actions.
- 05
The project manager or principal agent reviews and approves the outputs.
- 06
Registers and minutes are issued to the professional team and filed.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Check deliverables against the programme"
- disciplines
- 6
- model
- Revit v12
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your design information never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your design information stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your design information. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR DESIGN INFORMATION NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
