Schools rely on diverse facilities and assets, from classrooms and cafeterias to HVAC systems and playgrounds. Keeping these resources functional and safe is essential for creating a positive learning environment, but managing them can be a complex task—especially for schools or districts with multiple campuses.
A robust facilities management strategy helps schools streamline preventive maintenance, address repairs efficiently, and maintain compliance with safety standards. It also provides tools to track asset performance and history, helping optimize operations and extend the lifespan of critical resources.
This guide introduces the top facilities management software for schools, tailored to meet the unique needs of educational institutions. Whether you’re looking to reduce maintenance costs, enhance safety, or simplify operations, these solutions can help schools achieve their goals while creating a better environment for students and staff.
Why Do Schools Need Facilities Management Software?
Facilities management software is crucial for schools because it addresses the unique challenges educational institutions face in maintaining a safe, efficient, and conducive learning environment.
- Complexity of operations: Schools are complex organizations with various buildings, equipment, staff, students, and events. Facilities management software helps manage this complexity by centralizing information, streamlining workflows, and automating tasks.
- Prioritizing safety: Safety is paramount in a school environment. The software facilitates proactive maintenance, timely repairs, and compliance with safety regulations, minimizing hazards and ensuring a secure environment.
- Limited budgets: Schools often operate with tight budgets. Facilities management software helps optimize resource allocation, reduce waste, and extend the lifespan of assets, leading to cost savings and better stewardship of funds.
Benefits of Using Facilities Management Software for Schools
Implementing facilities management software provides numerous benefits that directly contribute to a better learning environment and improved operational efficiency:
- Enhanced safety: Reduced accidents, minimized hazards, and improved compliance with safety regulations.
- Reduced costs: Lower maintenance expenses, optimized resource allocation, and extended asset lifespan.
- Improved efficiency: Streamlined workflows, automated tasks, and increased productivity for both staff and facilities.
- Better communication: Enhanced collaboration, faster issue resolution, and improved information flow between stakeholders.
- Data-driven decisions: Access to reports and analytics enables informed decision-making for optimizing operations and resource allocation.
- Increased sustainability: Support for energy conservation, waste reduction, and environmentally friendly practices.
Key Features to Look for in School Facilities Management and Maintenance Software
When choosing facilities management software for your school, it’s essential to look for key features that address the specific needs and challenges of educational institutions.
Work Order Management
- Streamlined work order creation. Allow staff and teachers to easily submit maintenance requests through various channels (online portals, mobile apps, email).
- Automated work order assignment. Automatically route work orders to the appropriate personnel or team members based on predefined rules or skill sets.
- Prioritization and scheduling. Prioritize work orders based on urgency and allow for scheduling and tracking of tasks with deadlines and reminders.
- Mobile access for technicians. Enable technicians to access, update, and complete work orders from their mobile devices in the field.
- Communication and collaboration tools. Facilitate communication and collaboration between requesters, technicians, and administrators through messaging, notifications, and comment features.
Preventive Maintenance Scheduling
- Automated scheduling. Schedule recurring work requests and maintenance tasks for critical assets based on time, usage, or condition-based triggers.
- Customizable maintenance plans. Create and customize preventive maintenance plans for different types of equipment and assets.
- Automated reminders and notifications. Send automated reminders to staff and technicians about upcoming maintenance work.
- Maintenance history tracking. Maintain a detailed history of completed preventive maintenance tasks for each asset.
Asset Tracking and Management
- Centralized asset database. Maintain a comprehensive database of all school assets, including equipment, buildings, and grounds.
- Detailed asset information. Track asset details such as location, purchase date, warranty information, maintenance history, and associated costs.
- Barcode and QR code scanning. Use barcode or QR code scanning for quick and accurate asset identification and data entry.
- Asset lifecycle management. Track assets throughout their lifecycle, from acquisition to disposal.
Inventory Management
- Spare parts tracking. Track inventory levels of spare parts and maintenance supplies.
- Automated reordering. Set reorder points and automate purchase orders to ensure timely replenishment of inventory.
- Vendor management. Manage vendor relationships and track purchase orders.
- Inventory cost tracking. Track inventory costs and analyze spending patterns.
- Integration with accounting systems. Integrate with school accounting systems for seamless financial management.
Reporting and Analytics
- Customizable reports. Generate customizable reports on various maintenance metrics, such as work order completion rates, equipment downtime, and maintenance costs.
- Data visualization. Visualize key data through dashboards and charts to gain insights into maintenance performance and trends.
- Key performance indicators (KPIs). Track key performance indicators to measure the effectiveness of the maintenance program.
- Data export. Export asset data in various formats for further analysis or sharing with stakeholders.
- Compliance reporting. Generate reports to demonstrate compliance with safety regulations and standards.
Integration Capabilities
Seamless integration with other software systems is a critical feature to consider when choosing facilities management software for your school. This capability allows for efficient data flow and collaboration between different departments and systems, eliminating data silos and improving overall operational efficiency.
Look for software that can seamlessly integrate with accounting systems, learning management systems (LMS), building automation systems (BAS), and other school management systems with pre-built integrations or custom APIs.
15 Best Facilities Management Software Solutions for Educational Facilities
- Limble CMMS
- FMX
- Brightly Asset Essentials
- MasterLibrary
- MaintenanceCare
- AkitaBox
- MPulse
- UpKeep
- eMaint CMMS
- AssetPanda
- MaintainX
- Q Ware CMMS
- ClickMaint CMMS
- Eptura Asset (formerly Hippo CMMS)
- Ramco EAM
1. Limble CMMS
Limble CMMS is a user-friendly, cloud-based maintenance management solution that can be a valuable asset for schools of all sizes. It helps educational institutions streamline their maintenance operations, reduce downtime, and ensure a safe and efficient learning environment. From managing work orders and scheduling preventive maintenance to tracking assets and generating reports, Limble CMMS software empowers school maintenance teams to proactively address issues and optimize their workflows.
Key features
- Streamlined work order management. Teachers and staff can easily submit maintenance requests through a user-friendly portal or mobile app, automatically generating work orders and assigning them to the appropriate personnel, ensuring prompt resolution of issues and minimizing disruptions to the learning environment.
- Proactive preventive maintenance. Schedule recurring maintenance tasks for critical assets like HVAC systems, fire alarms, and playground equipment to prevent breakdowns, extend their lifespan, and ensure a safe and comfortable environment for students and staff.
- Centralized asset tracking. Maintain a comprehensive inventory of all school assets, including equipment, buildings, and grounds, with detailed information, maintenance history, and associated costs, enabling efficient management and informed decision-making.
- Simplified inventory control. Track and manage spare parts inventory, automate reordering processes, and set alerts for low stock levels, ensuring timely availability of necessary materials for repairs and minimizing downtime.
- Mobile-first accessibility. Empower maintenance teams with a mobile app that allows them to access work orders, update tasks, and communicate with colleagues in real-time, improving efficiency and response times across the campus.
Why companies prefer Limble CMMS
- “I’ve tried several CMMS platforms over the years, and Limble stands out as one of the most user-friendly and efficient solutions. Due to its intuitive interface, Limble has completely changed the way we manage maintenance tasks and optimize our operations.” – Capterra User
- “What I like most about Limble CMMS is its user-friendly interface. We’re building our Preventative Maintenance program from scratch and moving our maintenance team from pen and paper to Limble. The intuitive layout has made this transition easier, and it helps streamline creating a running inventory and organizing assets efficiently.” – G2 User
- “Limble has been instrumental in implementing a maintenance reliability program here at RIE. As a power user and for the operators submitting work requests, the Limble system is user-friendly. I like that anyone can submit a work request without needing to log into Limble, and I like that the requestors get updates on the work requests they submit. Customer service for Limble is remarkable, and my CSM [sensitive content hidden] always answers my questions in a very timely fashion. [sensitive content hidden]did an excellent job teaching me the ropes of Limble, and I am very pleased to have those training recordings and all the great training on Limble’s YouTube channel.” – Capterra User
What real customers are saying about Limble CMMS
- “I am not a salesman, but I do love raving about something that I love. I can talk about Limble forever. We’re better now than we were before.” – Jon DiBenedetto, Solutions Developer, Grove City College
- “We’re more productive, we’re more efficient, and we’re providing better service across the district.” – Todd Rainwater, Director of Facilities and Operations, Hood River County School District
- ”Our dedicated customer service representative has been with us through every step of this process. There’s been nothing that we’ve asked for that they haven’t helped us with.” – Stephanie McKenna, Assistant Manager for Protection Services, Crystal Bridges Museum of American Art
2. FMX CMMS
FMX is a cloud-based facility management software designed to streamline maintenance operations and improve communication within schools. Its mobile-first approach and user-friendly interface make it easy for school staff to manage work orders, schedule preventive work maintenance, and track assets from any location.
Key features
- Simplified work order management: Teachers and staff can easily submit maintenance requests, which are automatically converted into work orders and assigned to the appropriate personnel. This streamlines communication and ensures that issues are addressed promptly.
- Preventive maintenance scheduling: Schedule and automate recurring maintenance tasks for critical assets like HVAC systems, fire alarms, and playground equipment. This helps prevent costly breakdowns and ensures a safe learning environment.
- Mobile access for technicians: Maintenance technicians can access work orders, update tasks, and communicate with colleagues in real-time using the FMX mobile app. This improves efficiency and response times across the campus.
- Real-time communication and collaboration: Built-in messaging and notifications facilitate seamless communication between maintenance staff, teachers, and administrators, improving collaboration and ensuring everyone is informed.
- Comprehensive reporting and analytics: Track key performance indicators, generate reports on maintenance activities, and identify areas for improvement. This data-driven approach helps schools optimize their maintenance operations and allocate resources effectively.
What are some limitations of FMX CMMS.
- “While doing many things, there are opportunities to have more feature-rich modules. In particular, the technology and maintenance requests. I have given suggestions and requests, but they just go on a list. As a tech director, I left a solid helpdesk software application to adopt FMX since it was a part of the suite and we wanted to minimize the number of systems for our employees. It was taking a step or two backwards. The speed of FMX could be improved as well.” – G2 User
- “I would like to track purchases and labor hours separately from a work order response, or have dedicated messaging features. Another thing that would be nice in the maintenance requests is to activate a customized alert to notify on specific dates and times that are not associated with a due date. The work-around on these two items are a little cumbersome but not a deal breaker.” – G2 User
Pricing
FMX personalizes each organization’s quote based on factors like the number of users, desired modules, and the level of customization required. FMX typically offers tiered plans, starting with basic features for smaller operations and scaling up to include advanced tools for larger enterprises. They also offer a 14-day free trial.
3. Brightly Asset Essentials
Brightly Asset Essentials is a cloud-based CMMS solution designed to help schools manage their assets, streamline maintenance workflows, and reduce operational costs. It offers a comprehensive suite of features to track assets, manage work orders, and schedule preventive maintenance.
Key features
- Comprehensive asset tracking: Maintain a centralized database of all school assets, including equipment, buildings, and grounds. Track asset details, maintenance history, warranty information, and associated costs.
- Preventive maintenance scheduling: Create preventive maintenance plans for critical assets to minimize downtime and extend their lifespan. Automate reminders and work order generation to ensure timely maintenance.
- Work order management: Streamline the process of creating, assigning, and tracking work orders. Prioritize tasks, set deadlines, and track progress to ensure efficient maintenance operations.
- Inventory management: Track spare parts and inventory levels to ensure that necessary materials are readily available for repairs. Set reorder points and automate purchase orders to prevent stockouts.
- Mobile access and barcode scanning: Empower maintenance technicians with a mobile app to access work orders, update tasks, and scan barcodes for quick asset identification and data entry.
What are some limitations of Brightly Asset Essentials
- “Too many email updates. Time in the que does not always represent the responsiveness of a need. KPIs could be easier to track. The interface could be simplified.” – Capterra User
- “We have tried several times to get this program up and running but it would not do all we needed.” – G2 User
- “The system is not as easily manipulated on the back end. We were told that it was completely adjustable, and I would say that is not 100% true.” – G2 User
Pricing
Because Brightly Asset Essentials is part of a larger enterprise software company, they only offer custom quotes for their software. However, they do provide subscription-based pricing tailored to each organization’s specific needs, with annual fees covering different features. They do not offer a free trial.
4. MasterLibrary
MasterLibrary is a facilities management software specifically designed for K-12 school districts. It offers a suite of tools to manage work orders, schedule events, track assets, and plan capital budgets. MasterLibrary helps schools streamline their operations and improve efficiency.
Key features
- Work order management: Create, assign, and track work orders for various maintenance tasks. Prioritize work orders, set deadlines, and track progress to ensure timely completion.
- Facility and event scheduling: Manage the use of school facilities for events, classes, and other activities. Schedule events, track reservations, and manage conflicts efficiently.
- Preventive maintenance scheduling: Schedule and automate recurring maintenance tasks for school assets. This helps prevent breakdowns, extend asset lifespan, and ensure a safe environment.
- Asset tracking and inventory management: Maintain a database of school assets and track their maintenance history. Manage inventory levels, set reorder points, and track associated costs.
- Capital budget planning: Plan and manage capital improvement projects for school facilities. Track project costs, timelines, and progress to ensure efficient budget allocation.
What are some limitations of MasterLibrary
- “We do not like that we have to switch over to schedules to pull up a PDF attachment. This is an extra step. We have also found it a bit time consuming to go to multiple drop boxes to add users.” – G2 User
- “Does the job and not much else. I used it when I worked in an educational library briefly as a temp. It caused some problems and solved others. Nothing groundbreaking.” – Gartner User
Pricing
MasterLibrary does not publicly disclose their pricing or plans.
5. MaintenanceCare
MaintenanceCare is a robust CMMS designed to simplify work order management, preventive maintenance scheduling, and asset tracking for educational institutions. Its intuitive interface and comprehensive features make it a valuable tool for schools aiming to optimize maintenance operations and reduce costs.
Key features
- Work order automation: Streamline the creation, assignment, and tracking of work orders with automated workflows and notifications, ensuring timely response to maintenance requests and efficient task completion.
- Preventive maintenance planning: Schedule and automate recurring maintenance tasks based on time, meter readings, or condition-based triggers, minimizing downtime and extending the lifespan of critical assets.
- Inventory control and management: Track spare parts inventory, automate reordering processes, and manage vendor relationships, ensuring the availability of necessary materials for repairs and minimizing downtime.
- Detailed reporting and analytics: Generate insightful reports on maintenance performance, including work order completion rates, equipment downtime, and maintenance costs, enabling data-driven decision-making and process improvement.
- Mobile accessibility: Provide maintenance technicians with a mobile app to access work orders, update tasks, and communicate with colleagues in real-time, improving efficiency and response times across the campus.
What are some limitations of MaintenanceCare
- “Repeating emails about the same thing sent at the same time” – G2 User
- “Reports are not that easy to develop and use “ – G2 User
- “It can be confusing for people to add pictures to work orders. We have experienced some login trouble for some of our users and we cannot determine the cause.” – G2 User
Pricing
MaintenanceCare offers three pricing plans to fit different needs: a Free Account with essential features at no cost, the Work Order Edition for $100/month to streamline work order management, and the Enterprise Edition at $250/month.
6. AkitaBox
AkitaBox is a comprehensive facility management solution that goes beyond traditional CMMS functionality. It offers a suite of tools designed to help schools manage their entire facilities lifecycle, from planning and design to maintenance and operations.
Key features
- Facility condition assessments: Conduct thorough assessments of school buildings and grounds to identify maintenance needs, prioritize repairs, and plan for long-term capital improvements.
- Capital planning and budgeting: Develop and manage capital improvement projects, track budgets, and prioritize investments based on data-driven insights and facility condition assessments.
- Space management and optimization: Visualize and manage space utilization within school buildings, optimize classroom allocations, and plan for future space needs.
- Sustainability tracking and reporting: Track energy consumption, water usage, and waste generation to identify opportunities for improvement and implement sustainable practices.
- Interactive floor plans and maps: Access interactive floor plans and maps to visualize asset locations, navigate buildings, and efficiently manage maintenance tasks.
What are some limitations of AkitaBox
- “It’s a web-based system and it takes several seconds to load or process click commands. It’s very slow and when using it on a mobile phone, it’s even slower. The fonts size of the system are very slow and the emails it sends to requestors are not easy to read. Service requestors often miss our messages. Perhaps if the messages were a different font color they would stand out and be read.” – G2 User
- “having to fill in so many fields that didnt always apply made quick simple things feel daunting” – G2 User
- “I could only access the designated link from my laptop. It never worked on my cell for some reason.” – G2 User
Pricing
AkitaBox pricing is flexible, based on square footage managed for building owners/operators or per seat/square footage for AEC firms. It offers unlimited user access for owners/operators and provides two editions: one tailored for building operations with features like preventive maintenance, audits, and Procore integration, and another for AEC firms with asset management and cost catalogs. Pricing details are customized, and quotes can be requested directly from AkitaBox.
7. MPulse
MPulse is a flexible and scalable CMMS that caters to the diverse needs of educational institutions. It offers a range of features to manage work orders, schedule preventive maintenance, track assets, and optimize maintenance operations.
Key features
- Customizable dashboards and workflows: Tailor the software to fit the specific needs and maintenance processes of your school, ensuring a seamless transition and efficient adoption.
- Preventive maintenance scheduling: Create and automate preventive maintenance plans to minimize downtime, extend asset lifespan, and ensure a safe and comfortable learning environment.
- Work order management and tracking: Streamline the process of creating, assigning, and tracking work orders, ensuring timely response to service requests and efficient task completion.
- Asset management and history tracking: Maintain a centralized database of school assets, track maintenance history, and manage associated costs for informed decision-making.
- Integration with other systems: Connect MPulse with other school management systems, such as student information systems or accounting software, for seamless data flow and improved efficiency.
What are some limitations of MPulse
- “I can be very slow and takes a long time to load. It doesn’t always accept changes that you made. It would be much better if you didn’t have to blue checkmark all your changes. If it would just keep and change the fields with out having to click on pencils all the time it would be so much faster to complete your work.” – Pat, Maintenance Supervisor in US, Capterra User
- “1.) The look and feel are antiquated. 2.) The work order layout, process, and printable version are just not up to par. Very difficult and antiquated. 3.) Report Wiget’s are not very customizable; very limited in what you can see.” – Ryan, VP of Biomedical Services in US, Capterra User
- “Extremely difficult to customize. Very unorganized database and unable to understand how the database tables are compiled. Also, the conversion between maintenance requests to work orders is not seamless and does not have a proper database relationship between the two reports.” – Jeff, Facility Director in US, Capterra User
Pricing
Pricing details are not publicly available; you can request a personalized quote directly from MPulse.
8. UpKeep
UpKeep is a mobile-first CMMS that simplifies maintenance management for schools of all sizes. Its intuitive interface and powerful features make it easy for school staff, even those with limited technical expertise, to track assets, manage work orders, and streamline communication.
Key features
- User-friendly mobile app: Allows teachers and staff to quickly submit maintenance requests from any location, improving response times and minimizing disruptions. Technicians can access and update work orders, track time, and capture data on the go.
- Streamlined work order management: Simplifies the process of creating, assigning, and tracking work orders, with features like drag-and-drop scheduling and automated notifications to keep everyone informed.
- Preventive maintenance scheduling: Enables schools to proactively maintain critical assets by automating recurring tasks and generating reminders, preventing costly breakdowns and ensuring a safe learning environment.
- Inventory management: Helps schools track spare parts and inventory levels to ensure that necessary materials are available when needed, minimizing downtime and optimizing maintenance budgets.
- Reporting and analytics: Provides valuable insights into maintenance performance, including metrics like downtime, repair costs, and asset utilization, helping schools identify areas for improvement and optimize maintenance strategies.
What are some limitations of UpKeep
- “The platform format is not customizable in all areas. For our use case, we have some unique product requirements, and it would be nice if we could change some of the embedded fields. Because we have had to customize our workflows to fit within UpKeep’s capabilities, some areas are limited.” – G2 User
- “Building reports in the Analytics section could be more intuitive. I’ve never had too much trouble with being able to parse out data and make reports using other softwares, but there I do with Upkeep. Also, stability issues can be annoying. Slow loading, or not loading pages at all, occurs more frequently than one would expect given the caliber of the software.” – G2 User
- “We are dealing with a lot of technical issues on a regular basis. The program has not operated without issues since we started using it.” – Capterra User
Pricing
UpKeep provides tiered pricing based on user count and feature requirements. While they don’t offer a permanent free plan, a 14-day free trial is available. Their basic “Lite” plan starts at $20 per user per month, offering essential maintenance tools, while advanced plans, including features like predictive maintenance, analytics, and integrations, can go up to $120 per user monthly. Additional costs may apply for extras such as IoT connectivity and other premium add-ons.
9. eMaint CMMS
eMaint CMMS is a robust, cloud-based solution that empowers schools to manage maintenance operations, track assets, and improve overall efficiency. Its flexibility and comprehensive features make it suitable for both small public schools and large districts.
Key features
- Customizable dashboards: Tailor dashboards to display the most relevant information for different users and roles, such as maintenance technicians, administrators, and teachers, improving efficiency and access to critical data.
- Comprehensive work order management: Create, prioritize, and track work orders with detailed information, including assigning tasks, setting deadlines, and attaching relevant documents, ensuring efficient task management and accountability.
- Preventive maintenance planning: Schedule and automate recurring maintenance tasks based on time, meter readings, or other triggers, minimizing downtime and extending the lifespan of valuable assets.
- Interactive floor plans: Visualize asset locations and maintenance needs on interactive floor plans, improving organization and efficiency for large school campuses or multi-building districts.
- Integration with other systems: Connect eMaint with other school management systems, such as student information systems or accounting software, for seamless data flow and enhanced efficiency.
What are some limitations of eMaint CMMS
- “It’s a good and bad thing that there are so many paths to get to the same destination, but most users nowadays are more computer literate to figure it out. That was more towards the older generations that like things more simplified when it comes to technology.” – G2 User
- “Everything was additional including and detailed client training of the system.” – Capterra User
- “Can be slow, new version was promised soon but never offered to us since, not good for attaching images, not ideal for an industrial factory environment, the App would not what wanted so can’t use it,related tables and pm procedures are difficult put in order once set up if you have many lines.” – G2 User
Pricing
Like many other solutions, eMaint offers a tiered pricing structure that starts at $69 per user per month. Additional charges for document and image storage are based on the MBs or GBs used, which may be a consideration for some organizations. In addition, certain advanced preventive maintenance features, such as automated workflows, system integrations, and condition monitoring, are only available at higher tiers.
10. AssetPanda
AssetPanda is a powerful and flexible asset tracking and management solution that can be adapted to meet the specific needs of schools. Its cloud-based platform and mobile app make it easy to track assets, manage work orders, and streamline maintenance operations.
Key features
- Comprehensive asset tracking: Track and manage all school assets, including IT equipment, furniture, tools, and vehicles, with detailed information, maintenance history, and location tracking.
- Customizable fields and workflows: Tailor the software to match the specific needs and processes of your school, ensuring a seamless transition and efficient adoption.
- Barcode and QR code scanning: Use barcode and QR code scanning to quickly and easily identify and track assets, improving efficiency and accuracy in data collection.
- Maintenance management: Create and manage work orders, schedule preventive maintenance tasks, and track maintenance history for all assets, ensuring timely maintenance and minimizing downtime.
- Mobile app accessibility: Empower maintenance staff and teachers with a mobile app to access asset information, submit service requests, and track work orders from any location.
What are some limitations of AssetPanda
- “There is no way to get your asset data out via download or export, only by generating reports (pdf, csv), and you can only get reports via email (no download option). When we weren’t receiving any of their reports via email, they told us our issue was out of scope for their technical support and gave us instructions on how to reset our user passwords. This basically makes the whole platform useless. For over $2K a year, we would expect to at least be able to create a .csv file correctly and actually get access to it.” – G2 User
- “We have a consistently growing fleet, and they do not make it easy to simply upgrade space online. They only way to do this is to reach out to a rep.” – G2 User
- “The mobile app could use some improvement in terms of functionality and speed. Occasionally, syncing issues arise.” – Capterra User
Pricing
Pricing details are not publicly available; you can request a personalized quote directly from AssetPanda.
11. MaintainX
MaintainX is a mobile-first CMMS that’s particularly well-suited for schools with distributed teams and a need for efficient communication. Its user-friendly interface and focus on frontline workers make it easy for teachers, staff, and maintenance technicians to collaborate and resolve issues quickly.
Key features
- Simplified communication. Streamlines communication between teachers, maintenance staff, and administrators through real-time messaging and notifications, ensuring everyone is informed and issues are addressed promptly.
- Digital checklists and forms. Replaces paper-based processes with customizable digital checklists and forms for inspections, work orders, and safety audits, improving efficiency and ensuring compliance.
- Offline functionality. Allows school technicians to continue working and accessing data even without an internet connection, crucial for schools with areas of limited connectivity or for outdoor maintenance tasks.
- Preventive maintenance scheduling. Automates routine maintenance tasks and sends reminders to prevent equipment failures and extend asset lifespan, ensuring a safe and operational learning environment.
- Meter readings tracking. Allows for tracking meter readings (e.g., operating hours, mileage) to trigger preventive maintenance tasks based on actual usage, optimizing maintenance schedules and resource allocation.
What are some limitations of MaintainX
- “I thought it could be a useful system, but it lacks detailed procedures” – Capterra User
- “I hate when you search for an asset when I type my equipment number it will give me every single asset that has any of the numbers For example if I look 1001 I am going to get every machine with any of those numbers and usually the one I typed in will be at the bottom. you can’t search the history of an asset on the iPad what’s the point of even carrying the iPad my guys troubleshoot by looking at the history of that asset. you can’t add more than one asset to a work order so my guys have to fill out multiple work orders and that takes up their time they could be doing something else. You can’t look up how many assets my guys are responsible for it only shows how many work orders they have so if they have 100 work orders it is counting if they have any duplicates that’s not helpful when trying to see who has what asset” – Capterra User
- “Having to create the same procedure across multiple Organizations instead of creating one and applying it to all Organizations.” – Capterra User
Pricing
MaintainX offers four pricing tiers, including a free basic plan that includes unlimited work orders and messaging. The Essential plan, at $16 per user/month, adds features like recurring work orders and reports. The Premium plan costs $49 per user/month, offering tools such as parts inventory management, purchase orders, and API access. The Enterprise plan features custom pricing for large organizations, with enhanced security, IoT integrations, and account management.
12. Q Ware CMMS
Q Ware CMMS is a user-friendly and affordable cloud-based maintenance management solution designed for schools and other organizations. It offers a balance of features and simplicity, making it a good choice for schools looking for an easy-to-implement and cost-effective CMMS.
Key features
- Intuitive interface. Provides an easy-to-navigate interface that requires minimal training, allowing school staff to quickly adopt and utilize the software effectively.
- Work order management. Streamlines the creation, assignment, and tracking of work orders, ensuring timely response to maintenance requests and efficient task completion.
- Preventive maintenance scheduling. Enables schools to schedule and automate recurring maintenance tasks, preventing equipment failures and extending asset lifespan.
- Asset tracking. Maintains a centralized database of school assets, including equipment, buildings, and grounds, with detailed information and maintenance history.
- Customizable reports. Generates customizable reports on various maintenance metrics, providing insights into performance and supporting data-driven decision-making.
What are some limitations of Q Ware CMMS
- “Interface is outdated and could be more intuitive” – Capterra User
- “Customer service and ability to change the customization. emailed company to remove certain people no longer involved and add new employees.” – Capterra User
- “Not too satisfied with the new version” – Capterra User
Pricing
Q Ware CMMS offers three pricing plans: the Team Plan at $15 per user per month, which includes basic features like unlimited assets and work orders; the Premium Plan at $30 per user per month, which adds custom reporting and layouts; and the Unlimited Plan at $45 per user per month, offering all Premium features plus unlimited service areas and work order statuses. A free trial is available, and for more detailed pricing or a customized quote, users are encouraged to contact Q Ware CMMS directly.
13. ClickMaint CMMS
ClickMaint CMMS is a user-friendly and affordable cloud-based maintenance management solution that caters to a wide range of organizations, including schools. Its intuitive interface and comprehensive features make it easy for school staff to manage work orders, schedule preventive maintenance, and track assets, all while minimizing downtime and optimizing maintenance budgets.
Key features
- Intuitive interface: ClickMaint boasts an easy-to-navigate interface that requires minimal training, allowing school staff to quickly adopt and utilize the software effectively.
- Essential CMMS features: Includes all the core functionalities expected in a CMMS, such as work order management, preventive maintenance scheduling, asset tracking, inventory management, and reporting.
- Cost-effective solution: Offers a range of affordable pricing plans to suit the budgets of different schools, making it an accessible option for small to medium-sized institutions.
- Focus on user experience: Prioritizes user experience with a clean and intuitive design, ensuring that school staff can easily navigate the software and access the information they need.
- Flexibility and customization: Allows schools to tailor the software to their specific needs and workflows, ensuring a seamless fit with existing processes and maximizing efficiency.
What are some limitations of Click Maint CMMS
- “It lacks purchase order tracking and the reports are minimal. However, the company is open to adding and upgrading as needed. I look forward to the purchase order tracking due out in 2025” – Capterra User
- “Being a newer company there is going to be bugs. None of the bugs have been major, but sometimes can be frustrating.” – Capterra User
- “sometimes the search freezes if you mistype for locations and you have to start the request over” – Capterra User
Pricing
Click Maint CMMS offers a single pricing plan at $35 per user per month. A 30-day free trial is available for users to try out the software. For more details or a personalized quote, users are encouraged to contact Click Maint directly through their website.
14. Eptura Asset (formerly Hippo CMMS)
Eptura Asset (formerly Hippo CMMS) is a user-friendly, cloud-based maintenance management solution designed to streamline maintenance operations and improve asset performance for various organizations, including schools. It offers a comprehensive suite of features that cater to the unique needs of educational institutions, helping them maintain a safe and efficient learning environment.
Key features
- Intuitive interface: Easy to navigate and use, even for staff with limited technical expertise, ensuring quick adoption and minimal training requirements.
- Preventive maintenance scheduling: Schedule and automate recurring maintenance tasks to prevent equipment failures and extend asset lifespan, minimizing disruptions to the learning environment.
- Work order management: Create, assign, and track work orders efficiently, with features like priority levels, due dates, and automated notifications, ensuring timely response to maintenance needs.
- Asset tracking: Maintain a centralized database of all school assets, including equipment, buildings, and grounds, tracking maintenance history, associated costs, and important documents for informed decision-making.
- Reporting and analytics: Generate reports on key maintenance metrics to identify trends, track performance, and make data-driven decisions to optimize maintenance operations and resource allocation.
What are some limitations of Eptura Asset
- “The customer support. It has been difficult to get in contact with people on questions about how to do things or when there is an issue with the program.” – G2 User
- “There are a lot of bugs with the inventory module, which make it very difficult and time-consuming to use. There are too many issues to list here.” – G2 User
Pricing
Hippo CMMS does not publish its pricing structure, but it promises a customizable plan that fits your needs and offers the option for add-on modules for additional functionality.
15. Ramco EAM
Ramco EAM is a comprehensive cloud-based enterprise asset management software that can be a valuable tool for schools looking to streamline their maintenance operations and optimize asset lifecycle management. It offers a wide range of features, from traditional asset tracking and preventive maintenance to advanced functionalities like predictive maintenance and AI-powered insights.
Key features
- Preventive maintenance scheduling: Automate recurring maintenance tasks for critical assets like HVAC systems, fire alarms, and school buses to prevent breakdowns and ensure safety.
- Work order management: Streamline the process of submitting, assigning, and tracking maintenance requests, ensuring timely repairs and minimizing disruptions to the learning environment.
- Asset tracking: Maintain a centralized database of all school assets, including equipment, buildings, and vehicles, with detailed information, maintenance history, and associated costs for better resource management.
- Mobile access: Empower maintenance staff and teachers with a mobile app to submit work orders, track tasks, and access asset information from any location, improving efficiency and communication.
- Reporting and analytics: Generate insightful reports on maintenance performance, asset utilization, and costs to identify areas for improvement, optimize resource allocation, and make data-driven decisions.
What are some limitations of Ramco EAM
- “Some times there will be duplication of transactions and errors, especially incase of implementation.” – G2 User
Pricing
Pricing details are not publicly available; you can request a personalized quote directly from Ramco website.
Limble CMMS – The #1 Facilities Management Software for Schools
Facilities management doesn’t have to be a cumbersome collection of tasks manually coordinated. Instead, it can be a streamlined strategy that enhances operational efficiency and empowers your team to perform at their best. The difference lies in the tools you use to manage it.
Limble CMMS represents the future of facilities management with its intuitive design, robust features, and mobile-first approach. It simplifies the complex task of managing facilities, boosting efficiency, extending asset lifespans, and reducing downtime and costs.
Why settle for less when you can achieve more? Designed by facilities management professionals for professionals, Limble’s award-winning interface is user-friendly, requiring minimal training for quick adoption and immediate results.
Don’t just imagine the difference—experience it for yourself. Request a personalized demo or watch a product tour today to see how Limble CMMS can revolutionize your facilities management and turn it into a powerful competitive advantage for your organization.
FAQs
What are the benefits of using a CMMS in schools?
A CMMS (Computerized Maintenance Management System) offers numerous benefits for schools, including:
- Improved organization and efficiency: Streamline work orders, preventive maintenance schedules, and asset tracking, freeing up staff time and reducing administrative burden.
- Cost savings: Prevent costly breakdowns through proactive maintenance, extend asset lifespan, and optimize resource allocation.
- Enhanced safety: Ensure a safe learning environment by proactively addressing maintenance needs and complying with safety regulations.
- Better communication: Improve communication and collaboration between staff, teachers, and maintenance personnel.
- Data-driven decisions: Generate reports, track maintenance KPIs, and analyze data to optimize operations, identify trends, and make informed, strategic decisions.
Can facilities management software improve safety in schools?
Absolutely! Facilities management software plays a crucial role in enhancing school safety by:
- Facilitating preventive maintenance: Schedule and track regular maintenance for critical systems like fire alarms, HVAC, and playground equipment, minimizing potential hazards.
- Ensuring timely repairs: Streamline work order management to ensure prompt resolution of maintenance issues, reducing safety risks.
- Supporting safety inspections: Schedule and document safety inspections to identify and address potential hazards proactively.
Improving communication: Facilitate clear communication channels for reporting safety concerns and ensuring prompt action.
