What Is Facilities Management Software?
Facilities Management Software - or CAFM Software - is a digital system that provides property owners, landlords, and facility managers with the tools to track, monitor, and analyse building management processes in one system. That includes building maintenance, contractor management, safety and compliance checks, and more.
It is primarily designed to store all hard and soft FM services and building maintenance data in a more organised and accessible system. This allows facility managers to oversee all activities to help improve quick and precise decision-making such as:
- Plan and schedule work orders
- Track assets and equipment within buildings and between properties
- Log jobs and schedule planned preventive building maintenance
- Efficiently plan and manage workspace
- Meet health and safety compliance
- Manage in-house/outsourced workforce and contractors
- Track energy consumption and meet sustainability goals
A facility management system is beneficial when managing both single and multi-site facilities, with over 80% of software buyers responsible for more than 1 site.
It is used to sustain the well-being of occupants, improve employee productivity, and implement a cost-efficient facility strategy by addressing key hard and soft FM tasks like security, maintenance, cleaning, catering, waste management, space management, and energy consumption.
Facility Management Software tools are typically deployed in schools, hospitals, warehouses, commercial and office buildings, manufacturing plants, real estate property, and retail stores.
Our expert’s view on Facilities Management Software
"For me, [CAFM] Software tools are absolutely critical, as long as you set them up correctly and they’re maintained…we could not deliver our services without good software tools whether they’re FM services [or] whether they’re planning services."
 | David Jones, Director of Estates at University Hospital Southampton NHS FT |
Core Features & Capabilities of Facilities Management Software
 | Planned & Preventive Building Maintenance (PPM) PPM tools allow facility managers to schedule maintenance tasks such as weekly equipment safety checks, monthly HVAC inspections, and yearly roof inspections. This helps reduce reactive facility maintenance costs, unplanned downtime of equipment (which costs an estimated £38 million yearly), and improve workplace health and safety. |
 | Building Inspection & Digital Checklists Using automated checklists and alerts with Facilities Management Software, facility managers can ensure a building meets regulatory standards and safety requirements. |
 | Job Logging, Scheduling & Assignment A CAFM system offers the functionality to streamline facility work orders by providing easy job logging capabilities, with the ability to assign the right personnel or contractor to the corresponding job. |
| Health & Safety Management Health & safety checklists ensure a building is in line with relevant regulations and standards, whether local, governing, or industry-specific. These cover building regulations, fire safety, waste management, and emergency preparedness. |
 | Workforce/Contractor Management Whether operating with an integrated FM provider or managing a team of outsourced contractors, a CAFM system provides the functionalities for overseeing all roles and responsibilities for maintaining and managing a facility. |
 | Dashboards & Data Reporting The dashboards and data analysis built into Facilities Management Software provide insight for landlords and FMs into KPIs, building performance, energy tracking, completion metrics, and more. Seeing where areas can be improved and what areas are the least efficient. |
 | Asset Tracking & Inventory Management Linking an asset tagging system - whether Barcode or RFID - with a CAFM system provides detailed reporting on the monitoring and managing of a building’s physical assets and resources. |
 | Workspace Management Workspace management tools help to boost employee productivity and well-being through room booking, space planning, and floor layout design. This helps to better utilise the layout and efficiency of a workspace, in particular offices. |
 | CAD & BIM Integration A facilities management system can incorporate all building information including that of CAD and BIM programs, displaying 2D and 3D modelling of building components for better maintenance planning. |
The Benefits of Deploying Facilities Management Software In Your Building
Paperless Work Order Assignment & Planning
Facility managers receive multiple work order requests throughout a single day, which can be overwhelming when working with spreadsheets or notepads. With access to a CAFM system, however, work order management becomes a lot easier. Particularly when assigning, planning, and scheduling work orders.
A CAFM system provides FMs with maintenance data, contractor and technician information, and real-time job-tracking capabilities to help carry out planned maintenance, inspections, safety checks, and equipment repairs as efficiently as possible. From one dashboard, they can:
- Prioritise maintenance jobs
- See what labour and workforces are available
- Assign the right skilled professionals
- Allocate work to field engineers and external contractors
- Schedule regular tasks such as cleaning and landscaping
Keep Track of Your Facility Assets
From schools and hospitals to offices and manufacturing plants, building spaces are packed full of valuable, moveable, and physical assets. Facilities Management Software has the asset tracking capabilities to ensure greater visibility when it comes to managing assets. Facility assets come in the form of common appliances, desks, printers, computers, tools, safety equipment, mobile devices, keys, and vehicles.
As well as tracking physical assets through the use of IoT devices and tagging options (such as Barcodes, RFID tags, and GPS trackers), asset tracking functions enable FMs to create an asset register that tracks the asset life cycle, maintenance, and depreciation values of each asset.
Track & Log Jobs in Real-Time
Modern CAFM systems come with built-in job-tracking capabilities. This allows facility managers to log and track jobs in real-time to improve their workforce management - whether in-house or outsourced. This allows FMs to:
- Log new maintenance jobs
- Get real-time reporting
- Track job statuses
- Produce digital checklists for engineers
Schedule Planned Preventive Maintenance
Facilities Management Software makes it easy for FMs to plan and schedule a building’s maintenance activities. By collecting and reporting on maintenance and usage data, facility managers can report on when maintenance is required, how much it will cost, and how long it will be down. This streamlined approach allows for a planned preventative approach to maintenance - also known as PPM.
Preventive maintenance strategies can considerably reduce repair and breakdown costs and help avoid downtime of assets. In particular, equipment that promotes a good workplace environment such as HVAC units, elevators, and waste systems. Equipment downtime costs facilities between 5% and 20% of their productive capacity.
Discover the benefits of a PPM strategyEnsure Health & Safety In the Workplace
Health and safety protocols are in place to protect the well-being of employees and ensure the workplace is safe. Facilities Management Software makes it easier to conduct regular risk assessments of a building that focus on top health and safety challenges such as fire safety, electrical and gas, access to drinking water, and asbestos. Routine safety inspections can also be logged to ensure the safety of occupants.
Connecting & Leveraging IoT With Facilities Management Software
CAFM systems have the functionality to store data that has been collected from IoT devices situated around a facility. Each system can link to temperature and vibration sensors, security RIFD tags, smart energy metres, space monitoring tools, and more. This makes it ideal for implementing condition-based or preventative maintenance strategies. As well as ensuring occupier well-being targets are being met when it comes to space management and design.
Carefully Plan, Design, & Manage Space
Effectively managing facility space requires multiple actions and data collecting. Including occupancy tracking, room scheduling, and space management. With Facilities Management Software, data is stored in one accessible system, allowing facility managers to organise, plan, and supervise physical spaces. With the goal to improve occupant productivity and well-being.
Video: Head of Workspace Solutions, Laura Wright, talks about the importance of prioritising space planning to reduce silos and bring office employees together in communal areas.
Space management capabilities are particularly handy for real estate and commercial properties such as office workplaces and self-storage facilities. Effective space management means large spaces don’t go unused, resulting in reduced costs. A CAFM system also provides an easy way to identify floor layouts for occupants and equipment to see when a room is over-occupied or underutilised.
Learn how to utilise your space management
Track Energy Consumption
Building owners are faced with unpredictable and often volatile energy consumption costs, with fuel bills increasing by 54% between 2021 and 2022. Depending on the size, a business’s annual energy bill ranges from £4,837 to £14,124. The best way to get a handle on energy usage and costs is by tracking consumption in a facility management system.
With the use of trackers and smart metres, FMs can identify where the most energy is being used and why. This helps to curb usage through a facility and helps promote a greener and more sustainable facility operation.
Learn how to manage your energy consumptionWhat Buildings & Facilities Can Best Utilise Facilities Management Software?
Office Buildings
Facility Management Software provides the tools that enable office managers to improve and statin the productivity and well-being of office employees. From managing budgets and booking meeting rooms to refilling office supplies and maintaining IT equipment; an office manager can benefit from the use of a CAFM system. 73% of employees said well-managed office spaces helped them perform better.
Warehousing & Logistics
With CAFM Software, warehouse managers can ensure they’re compliant with health and safety measures while also running a more cost-effective operation. A sophisticated building management system is particularly useful for outsourced supply chains, allowing floor managers to plan and schedule cleaning, fire safety, and hygiene solutions.
Residential & Housing
A Facilities Management Software tool can be to landlords, tenants, estate agents, and management companies, allowing for better communication when it comes to managing residential facilities. This allows for greater efficiency over cleaning services, property landscaping, pest control, and maintenance (such as lifts and roof repairs).
Schools & Education Facilities
A digital building management solution provides a better opportunity for schools to perform facilities management within a limited budget. By effectively managing the condition of school buildings and sites, providing teachers with the right teaching equipment, and improving the safety of pupils, the overall teaching environment and level of education can benefit.
Learn more about how schools can leverage CAFM Software
Brick & Mortar Retailers
Facilities management goes a long way to improving the customer and POS experience when implemented in retail stores. Shop managers can plan and schedule cleaning and maintenance during out-of-work hours. Ensuring the shop floor is clean and safe for customers while keeping restrooms and amenities available for employees.
Hospitals & Healthcare
The regular scheduling of cleaning and hygiene services is paramount in healthcare settings. Hospital and ward managers can use CAFM Software for work order assignment and planning to ensure clean and safe environments, which contributes to better patient care. Users can also track valuable medical equipment and manage the correct disposal of medical waste.
Video: David Jones talks about the best practices for setting a good FM culture in the healthcare sector and how to drive team appreciation alongside doctors and nurses.
Industrial & Manufacturing Plants
Like most facilities, a Plant Manager will use Facilities Management Software to plan for cleaning and safety services. They must ensure the health and safety of both employees and visitors while also implementing security controls. This helps to keep a plant running at its most efficient and productive.
Who Is Facilities Management Software Built For?
 | Senior Figures |
| • Building Owners | • Property Owners |
| • Landlords | • Facility Directors/Managers |
| • Estate Managers | • Tenants |
 | Back Office Staff |
| • Administrators | • Receptionists |
| • Assistants | • Office Managers |
| • Space Managers | • Coordinators |
 | Field Staff & Contractors |
| • Engineers | • Technicians |
| • Electricians | • Plumbers |
| • Cleaners | • Landscapers/Gardeners |
| • Security staff | • Catering teams |
Best Facilities Management Software Products
FaultFixers
A simple, scalable facility and maintenance management solution that replaces paper and spreadsheet-based processes. Most suitable for small to medium-sized organisations looking for a streamlined, SMB-focused maintenance and facility management solution
Pricing
From £99 per month
Deployment
Cloud-based, app-based
Cleverly
A fully-featured CAFM solution with self-service workflow automation and consolidated multi-channel communication. Most suitable for small to medium-sized organisations looking to automate core FM operations and consolidate communications.
Pricing
From £999 per month
Deployment
Cloud-based
Azolla
A cloud-based facilities management solution that uses IoT to automate core operations and compliance. Most suitable for organisations looking to use IoT to automate core operations and enhance HSE compliance.
Pricing
From £125 per month
Deployment
Cloud-based
Trackplan
A flexible, affordable, app-driven CAFM solution. Most suitable for organisations looking for an affordable, app-driven solution with a wide feature set.
Pricing
From £75 per month
Deployment
Cloud-based, app-based
Snapfix
An image-first task management solution with embedded messaging. Most suitable for organisations looking for a highly visual task management solution.
Pricing
From £8.50 per month
Deployment
Cloud-based, app-based
BigChange
Fully customisable job management software which tracks and manages mobile teams. Most suitable for businesses looking to manage and schedule a wide range of jobs carried out by field based engineers, technicians, and operatives.
Pricing
From £79.95 per mobile user per month
Deployment
Cloud-based, app-based
Infraspeak
A dynamic asset, facility and maintenance management platform for facility managers and FM service providers.
Pricing
From £29 per user, per month
Deployment
Cloud-based, app-based
8 Tips For Finding and Implementing the Right Facilities Management Software
1. Actively Seek Out a Free Trial or Live Demo
Accessing free trials and live demos can make the difference between choosing vendor ‘A’ over vendor ‘B’. Usually, an online demo will be the first interaction with a product and may be accompanied by a salesperson willing to answer your questions. You can use a free trial to highlight a product’s strengths and weaknesses and help to understand if the product will meet your facilities management goals.
2. Consider All Key Areas of Facilities Management Software
Key areas to consider from a CAFM system include:
- A clear user interface that is easy to navigate
- Desired features
- Support team information
- Training (either video tutorials or web-based classes)
- A vendor’s prior experience in the same industry
- GDPR compliance with occupant and personnel data
3. Cross-Check With Your Requirements
You need to be sure that a CAFM product will match your initial requirements. This can be done by cross-checking each requirement and asking questions like;
- Can the product provide the right features to improve workflow and communication?
- Does it offer the right reporting tools to track and reduce ongoing costs?
- Will it provide a notification-style system that alerts staff to work orders?
- Can the system migrate occupant, equipment, and maintenance data?
- Can it work with IoT-enabled devices, such as GPS trackers and smart heating systems, to provide real-time data?
- Is it a cloud-based solution that allows personnel to access data via a mobile device?
4. Ask About Prices, Plans, and Hidden Costs
For a greater return on investment, a product shouldn’t cost more than it can provide. You should seek out pricing plans for each product as well as highlight extra fees for factors such as data storage limits and implementation.
5. Enquire About CAFM System Deployment Timescales
Deploying Facilities Management Software can be a lengthy process. It requires data to be migrated, employees to be trained, and systems to be updated. Timescales can be extended if it is being deployed across multiple buildings.
6. Know What Employee Training Is Available
Training can be time-consuming, but it’s an important part of deploying a new CAFM tool. To ensure a business is getting the most from its product, all staff need to know how to use it. This not only requires time but can also be an extra expense.
7. Does It Integrate With Other CAFM Systems?
Most Facilities Management Software can be integrated with other tools such as CAD and BIM systems, email programs, calendars, and data storage. Integrating a new system can provide various challenges including time constraints and further employee training.
8. Can You Migrate Existing Facilities Data?
A building owner has various amounts of facility management data to hand. Whether that be floor plans, occupant data, or contractor information. Migrating that data to a new system can be time-consuming, especially if existing data is stored in files, on spreadsheets, or on notepads.
Migrating From Excel Spreadsheets to Facilities Management Software
It's estimated that two-thirds of facility managers use spreadsheets. Over half (56%) of CAFM Software buyers who have used Comparesoft use either spreadsheets, pen and paper, or digital forms for managing their hard and soft FM activities. While 32% used just Excel spreadsheets.
But Excel spreadsheets have several pitfalls, the main disadvantage being their proneness to errors. 90% of spreadsheets with over 150 rows of data have at least one major mistake.
On top of this, it’s a spreadsheet’s lack of scalability, collaboration, and real-time automation capabilities that make Facilities Management Software appealing to FMs.
There are three driving factors for CAFM system adoption among facility managers;
- 68% want to drive efficiency
- 43% want more digital innovation
- 39% see CAFM as a way to ensure workplace safety
There are five steps to successful migrate from Excel spreadsheets to Facilities Management Software Excel spreadsheets:
1. Review, Cleanse, and Backup Existing Data
- Remove redundant and duplicate entries
- Verify data for accuracy
- Standardise field names and entries
- Create backup files of Excel data to account for any information loss during migration
2. Export Excel Data In a Compatible Format
Depending on how your chosen CAFM system operates, Excel spreadsheet data can be exported into files such as CSV and XLS.
3. Map Existing Data
Creating a mapping document ensures all data fields and entries from your Excel files correspond to those in your new CAFM system.
4. Import Data Into Your Facility Management system
Use the mapping document to ensure data migration is successful. Migration can be done in-house, through external sources, or by your CAFM Software vendor.
5. Review and Verify Data
Once the data migration is complete, review data migration results to ensure it has been imported correctly and make corrections where necessary.
Listen to FM Experts on The Comparesoft Facility Management Podcast
Ep 1: Facilities Management at Just Eat Takeaway.com
Marc Fletcher & Steven Downie combine their 35 years of experience in facilities management to talk about their roles as Senior & Regional Facilities Managers at Just Eat Takeaway.com.
Ep 2: FM Culture, Plans & Maintenance on the London Cable Car
Bhavin Patel talks about the importance of FM culture, plans, and maintenance activities at Mace Operate when working on the flagship London Cable Car project.
Ep 3: Maintenance Expertise at Rolls-Royce, TIMET & Doncasters Group with Kamran Zamir
Kamran R. Zamir provides expertise in the best Facilities Management Software practices from experiences at Rolls-Royce, TIMET, and his current role at Doncasters Group.
Ep 4: FM & Maintenance at Man City FC, The Ivy & Flight Club Darts
Louis Atkins shares expert tips and advice from his time at Manchester City Football Club, The Ivy, and his current role as Facilities Manager at Red Engine Team - the team behind Flight Club Darts & Electric Shuffle.
Ep 5: FM Challenges In a Harsh UAE Climate & the Future of CAFM
Trevor Bundas shares his expert insight on the challenges of facility management in one of the harshest climates on the planet, as well as touching on the future of CAFM technology and why data collection is the most valuable part of an FM's job.
Ep 6: Ensuring Compliance of Victorian-Era Buildings for the NHS Through FM
Warren Duffy, Head of Estates at Manchester University NHS Trust, explains the challenges associated with maintaining buildings of varying ages while detailing how playing amateur rugby has helped to build a happy and trustworthy on-site culture.
Ep 7: Managing NML's 21 Heritage Buildings & 4 Million Museum Collections
Edward Taylor-Robinson, Head of Estates for National Museums Liverpool, shares his experience of ensuring compliance and health and safety with Facilities Management Software for 21 heritage buildings that support over 4 million collections as well as the detailed processes involved when hosting exhibitions.
Ep 8: A Hands-On Approach to Sustainable FM at Greenpeace UK
Christopher Ali shares his views on to-do lists, calendars, and daily building walk-rounds as he explains how to "put your ego aside" when it comes to sustainably-led decision-making in his role as Facilities Manager at Greenpeace UK.
Ep 9: How to Build a Positive FM Environment With MCFM Global Founder
Maxcene Crowe, facilities industry expert and founder at MCFM Global, explores the importance of openness, transparency, and improving an engineer's communication skills when it comes to building a positive FM environment.
Ep 10: The Ins & Outs of Planning & Managing Dark Kitchens at Honest Burgers
Thomas Maynard, Head Of Maintenance & Facilities at Honest Burgers, explains the importance of communication between all stakeholders when planning a second dark kitchen build in Canary Wharf.
Ep 11: Working with EAs & PAs to Coordinate FM Tasks for VIP Visits
Oliver Boote, UK Facilities Manager for the Colt portfolio at Mace, talks about the importance of liaising with employees in preparation for big events and how his team uses Workplace to drive FM appreciation.
Ep 12: Driving Appreciation for FMs Who Strive Towards Global Solutions
Chris Jeffers, Projects Director at Mott MacDonald, explains how business can and need to drive appreciation for facility managers who play pivotal roles in global solutions such as climate change by investing in Facilities Management Software.
Ep 13: 4 Pillars of Communication & Delivering FM Services to the Crown Estate
Tarniah Thompson, Head of FM and Sustainability at SHW, reveals the four key pillars of communication used to help build FM culture during her time at Co-op, SHW, and when delivering FM services to the Crown Estate.
Ep 14: Battling Budgets & Ageing Estates for Smart FM Tech In the NHS
Experienced NHS FT Director of Estates and Facilities David Jones talks about the ongoing challenges of managing facilities, budgets, and staff in an environment still coping with the COVID-19 pandemic as well as touching on budgeting battles when introducing connected FM technologies into ageing healthcare environments.
Ep 15: Prioritising Employee Well-Being in the Workplace
Laura Wright, Head of Workplace Solutions at Abri, talks about how successful people management strategies help to improve employee well-being in the office in a post-COVID world that has seen a shift in the way employees work from office-based to hybrid and remote working.
Ep 16: Embracing Rapid Tech Evolutions to Enhance Estates Management in Schools
Rachel Green, the Director of Estates and Facilities at the Girls Learning Trust, explains the importance of adaptability and resilience in the FM environment to help embrace the advancements in AI in schools.
Ep 17: The Journey to Building the World’s Smartest Campuses at Edgbaston and Dubai
Trevor Payne, the Director of Estates at University of Birmingham, talks about leading the project to provide the World's first smart campuses in the UK and Dubai while providing a first-hand perspective on FM carbon management and sustainability in higher education.
Ep 18: The Role of FM in Supply Chain Management & Meeting ESG Goals
Karl Haynes, the Site Facilities Manager at GXO Logistics, explores the importance of customer service in supply chain management and setting ESG goals in innovative digital warehouses.
Ep 19: 10 Years in Hospitality FM From Grade I Listed Hotels to Richard Branson's Moskito Island
Charlie Wilson, the Head of Property and Estates at Gaucho and M Restaurants, talks us through the post-pandemic challenges in the hospitality industry, the risks associated with FM in Grade I listed buildings, and why you should never ignore your LinkedIn messages.
Ep 20: Managing the Upkeep of Teaching Environments & Boarding Accommodation On a 40-Acre Site
Tim Peacock, the Director of Estates and Facilities at Sherborne Girls School, explains how working with the pathology and history of older buildings is key to managing and maintaining the upkeep of a 40-acre site with both educational buildings and boarding accommodation, with Facilities Management Software.
Ep 21: Striving For Predictive Patient Care While Maintaining 9 Hospitals & 5000 Beds at Serco Health
Tim Peacock, the Director of Estates and Facilities at Sherborne Girls School, explains how working with the pathology and history of older buildings is key to managing and maintaining the upkeep of a 40-acre site with both educational buildings and boarding accommodation.
47 Products