7 Best Facility Management Software in 2024

Facility management software helps companies take care of their buildings and equipment. These tools track repairs, schedule maintenance, and manage spaces.

Picking the right software can save time and money for businesses. Good facility management programs make keeping buildings in good shape easier and help workers do their jobs better.

• Best Facility Management Systems

• What is Facility Management Software

• Features You Should Consider

• Industry-Specific Applications

• Integration Capabilities

• Scaling Facility Management

• Cost Considerations

• Final Thoughts

What are The Best Facility Management Systems?

Let’s cover the top facility management solutions for businesses to run their buildings, taking into account their pros, cons, and key features.

1. MaintainX

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MaintainX is a cloud-based platform designed to streamline maintenance and operations for businesses across various industries. It offers features such as work order management, preventive maintenance scheduling, asset tracking, and real-time messaging, all accessible via a user-friendly mobile and desktop interface. This accessibility enables teams to efficiently create, assign, and monitor tasks, thereby enhancing productivity and communication. 

The software emphasizes safety and compliance by providing digital checklists and standardized operating procedures, ensuring that maintenance tasks adhere to regulatory standards. Additionally, MaintainX facilitates parts inventory management, allowing users to monitor stock levels, receive low-stock alerts, and streamline the purchasing process to prevent downtime due to missing parts. 

MaintainX's reporting capabilities offer insights into asset performance, work order completion rates, and maintenance costs, enabling data-driven decision-making. Its scalability and ease of use make it suitable for small businesses and large enterprises alike, aiming to improve operational efficiency and asset longevity. Rate and review MaintainX yourself.

Pricing

• Offers a free version, Essential plan starts at $16 per user per month. Check website for price changes.

Ideal for

• Small teams, Large teams

Get started with MaintainX

2. UpKeep

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UpKeep is a cloud-based computerized maintenance management system (CMMS) tailored to assist businesses in managing work orders, tracking assets, scheduling preventive maintenance, and overseeing inventory levels. Its mobile accessibility allows technicians to update and complete tasks on the go, creating real-time collaboration and reducing response times.

The platform supports compliance with safety protocols by offering features like audit-ready document storage, safety checklists, and detailed maintenance reports, essential for adhering to regulations such as OSHA, FDA, and GMP. UpKeep's user-friendly interface and ease of implementation have been praised by users, making it a viable option for businesses of varying sizes, particularly those in the manufacturing sector. 

UpKeep also provides analytics tools that help organizations monitor key performance indicators, assess maintenance strategies, and make informed decisions to optimize operations and reduce downtime. Rate and review UpKeep yourself.

Pricing

• Pricing begins at $20 per user per month. Check website for price changes.

Ideal for

• Small teams, Large teams

Get started with UpKeep

3. Fiix

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Fiix is a cloud-based CMMS designed to streamline maintenance operations and maximize asset uptime. It offers comprehensive features, including work order management, preventive maintenance scheduling, inventory tracking, and reporting. Fiix is well-suited for small and medium-sized businesses with geographically dispersed assets or mobile workforces. 

The platform integrates with various business systems and supports mobile app access, allowing technicians to manage tasks remotely. Users have commended Fiix's user-friendly interface and scalability, though some have noted limitations in reporting capabilities and customization options. Its competitive pricing and robust functionality make it a compelling choice for companies aiming to enhance maintenance operations. 

Fiix also incorporates AI-driven predictive analytics through its Foresight tool, which analyzes work orders to identify patterns and anomalies, helping organizations predict delays and prioritize high-risk tasks. Rate and review Fiix yourself.

Pricing

• Subscription plans start at $45 per user per month. Check website for price changes.

Ideal for

• Large teams

Get started with Fiix

4. FMX

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FMX is a facilities management software solution that provides tools for work order management, preventive maintenance, asset tracking, and inventory control. Its interactive mapping feature allows users to upload floor plans and map assets, equipment, and inventory within a facility, enhancing spatial awareness and resource allocation.

The platform's space management capabilities enable organizations to visualize energy usage data across different building sections, aiding in identifying inefficiencies and optimizing resource utilization. FMX's user-friendly interface and customizable workflows cater to the specific needs of various industries, including education, government, and manufacturing.

FMX also offers a comprehensive calendar program for scheduling and tracking maintenance tasks, ensuring that preventive maintenance is conducted timely to minimize downtime and extend asset life. Rate and review FMX yourself.

Pricing

• Pricing details are available upon request from the vendor. Check website for price changes.

Ideal for

• Small teams, Large teams

Get started with FMX

5. eMaint

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eMaint is a CMMS that helps streamline maintenance operations, optimize asset performance, and boost productivity. It offers features like asset management, inventory control, condition monitoring, and work order management. eMaint's user-friendly interface and responsive customer support have been highlighted by users, though some desire greater reporting customization and an enhanced mobile app experience.

The platform integrates with Fluke sensors for advanced machine monitoring, allowing real-time condition tracking and proactive maintenance. eMaint's flexible pricing options, including tiered plans and customized quotes, ensure accessibility for businesses of all sizes and budgets.

eMaint also supports multi-site management, enabling organizations to oversee maintenance across multiple facilities, standardize processes, and maintain compliance with industry standards. Rate and review eMaint yourself.

Pricing

• Plans start at $85 per user per month. Check website for price changes.

Ideal for

• Large teams

Get started with eMaint

6. EZOfficeInventory

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EZOfficeInventory is an asset-tracking software designed to help businesses manage equipment, inventory, and maintenance schedules. It offers features such as barcode and QR code scanning, service tickets, and reservation modules to streamline operations and improve asset visibility.

The platform's user-friendly interface and mobile accessibility allow teams to efficiently track assets and manage maintenance tasks on the go. EZOfficeInventory also provides integration capabilities with various business systems, enhancing operational efficiency.

EZOfficeInventory's reporting tools enable organizations to monitor asset utilization, maintenance history, and operational costs, facilitating data-driven decision-making and resource optimization. Rate and review EZOfficeInventory yourself.

Pricing

• Offers various pricing tiers, specific details are available on their website. Check website for price changes.

Ideal for

• Small teams

Get started with EZOfficeInventory

7. Click Maint CMMS

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Click Maint CMMS is a user-friendly cloud-based maintenance management software designed to simplify operations for industries like manufacturing, healthcare, and education. It provides tools for work order management, preventive maintenance scheduling, and asset tracking, ensuring minimal downtime and enhanced productivity.

The software's mobile accessibility allows technicians to manage tasks and update statuses in real time from any location. Additionally, its robust reporting features deliver insights into key metrics such as maintenance efficiency and asset performance, enabling data-driven decision-making.

Click Maint CMMS is praised for its affordability and ease of deployment, with rapid setup times and flexible pricing options. Its continuous updates ensure the platform evolves to meet the needs of modern maintenance teams. Rate and review Click Maint CMMS yourself.

Pricing

• Pricing information is provided upon request from the vendor. Check website for price changes.

Ideal for

• Small teams

Get started with Click Maint CMMS

What is Facility Management Software?

Facility management software handles many tasks. It tracks assets like buildings and equipment. The software logs maintenance needs and schedules repairs. It also manages work orders and tracks their progress.

Space planning is another big role. The software maps out floor plans and tracks how areas are used. This helps optimize space and plan moves.

Some programs handle energy use too. They monitor power, water, and other utilities. This data helps find ways to save energy and money.

Inventory management is often included. The software tracks supplies and parts. It can even reorder items automatically when stocks get low.

Benefits of Automated Management

Automated facility management brings many perks. It saves time by cutting manual work. Staff can focus on more important tasks instead of paperwork. The software improves communication. Everyone can see updates in real time. This reduces mistakes and speeds up work.

Data from the system helps with planning. Managers can spot trends and make smart choices. This leads to better budgeting and resource use. Automated systems also boost safety. They track equipment health and flag issues early. This helps prevent breakdowns and accidents.

Software Deployment Models

Facility management software comes in different forms. On-premise systems run on the company's servers. This gives full control but needs IT support.

Cloud-based options are popular now. They run online and need less setup. Users can access them from anywhere with the internet. Some companies use a mix of both. This hybrid approach balances control and ease of use.

Mobile apps are common add-ons. They let staff check info and update tasks on the go. This is great for teams that move around a lot. Facility management courses can help teams learn to use these tools well. Training ensures everyone gets the most from the software.

Features You Should Consider

Before choosing facility management software, three core capabilities are to be considered. These features help streamline operations, maintain assets, and optimize space usage.

Asset Tracking

Asset tracking is a must-have feature in facility management software. It allows managers to keep tabs on equipment, tools, and other valuable items. Good asset tracking systems provide real-time location data. This helps prevent loss and theft. It also makes it easier to schedule maintenance and repairs.

Many systems use barcodes or RFID tags for easy scanning. This speeds up inventory checks and reduces human error. Asset tracking can also help with budgeting. It shows which items are used most often and which might need replacement soon.

Maintenance Scheduling

Effective maintenance scheduling keeps facilities running smoothly. It helps prevent breakdowns and extends the life of equipment. Top facility management software includes tools for planning regular upkeep. These systems can send alerts when maintenance is due.

Some software uses predictive analytics. This helps spot potential issues before they become major problems. Good maintenance scheduling features also track repair history. This information is useful for making decisions about replacing equipment.

Space Management

Space management features help optimize the use of available areas. This is especially important in large facilities or multi-building campuses.

Good space management tools provide visual floor plans. These make it easy to see how space is currently used. Many systems offer occupancy tracking. This shows which areas are over or underused.

Space management features can help with move planning. They make it easier to shift people and equipment around. Some software includes tools for hot-desking or shared workspace management. This is useful for flexible office environments.

Industry-Specific Applications

Facility management software caters to different sectors with unique needs. These tools adapt to handle the specific challenges in healthcare, education, and commercial real estate.

Healthcare Facilities

Healthcare facility management software helps hospitals and clinics run smoothly. It tracks medical equipment, manages patient rooms, and ensures proper sanitation. The software also helps with regulatory compliance and safety protocols. Brightly TheWorxHub is popular for healthcare settings. It offers features like:

• Equipment maintenance scheduling

• Inventory management for medical supplies

• Room turnover tracking

• Safety and compliance reporting

Educational Institutions

Schools and universities use facility management software to maintain campuses and coordinate resources. These systems manage classrooms, dorms, sports facilities, and labs. FMX is well-suited for educational institutions. It provides:

• Classroom and event scheduling

• Maintenance request tracking

• Asset management for school equipment

• Energy usage monitoring

Commercial Real Estate

Commercial real estate managers use facility software to oversee multiple properties. These tools help with tenant management, lease tracking, and building maintenance. Axxerion is a top choice for commercial real estate. It offers:

• Lease management and tracking

• Tenant communication tools

• Space utilization analysis

• Maintenance and repair scheduling

Integration Capabilities

Facility management software needs to work well with other systems. Good integration saves time and reduces errors.

APIs and Interconnectivity

Integrated facilities management relies on smooth data flow between systems. APIs allow different software to talk to each other. This lets facility managers pull data from various sources into one place.

For example, a building's HVAC system can send temperature data to the main software. The software then adjusts settings automatically. This saves energy and improves comfort. APIs also enable real-time updates. When a repair is finished, the work order system can instantly update the asset management database.

Third-Party Software Compatibility

The best facility management software works with many other programs. This includes accounting systems, HR databases, and building control software. Compatibility with common tools like Microsoft Office is important. Managers can export reports to Excel or send updates via Outlook without hassle.

Some software integrates with IoT devices. These can track occupancy, energy use, or equipment status. The data feeds into the main system for better decision-making. Look for software that connects to popular work platforms like Slack or Microsoft Teams.

Scaling Facility Management Operations

Facility management software helps organizations expand their operations efficiently. It provides tools to handle increased workload and complexity as a business grows.

From Small to Large Scale

As companies expand, their facility management needs become more complex. Good software adapts to this growth. It handles more buildings, assets, and staff without slowing down.

Small businesses may start with basic work order tracking. As they grow, they can add features like preventive maintenance scheduling. Large enterprises need robust reporting and analytics tools. They also benefit from mobile apps for field technicians.

Some systems offer modular designs. This lets companies add functions as needed. Cloud-based solutions often scale well. They can quickly increase storage and processing power.

Growth Management

Effective software helps manage the challenges of scaling up. It centralizes data from multiple locations. This gives managers a clear view of all facilities.

Facility management software tracks assets across expanding portfolios. It monitors equipment performance and maintenance needs. This helps prevent issues that could disrupt growth.

Good systems improve communication as teams grow. They connect staff across departments and locations. Automated workflows keep processes consistent during expansion. Data analysis becomes more important at larger scales. Advanced software provides insights to guide decision-making.

Cost Considerations

Choosing facility management software requires careful thought about expenses. The right solution can save money long-term, but upfront costs vary widely.

Pricing Models

Facility management software often uses subscription-based pricing. Companies may charge per user, per facility, or offer flat-rate plans. Some providers have tiered pricing with different features at each level.

Pay-as-you-go models let businesses scale up or down as needed. This can work well for smaller operations or those with changing needs. Enterprise-level software might have custom pricing based on specific requirements.

Total Cost of Ownership

The total cost goes beyond the initial price tag. Implementation fees can be significant. This may include setup, data migration, and staff training. Ongoing costs are important to consider. These might involve:

• Regular maintenance fees

• Updates and upgrades

• Technical support

• Additional storage or features

Hidden costs can creep up. For example, integrating with existing systems might require extra work. Some software needs specialized hardware or IT support.

Long-term savings should be part of the equation. Good software can reduce energy use, streamline workflows, and cut down on repairs. These benefits can offset higher upfront costs over time.

Software Security and Compliance

Facility management software security and compliance are critical for protecting sensitive data and meeting industry standards. Companies must prioritize these aspects to ensure their systems remain safe and legally compliant.

Data Protection

Modern facility management software uses strong encryption to safeguard data. This includes encrypting information both in transit and at rest. Many platforms offer role-based access control, letting admins set user permissions. This limits who can view or change sensitive details.

Two-factor authentication adds an extra layer of security. It requires users to provide a second form of identification beyond a password. Regular software updates are also important. They fix bugs and patch security holes.

Regulatory Compliance

Facility management software helps organizations meet various regulations. It can track and document compliance activities. This makes audits easier and reduces the risk of fines.

Many solutions offer built-in compliance modules. These cover standards like OSHA, ISO, and HIPAA. The software can generate reports showing adherence to these rules.

Some platforms include features for managing certifications and licenses. They send alerts when renewals are due. This helps prevent accidental lapses in compliance.

Cybersecurity measures are also part of regulatory compliance. Good software will have features to detect and prevent cyber-attacks. This protects both the company's and its client's data.

Final Thoughts

Choosing the right facility management software can make a big difference for organizations. These tools help streamline operations and boost efficiency.

The top options we looked at offer features like work order management, asset tracking, and reporting. Some specialize in specific industries like healthcare or education. It's important to assess your unique needs before picking a solution. Consider factors like:

• Budget

• Size of facilities

• Number of users

• Integration requirements

• Mobile capabilities

Many vendors offer free trials or demos. Testing a few options can help you find the best fit. Remember that implementation and training are just as important as the software itself. A good vendor will provide support during setup and ongoing use.

As technology advances, facility management software will likely become even more powerful. Keep an eye out for new features that could benefit your organization. Ultimately, the goal is to find a tool that makes facility management easier and more effective.

Frequently Asked Questions

What features should one look for in the best facility management software?

Good facility management software should have tools for work orders, preventive maintenance, and asset tracking. It needs to be easy to use and offer mobile access. The software should also generate reports and integrate with other systems.

How does facility management software benefit small businesses?

Small businesses can save time and money with this software. It helps them stay organized and plan. The software can automate tasks like scheduling maintenance and tracking inventory.

Which free facility management software options are available for educational institutions?

Some companies offer free versions of their software for schools. These often have basic features like work order management and scheduling. FMX is one option that caters to educational institutions.

Can facility management software be effectively utilized in large enterprises?

Yes, large companies can use this software to manage complex operations. It helps them keep track of multiple locations and assets. The software can handle high volumes of data and users.

What are the emerging trends in facility management that software can address?

New software is focusing on energy management and sustainability. It's also using more data analytics to predict issues. Some programs now include features for managing remote workspaces.

How important is scalability in choosing facility management software?

Scalability matters because businesses grow and change. Good software should be able to handle more users and data over time. It should also let you add new features as your needs change.