Categories > Facility Management Software

Last Reviewed: November 13th, 2024

Best Facility Management Software Of 2024

What is Facility Management Software?

Facility Management Software (FM) streamlines the day-to-day operations of physical workspaces. It tackles the chaos of managing buildings, assets, and occupants by centralizing data and automating workflows. This solves issues like reactive maintenance, inefficient space utilization, and communication silos. FM software offers key functionalities like work order management, preventive maintenance scheduling, space and occupancy planning, and energy monitoring. Emerging features leverage mobile apps and IoT integration for real-time visibility and remote operations management. Industries like healthcare, education, and office buildings reap the most benefits, optimizing space utilization, enhancing occupant experience, and reducing operational costs. While implementation requires effort, the value lies in improved efficiency, cost savings, and a more productive work environment. In essence, FM software transforms facility management from reactive to proactive, creating a streamlined and data-driven approach that unlocks significant financial and operational benefits for organizations of all sizes.

What Are The Key Benefits of Facility Management Software?

Reduced costs
Improved efficiency
Optimized space use
Enhanced occupant experience
Predictive maintenance
Streamlined workflows
Data-driven decision making
Increased regulatory compliance
Improved communication

Our Research Analysts evaluated 167 solutions and determined the following solutions are the best Facility Management Software overall:

Overall

FMS:Workplace

Best Overall, Asset Management, Human Resources Management
+ 3 more

Best Overall

Best for Asset Management

Best for Human Resources Management

Best for Maintenance Management

Best for Reporting and Dashboard

Best for Safety and Security Management
eFacility

Best for Facility Booking Management, Human Resources Management, Inventory Management
+ 1 more

Best for Facility Booking Management

Best for Human Resources Management

Best for Inventory Management

Best for Space, Key, and Lock Management
FAMIS 360

Best for Mobile
Facilitron
Cryotos
MPulse
eSPACE
FMX
ServiceChannel

Best for Work Order Management
eMaint

Best for Inventory Management, Mobile, Reporting and Dashboard

How We Rate Products

Our vendor evaluation process involves an in-depth 400+ point analysis of the product's capabilities. Our rigorous evaluation criteria, commitment to data integrity and dedicated industry coverage allow us to deliver the best possible insights and recommendations, free of bias or undue influence. Our methodology and process come together in our analyst scores.

SelectHub's Technology Selection Management (TSM) Scoring Engine processes the data collected during research and computes the analyst score for each product. The scoring engine factors in functional and technical requirements, standardized across categories for an apples-to-apples comparison. The computation also includes implementation and vendor qualification criteria where present.

Best Overall

Best for Asset Management

Best for Human Resources Management

More Awards

Best for Maintenance Management

Best for Reporting and Dashboard

Best for Safety and Security Management

FMS:Workplace

Start Price

^$20,000

Annually

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked FMS:Workplace

Let’s talk about FM:Systems. The real power of this tool is in its data. It tracks how your spaces are actually being used in real time. That means no more guessing games about which areas are sitting empty or overcrowded. You can use that data to make smart choices about your real estate, saving money and creating a workspace that actually works for everyone.

And let's not forget about those tedious facility tasks. The system automates a lot of the stuff that used to eat up so much time — think move management, maintenance requests and more. That frees up your team to focus on the bigger picture.

Plus, the visual tools like floor plans and stack plans make it easy to see what's going on and plan for the future.

Now, it's not all sunshine and rainbows. There's a bit of a learning curve, especially with some of the more advanced features. And while you can customize it to fit your needs, that can take some extra effort. But hey, no system is perfect, right?

Overall, if you're looking to get a handle on your workspace and create a more adaptable work environment, the solution is definitely worth checking out. And with new developments like FedRAMP authorization and integrations with building automation systems on the horizon, it's clear they're committed to staying ahead of the game.

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Pros & Cons

Centralized Control: Manage all aspects of facility operations from a single platform, streamlining processes and improving efficiency.
Real-Time Data: Gain real-time insights into facility performance, enabling proactive maintenance and energy management, reducing downtime and costs.
Customizable Reports: Generate tailored reports to make informed decisions about space usage, occupancy trends and maintenance activities.
Enhanced Communication: Features like automated alerts and mobile capabilities improve communication among team members, ensuring quick response to issues and better coordination.
Space Optimization: Tools for space management and planning assist in maximizing the use of available space, contributing to better workplace environments and operational savings.
Asset Management: Keeping track of assets and their maintenance schedules helps in extending their life span and avoiding unexpected failures, saving costs in the long run.
Scalability: Adapt to the growing needs of your business with a flexible architecture that seamlessly scales to accommodate additional users, sites and modules.

Steep Learning Curve: The system can be complex and challenging for new users to learn due to its extensive features and functionalities. This complexity often necessitates comprehensive training programs, which can be time-consuming and costly for organizations.
Customization Challenges: While there are several customization options, tailoring the software to specific organizational needs can be intricate and may require specialized technical expertise. This can lead to additional implementation costs and potential delays in achieving full system functionality.
Integration Complexities: Integrating the system with existing enterprise systems, such as HR or finance platforms, can pose technical challenges. Ensuring seamless data exchange between different apps may require custom development or middleware solutions, adding to the overall implementation complexity.
Mobile App Limitations: The mobile app's functionality may not encompass all the features available in the desktop version, potentially hindering users who require full access to the system while on the go. This can limit the effectiveness of mobile workforces or those who frequently travel.

Key Features

Centralized Database: Track and manage your space inventory including floor plans, room details, occupancy information, asset locations and usage metrics.
Floor Plan Viewer: Visualize and interact with 2D and 3D floor plans, making it easier to understand spatial relationships, identify available areas and plan moves or reconfigurations. You can also import CAD and Revit drawings into the system with just a few clicks.
Move Management: Employees or managers can initiate move requests through a web-based interface. Capture essential move details like move date, department, reason and type. You can also make multiple move requests with options for adding people by group, building, floor or individual.
Scenario Planning: Move employees and assets on floor plans to test different layouts and space allocation options. Evaluate each scenario's implications such as occupancy changes, adjacency requirements and potential conflicts. Create interactive stack plans that illustrate how departments, teams or individuals will be allocated across multiple floors and buildings within a specified timeframe
Real Estate and Lease: Find and review specific lease agreements including financial details and important deadlines. The dashboard view lets you see high-level metrics like square footage, average rent per square foot and monthly rent for all properties. Get automatic reminders for critical lease dates, so you can stay on top of renewals and other important events.
Project Management: Create detailed project plans with tasks, dependencies and timelines. Assign tasks and resources to team members. Develop comprehensive project budgets, including estimated and actual costs. Track expenses against the budget in real time. Provide a collaborative platform for project teams to share information, documents and updates.
Reporting: Apply filters and parameters to customize reports and focus on specific data sets. For example, you can generate a space usage report for a particular building or floor, or filter maintenance work orders by status or priority. You can drill down into details. For instance, clicking on a bar in a space usage chart could display a list of rooms or departments contributing to that data.
Asset Management: Monitor the financial aspects of assets by recording initial acquisition dates and costs. You can also calculate asset depreciation over time. Create and maintain a precise inventory of various asset types including their location, condition and other relevant attributes. Manage warranty information, as well as details about certified maintenance personnel and vendors.
Work Order Management: Tailor work order forms to collect specific information relevant to different request types (e.g., repairs, installations, inspections). Define specific response and resolution time targets for different work order types and priorities, ensuring timely service delivery and meeting customer expectations. Create and set statuses like requested, in progress and complete to track work orders.
Preventive Maintenance: Create and reuse PM templates for common maintenance tasks to save time and ensure consistent processes. Customize templates to match specific equipment types or asset categories.

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Best for Facility Booking Management

Best for Human Resources Management

Best for Inventory Management

More Awards

Best for Space, Key, and Lock Management

eFacility

Start Price

^$600

Monthly

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked eFacility

The user reviews for eFacility are generally positive. Users praise its easy-to-use interface and comprehensive features for managing office facilities. They appreciate the ability to track and monitor various aspects of facility management, such as maintenance, inventory, and visitor management. Users find the software to be intuitive and user-friendly, allowing them to easily navigate through different modules and access relevant information. One of the strengths mentioned by users is the robust reporting capabilities of eFacility. They find the reporting feature to be highly customizable and valuable for generating detailed reports on various metrics. Users also appreciate the customer support provided by the company, citing prompt responses and helpful assistance in resolving any issues or queries. On the downside, some users mention that eFacility can be a bit overwhelming initially due to the wide range of features and customization options available. They suggest that the software could benefit from more streamlined workflows and improved onboarding resources to help new users get up to speed quickly. In comparison to similar products, users believe that eFacility offers a more comprehensive and integrated solution for facility management. They find the software to be more feature-rich, providing a holistic approach to managing various aspects of facility operations. Users also appreciate the scalability of the software, allowing it to cater to the needs of both small and large organizations. Overall, eFacility receives positive feedback from users for its user-friendly interface, comprehensive features, robust reporting capabilities, and excellent customer support.

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Pros & Cons

Minimalistic Design: Users appreciate the clean and minimalistic design of eFacility, making it easy to navigate and use.
User-Friendly Interface: The platform offers a user-friendly interface, allowing users to quickly learn how to use the system and maximize its features.
Comprehensive Facility Management: eFacility provides a comprehensive set of tools and features for effective facility management, including real-time monitoring, maintenance scheduling, and resource allocation.
Efficient Energy Management: Users find the energy management capabilities of the product to be highly efficient, helping them optimize energy consumption and reduce costs.
Intelligent Analytics: The platform offers robust analytics capabilities, allowing users to gather and analyze data on various aspects of facility operations for better decision-making.
Customization Options: Users appreciate the ability to customize eFacility to match their specific needs and requirements.
Responsive Customer Support: Users highlight the prompt and responsive customer support provided by the SIERRA ODC team, ensuring that any issues or concerns are addressed quickly.
Multi-Platform Access: The product is accessible on multiple platforms, including web browsers and mobile devices, allowing users to manage their facility from anywhere at any time.
Integration Capabilities: eFacility offers integration capabilities with other systems and devices, enabling seamless data exchange and enhancing overall efficiency.
Cost Savings: Users report that implementing eFacility has led to significant cost savings by optimizing resource utilization and energy consumption.

Lack of features: Some users feel that eFacility lacks certain features that would enhance its functionality and usability.
Poor user interface: Several users find the user interface of eFacility to be confusing, unintuitive, and not visually appealing.
Technical issues: Some users have reported experiencing technical glitches and bugs while using eFacility, impacting their overall experience and productivity.
Complicated setup: A few users have mentioned that setting up eFacility can be a complex process, requiring technical knowledge and support.
Inflexible customization: Certain users have expressed frustration over the limited ability to customize eFacility to suit their specific needs and workflows.
Slow performance: There are user complaints regarding slow loading times and performance issues with eFacility, leading to delays and decreased efficiency.
Poor customer support: Some users have reported dissatisfaction with the customer support provided by SIERRA ODC, citing slow response times and ineffective problem-solving.

Key Features

Work Order Management: eFacility allows organizations to create, assign, and track work orders efficiently. Facility managers can prioritize tasks, assign technicians, and monitor progress, ensuring timely completion and streamlined workflows.
Asset Tracking: The software provides comprehensive asset tracking capabilities, allowing organizations to effectively manage and track their assets. From equipment and machinery to furniture and fixtures, eFacility enables real-time asset visibility, maintenance tracking, and optimization.
Preventive Maintenance: eFacility enables organizations to proactively plan and schedule preventive maintenance activities. It helps in creating maintenance plans, scheduling routine inspections, and generating notifications for timely service and maintenance, reducing unplanned downtime and associated costs.
Space Management: With eFacility, organizations can efficiently manage space allocation within their facilities. The software helps optimize space utilization by planning and allocating office spaces, meeting rooms, storage areas, and other facilities.
Reporting and Analytics: eFacility offers comprehensive reporting and analytics features. It generates detailed reports, provides customizable dashboards, and offers analytics tools for data visualization, trend analysis, and informed decision-making.
Mobile Accessibility: eFacility can be accessed via mobile devices, allowing facility managers and maintenance teams to stay connected and manage operations remotely. Mobile accessibility provides convenience, improves collaboration, and enables swift issue resolution.
Energy Monitoring: The software supports energy monitoring and consumption analysis. eFacility helps organizations measure, analyze, and optimize energy usage, enabling them to reduce carbon footprint, meet sustainability goals, and lower utility costs.
Vendor Management: eFacility enables organizations to effectively manage their vendor relationships. It helps in storing vendor information, tracking service contracts, managing procurement processes, and facilitating communication with vendors.
Document Management: The software provides robust document management capabilities, allowing organizations to store, organize, and access important documents related to their facilities, equipment, maintenance procedures, and safety guidelines.
Security and Compliance: eFacility helps organizations maintain security and compliance standards. It facilitates tracking security measures, logging incidents, maintaining safety records, and ensuring compliance with regulatory requirements.

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FAMIS 360

Start Price

^$5,000

Annually

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked FAMIS 360

FAMIS 360 has garnered positive feedback for its comprehensive features and user-friendly interface, particularly its intuitive navigation and ease of use. Users appreciate the ability to efficiently manage work orders, preventive maintenance, and asset tracking, streamlining facility management processes. The software's robust reporting capabilities provide valuable insights into facility performance and maintenance trends, enabling data-driven decision-making. FAMIS 360's mobile accessibility empowers technicians and facility managers to stay connected and productive while on the go.

However, some users have noted that FAMIS 360's extensive functionality can lead to a steeper learning curve for new users. Additionally, while the software offers customization options, some users desire more flexibility in tailoring the system to their specific workflows. FAMIS 360's pricing structure, which is based on the number of users and modules, may present a challenge for smaller organizations with limited budgets.

FAMIS 360 distinguishes itself from competitors through its comprehensive suite of features, including its integrated space management module and its ability to handle complex facility structures. The software's focus on preventive maintenance and asset lifecycle management sets it apart as a solution that prioritizes long-term facility health and cost optimization. FAMIS 360 is well-suited for organizations of all sizes, particularly those with multiple facilities or complex maintenance needs. Its scalability and flexibility make it adaptable to evolving facility management requirements, while its robust features and user-friendly interface cater to both experienced facility managers and new users.

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Pros & Cons

Comprehensive Asset Management: Users appreciate FAMIS 360's ability to provide a detailed overview of all assets, including their condition, history, and maintenance schedules, making it easier to plan and budget for repairs or replacements.
Streamlined Work Order Management: The platform simplifies the process of creating, assigning, and tracking work orders, ensuring that maintenance tasks are completed efficiently and on time.
Customizable Reporting: FAMIS 360 offers robust reporting tools that allow users to generate custom reports, providing valuable insights into facility operations and helping to identify areas for improvement.
Intuitive User Interface: The software is praised for its user-friendly interface, which makes it easy for new users to navigate and utilize its features without a steep learning curve.
Mobile Accessibility: With mobile access, facility managers and technicians can update and access information on-the-go, enhancing communication and response times for maintenance issues.
Scalability: FAMIS 360 is suitable for organizations of various sizes, offering scalability that allows facilities to expand their use of the software as they grow.
Integrated Space Management: The platform includes tools for effective space management, helping organizations optimize their use of physical space and plan for future needs.

Limited Customization: The software's rigidity can be frustrating for users with unique workflows or industry-specific needs, as it may not easily adapt to their specific requirements.
Usability Challenges: Navigating the interface and locating specific features can be cumbersome due to the software's complex structure, leading to a steep learning curve for new users.
Reporting Limitations: Generating customized reports or extracting specific data points can be difficult, hindering users' ability to analyze trends and gain insights into their facility operations.
Mobile App Functionality: The mobile app's limited features and occasional performance issues can restrict users' ability to manage tasks effectively while on the go.

Key Features

Work Order Management: Streamline maintenance processes with robust work order management capabilities. Track progress from creating work orders to completing them.
Preventive Maintenance: Schedule and manage preventive maintenance tasks to reduce downtime and extend asset life spans. Set automated alerts for maintenance schedules and task completion.
Asset Management: Track all assets across an organization. Manage equipment, assets and inventory with automated alerts for maintenance, repair and replacement.
Reporting and Analytics: Access real-time data and analytics to make informed decisions. Use customizable dashboards and reports to monitor KPIs, asset performance and maintenance costs.
Mobile App: Access the system from anywhere, anytime. Enable users to view work orders, track assets and create new work orders on the go.

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Facilitron

Start Price

^$365

Monthly

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked Facilitron

Facilitron has garnered positive feedback for its user-friendly interface and comprehensive features, particularly its ability to streamline facility scheduling and rental processes. Users appreciate the platform's intuitive design, which simplifies tasks such as creating events, managing bookings, and processing payments. Additionally, Facilitron's robust reporting tools provide valuable insights into facility usage and revenue generation.

While Facilitron offers a wide range of features, some users have noted that the platform can be overwhelming for smaller organizations with simpler needs. Additionally, the pricing structure may not be suitable for all budgets, as it is typically based on the number of facilities and users. However, Facilitron's customer support team has received praise for its responsiveness and helpfulness in addressing user concerns.

Facilitron distinguishes itself from competitors by offering a cloud-based solution that is accessible from any device with an internet connection. This flexibility allows users to manage their facilities remotely and eliminates the need for on-premises software installations. Furthermore, Facilitron integrates with various third-party applications, such as payment gateways and calendar systems, enhancing its functionality and convenience.

Overall, Facilitron is well-suited for educational institutions, government agencies, and other organizations with complex facility management requirements. Its comprehensive features, user-friendly interface, and cloud-based accessibility make it a valuable tool for streamlining operations and improving efficiency. However, smaller organizations or those with limited budgets may want to consider alternative solutions that better align with their specific needs and constraints.

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Pros & Cons

Centralized Booking: Users appreciate the ability to manage and book facilities across multiple locations from a single platform, streamlining the reservation process.
Real-Time Availability: The platform provides up-to-the-minute information on facility availability, helping users avoid double bookings and scheduling conflicts.
Easy Payment Processing: Facilitron offers integrated payment solutions, making it simpler for users to handle fees and deposits for facility use.
Comprehensive Reporting: Users can generate detailed reports on facility usage, financials, and more, aiding in decision-making and operational planning.
Customer Support: The platform is praised for its responsive customer service team, which assists with troubleshooting and user inquiries efficiently.
Customizable Permissions: Facilitron allows for the customization of access permissions, ensuring that staff can manage facilities according to their roles and responsibilities.
Mobile Accessibility: The mobile-friendly design of the platform ensures that users can manage bookings and access information on-the-go.

Limited Customization: The platform's rigidity can pose challenges for organizations with unique workflows or nuanced approval processes, as it may not accommodate their specific requirements.
Usability Concerns: Some users have reported that the interface can feel clunky or cumbersome, leading to a steeper learning curve and potential frustration during adoption.
Customer Support: There have been instances where users experienced delays or difficulties in receiving timely and effective assistance from Facilitron's support team, which can hinder issue resolution and user satisfaction.

Key Features

Public Request Portal: Create custom rental pages and link them to an organization’s website to provide renters with facility details including photos, price quotes and availability in real time.
Administrative Scheduling Manager: View scheduled events and corresponding information. Manage reservation requests in one place to streamline scheduling and avoid double booking.
- Dashboard: Access an overview of tasks and updates regarding requests, reservations, performance data and customer comments.
- Calendar: Filter scheduled events by location and venue type. Switch between week, month and agenda views to drill down into upcoming reservations.
- Reservation Details: Aggregate reservation details into a single page to track renter affiliation, timeslots, issued permits, insurance information, billing history and communications. Automatically update clients when reservations are accepted or denied.
Custom Applications and Checkout: Create custom applications for individual facilities available for rent. Include insurance requirements along with insurance purchasing and billing options with applications.
Permits: Issue permits including contact and event information, rental terms and reserved dates for all reservations. Use QR codes on permits to verify reservations at the time of an event.

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Cryotos

Start Price

^$19

Monthly, Quote-based

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked Cryotos

Over the past year, Cryotos has carved out a niche for itself in the crowded field of facility management software, distinguishing itself through a blend of user-friendly design and robust functionality. Users frequently commend its intuitive interface, which significantly flattens the learning curve for new users, a stark contrast to some of its competitors that often come with a steep learning curve. The software's real-time tracking capabilities for maintenance tasks and asset management are often highlighted as key strengths. This feature allows for a seamless flow of information and enhances operational efficiency, a critical factor in fast-paced environments.

However, some users have pointed out areas where Cryotos could improve. The customization options, while adequate, do not always meet the specific needs of more complex operations. This limitation can lead to workarounds that, while not deal-breakers, do introduce inefficiencies. Additionally, while the software's mobile app is generally well-received for its convenience, there have been mentions of occasional glitches that can hinder on-the-go functionality.

What sets Cryotos apart from similar products is its exceptional customer support. Users frequently cite the responsiveness and helpfulness of the support team as a significant advantage. This level of service is crucial when dealing with the inevitable issues that arise in facility management and maintenance tasks. It's a testament to the company's commitment to not just sell a product but to ensure its effective implementation and use.

Cryotos is most suited for small to medium-sized businesses that require a comprehensive yet straightforward solution for managing their facilities and maintenance tasks. Its balance of ease of use, powerful features, and excellent customer support makes it an ideal choice for businesses looking to streamline their operations without the overhead of more complex systems. For companies prioritizing quick adoption and minimal disruption, Cryotos offers a compelling solution.

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Pros & Cons

Streamlined Work Orders: Users appreciate how Cryotos simplifies the creation, assignment, and tracking of work orders, making facility management more efficient.
Asset Management: The platform offers robust tools for tracking and managing assets, including maintenance history and performance analytics, which helps in prolonging asset life.
Preventive Maintenance: Cryotos is praised for its preventive maintenance scheduling features, which help facilities avoid unexpected breakdowns and reduce downtime.
Mobile Accessibility: The mobile app is highly valued for allowing technicians to access and update work orders from anywhere, enhancing productivity and response times.
Customizable Reports: Users like the ability to generate custom reports, providing valuable insights into operations and helping in strategic decision-making.
User-Friendly Interface: The platform's intuitive design is frequently mentioned, making it easy for new users to adapt and for teams to collaborate effectively.
Compliance Management: Facilities operating in regulated industries find Cryotos' compliance management features beneficial for staying on top of regulatory requirements.
Scalability: Users with growing facility management needs appreciate Cryotos' scalability, allowing them to expand its use as their operations grow.

Limited Functionality for Facility Management: Cryptos lacks industry-specific features for managing work orders, preventive maintenance, and asset tracking, making it less suitable for facility management compared to dedicated FM software.
Steep Learning Curve: The platform's interface can be complex and overwhelming for new users, requiring significant time investment to learn and navigate effectively.
Customization Challenges: Tailoring Cryptos to specific facility management workflows can be difficult due to limited customization options, potentially hindering efficiency and user adoption.

Key Features

Space Management: Enables users to visualize and manage office layouts, seating arrangements, and occupancy levels.
Maintenance Management: Streamlines maintenance processes by automating work order creation, scheduling, and tracking.
Asset Management: Provides tools for tracking and managing physical assets, including equipment, furniture, and supplies.
Lease Administration and Accounting: Helps manage lease agreements, track critical dates, and automate rent payments.
Capital Project Management: Supports the planning, execution, and tracking of capital projects, including renovations and expansions.
Sustainability and Energy Management: Offers tools for monitoring energy consumption, identifying areas for improvement, and implementing sustainability initiatives.
Workplace Experience: Enhances employee experience by providing features such as room booking, desk reservation, and visitor management.
Data and Analytics: Delivers insights into space utilization, maintenance costs, and other key metrics to support data-driven decision-making.

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MPulse

Start Price

^$3,500

Annually

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked MPulse

MPulse, a CMMS software, garners praise for its user-friendliness and robust features, but recent reviews also highlight areas for improvement. Users appreciate its intuitive interface, praising its ease of setup, customization, and navigation, especially compared to competitors with steeper learning curves. The software's comprehensive functionality, including work order management, preventive maintenance scheduling, and reporting, is valued by many, particularly those seeking a one-stop solution. However, some users report limitations in the built-in reporting tools, requiring them to export data for further analysis, which can be cumbersome and add extra costs.

Mobile app accessibility is another point of contention. While the app exists, some users express concerns about licensing restrictions hindering its functionality for field technicians, potentially limiting its effectiveness in managing remote teams. Data transfer hiccups between work requests and work orders are also mentioned, causing frustration and requiring manual data entry, impacting accuracy and efficiency.

For multi-location operations, MPulse's inventory management capabilities seem less robust, prompting users to devise workarounds for accurate stock tracking across various sites. Finally, while its user-friendliness is a major selling point, some perceive the pricing as high, especially for companies not utilizing all its features. This raises questions about its value proposition compared to competitors offering similar functionalities at potentially lower costs.

Overall, MPulse users seem to appreciate its ease of use and comprehensive features, but also acknowledge limitations in reporting, mobile app accessibility, and multi-location support. Weighing these strengths and weaknesses against pricing becomes crucial for companies considering MPulse, especially when compared to alternative CMMS solutions.

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Pros & Cons

Ease of Use: Users appreciate MPulse's intuitive interface which requires minimal training, allowing staff to adapt quickly and improve efficiency.
Customizable Features: MPulse offers easily customizable fields and forms that can be tailored to meet specific CMMS needs, offering a flexible solution for different industries.
Robust Reporting: The software provides comprehensive reporting tools that help users track maintenance activity and make data-driven decisions, praised for enhancing visibility and control.
Preventive Maintenance: MPulse excels in scheduling and tracking preventive maintenance activities, helping users minimize downtime and extend asset longevity.
Responsive Customer Support: The company's customer support team receives accolades for being responsive and helpful, aiding in quick resolution of any issues users encounter.
Mobile Accessibility: The mobile functionality of MPulse is commended for providing field technicians the ability to access and update CMMS data on-the-go, increasing productivity.
Scalability: Users value MPulse for its scalability, making it suitable for businesses of varying sizes, with the capability to accommodate growth and increased complexity over time.

Limited Reporting Functionality: Users find the built-in reports lacking and often rely on exporting data for further analysis, incurring additional costs for custom reports.
Mobile App Limitations: The mobile app may have licensing restrictions hindering accessibility and functionality for field personnel.
Data Transfer Issues: Some users report inconsistencies when converting work requests to work orders, requiring manual data entry and potentially affecting reports.
Multi-Location Challenges: The software might not be ideal for managing inventory across multiple locations, requiring workarounds for accurate stock tracking.
Cost Concerns: While user-friendly, the software's price can be perceived as high, especially for companies not utilizing all its features.

Key Features

Asset Management: Helps track, monitor and manage physical assets, as well as create asset profiles.
Inventory Management: Offers transferring of inventory between locations, tracking spare parts, quantifying materials and organizing stockrooms. Sends alerts when stock reaches certain levels to prevent running out.
Maintenance Scheduling: Schedule one-time or recurring maintenance events from a calendar interface.
Work Order Management: Tracks work order requests from opening to completion. Assign tasks to technicians and restrict access to closing orders to admin levels.
Mobile Access: Available on all mobile devices, including iOS, Android and tablets as long as there’s an internet connection.
Vendor Management: Store contracts and communications with subcontractors, vendors and more in the system to avoid losing emails or other crucial information. Available with the platinum version.
Preventive Maintenance: Automate PM task scheduling and spot problems before they occur. PM scheduling automatically generates work order before an asset breaks down.
Customization: Customize list layout, form layout, language and theme. Create special codes, new tabs and fields, include specific internal data in the database, and get customized reports.
Integration: Import and export from files, the database or other applications in use. Collect data faster with the DataLink Integration Adapter and Industrial Internet of Things.
Barcode Scanning: Easily set up and print barcode labels that can be recognized by commonly used devices like mobile, tablet and a barcode scanner. Scan the barcode to access all the relevant information saved on the assets.
Advisor Dashboard: Configure the dashboard to show important information in the front and middle. Attach charts, graphs, photos, videos documents and websites to the dashboard.
Labor Resource Management: Track vendor and employee contact information, skill level, billing rate, attendance and work history. Match and link people to work orders, assigning tasks according to availability and skill set.
Asset Status Board: View the health of assets, facility footprint and fleet vehicles on a single board. Configure boards to accommodate production lines, departments, systems or assets, using colors to indicate asset health.
Role-Based Access Control: Control viewing of documents and filter data based on departments, work order types and locations. Eliminate data clutter and manage which employees can view and edit information.
Media Management: Attach media files, photos, videos, a supplier website, intranets and documents to any record, maintenance manuals and internal documents. All the stored information is saved with the record and can be accessed at any time.

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eSPACE

Start Price

^$60

Monthly

Analyst Rating

Company Size

Small Medium Large

Deployment

Cloud On-Premise

Platform

Mac Windows Linux Chromebook Android

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Why We Picked eSPACE

eSPACE has garnered a reputation for its comprehensive suite of features, particularly in the realm of preventive maintenance and work order management. Users appreciate the platform's ability to streamline maintenance processes, enhance efficiency, and provide valuable insights into asset performance. Its robust reporting capabilities empower facility managers with data-driven decision-making tools, enabling them to optimize maintenance strategies and reduce operational costs. However, some users have noted that the initial setup and configuration of eSPACE can be complex, requiring a significant investment of time and effort. Additionally, the user interface, while functional, has been described as somewhat outdated and less intuitive compared to some newer competitors in the market.

Despite these drawbacks, eSPACE distinguishes itself through its extensive industry experience and proven track record. The platform's maturity and stability are highly valued by organizations seeking a reliable and feature-rich solution for their facility management needs. Its comprehensive functionality, coupled with its scalability, makes eSPACE well-suited for large enterprises and organizations with complex facility operations. Furthermore, eSPACE's strong focus on preventive maintenance aligns perfectly with industries that prioritize asset uptime and operational continuity, such as manufacturing, healthcare, and education.

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Pros & Cons

Comprehensive Facility Management: Users appreciate eSPACE for its all-encompassing approach to facility management, covering everything from event scheduling to work order management, making it a one-stop solution.
User-Friendly Interface: The platform is consistently praised for its intuitive design, allowing users of all tech levels to navigate and utilize its features with ease.
Efficient Scheduling: eSPACE's event scheduling capabilities are a standout, enabling seamless coordination of events, reducing conflicts, and improving facility usage.
Robust Reporting Tools: The software offers detailed reporting features that help users track maintenance requests, event outcomes, and overall facility usage, aiding in informed decision-making.
Excellent Customer Support: Many users highlight the responsive and helpful customer service team, which significantly enhances the overall user experience.
Mobile Accessibility: The availability of a mobile app makes it convenient for users to manage facilities on-the-go, ensuring they can address issues and update schedules from anywhere.
Customizable Features: eSPACE allows for a high degree of customization, enabling facilities to tailor the software to their specific needs and preferences.

Limited Functionality for Specific Industries: eSPACE may not be the best fit for industries with specialized facility management needs, such as healthcare or manufacturing, as it may lack industry-specific features and integrations.
Learning Curve and Complexity: The software's extensive features and functionalities can lead to a steep learning curve for new users, requiring significant time and effort to master the system effectively.
Customization Challenges: While eSPACE offers some customization options, it may not provide the level of flexibility required by organizations with unique workflows or complex facility management processes.
Integration Limitations: Integrating eSPACE with existing software systems or third-party applications can be challenging, potentially requiring additional development or custom solutions.
Mobile App Functionality: The mobile app version of eSPACE may have limited features or functionality compared to the desktop version, which can hinder users who require on-the-go access to facility management tools.

Key Features

Facility Scheduling and Management: Schedule and manage resources, including rooms, equipment and personnel. Efficiently use your resources and eliminate scheduling conflicts.
Preventive Maintenance: Stay on top of routine maintenance tasks, like changing air filters or inspecting equipment, to optimize performance and prevent costly breakdowns.
Work Order Management: Track and assign work orders to teams, ensuring timely and efficient task completion.
HVAC Integration: Integrate with HVAC systems, providing real-time monitoring and control over temperature, humidity and energy usage. Reduce energy costs and ensure optimal comfort for occupants.
Event Management: Plan and coordinate events, including room and resource reservations, catering, and more. Simplify event planning processes and ensure successful events.

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FMX

Start Price

^$59

Per User, Monthly

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Platform

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Why We Picked FMX

FMX, a facilities management (FM) software, received mixed reviews in 2023. Users lauded its ability to streamline communication, allowing for both maintenance and technology requests within the same system. This one-stop shop approach eliminates the need for juggling multiple platforms, improving efficiency and reducing frustration.

However, some reviewers noted that FMX can be challenging to navigate, especially for new users. This lack of user-friendliness can hinder adoption and slow down workflows. Additionally, the "on behalf of" field caused confusion, with some staff members unnecessarily adding their own names, potentially impacting reporting accuracy.

While FMX faces competition in the FM software market, its ability to facilitate two-way communication between users and the system sets it apart. Imagine a tenant encountering a faulty air conditioner. With FMX, they can submit a maintenance request directly through the system, eliminating the need for phone calls or emails. This not only saves time but also provides a clear record of the issue for maintenance personnel.

FMX might be best suited for organizations with a strong IT support team that can assist with initial setup and user training. Its communication capabilities can be particularly valuable for businesses with geographically dispersed teams or those managing multiple facilities.

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Pros & Cons

Easy to Use: 95% of users who mention usability said that FMX has a user-friendly interface and intuitive features.
Customer Service: Customer service is patient and helpful according to every reviewer mentioning support.
Bookings: FMX lets users track free slots to avoid multiple bookings, according to every review referring to this feature.
Calendar: 70% of users mentioning this feature observed that it helped them plan and schedule events without any clutter.
Field Customization: 90% of reviewers referring to this feature asserted that customization of fields in different categories enables them to organize work efficiently.

Reports: It doesn’t offer real-time reports, as observed by 70% of users who mention reporting.
No Mobile App: All reviewers who refer to this aspect felt the need for a mobile application.
Work Updates: The system doesn’t send email updates or alerts once a work order is booked or completed, according to 75% of users who referred to this feature.

Key Features

Work Order Management: Streamline request submission and resolution by letting every employee log in to the system and create a work order request. It’s easy to track expenses and labor hours, as well as assign requests to individual technicians and monitor through to completion.
Maintenance Scheduling: The intuitive color-coded calendar helps schedule recurring or one-time maintenance and manage inspections, audits, compliance and other tasks. It sends automated reminders when recurring maintenance is due.
Reporting and Analytics: Identify trends, plan capacity, validate new projects, make smart equipment purchases and determine the best time for capital improvements with customizable dashboards and reports. These visualizations make it easy to collaborate and make data-driven decisions.
Calendar-Based Architecture: Everything is built around a central color-coded calendar, making interaction simple and convenient for users of all technical levels.
Inventory Management: Easily track and monitor each asset, spare part or other inventory item using QR codes.
Fleet Management: Schedule drivers and monitor vehicle repairs.
Single Sign-On: Log in once and navigate anywhere within the platform when it’s integrated with a directory system.
Asset and Equipment Management: Get insight into asset performance and identify the ones that incur loss and more.
Facility Cleaning Management: Support cleaning, sanitization and other protocols stated by health officials to ensure the safety of building occupants.
Facility Scheduling: Avoid double-booking of rooms and resources, and coordinate meetings and events with improved visibility.

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ServiceChannel

Start Price

^$50

Per User, Monthly

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Deployment

Cloud On-Premise

Platform

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Why We Picked ServiceChannel

ServiceChannel helps users manage work orders, invoices, analysis and reporting via an intuitive interface. Users specifically call out invoicing, analytics, relevant updates and customization as advantages of using the software. However, there are no reminders for contractors when closing a ticket, and creating issue lists isn’t among the tasks that users can automate. Furthermore, the vendor training process is long. Overall, despite the product’s drawbacks, it can be a good fit for companies looking to save time and support key processes with a user-friendly CMMS.

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Pros & Cons

Customer Support: Customer Support is very helpful and quick to reply, according to 78% of reviews referring to it.
User-Friendly: The product has a user-friendly interface and intuitive features, as 90% of reviewers mention this aspect note.
Work Order: Over 88% of users referencing this feature state that it’s made the process of assigning and creating work orders easy.
Invoices: This feature helps reduce manual labor in the experience of all reviewers talking about invoices.
Frequent Updates: Its frequent and market-relevant updates are helpful, according to all reviews citing this aspect.
Analytics: Personalized analysis helps make data-driven decisions, according to 80% of users reviewing analytics.

Vendor Interface: All users mentioning this feature observe that the vendors have to choose to work with the system and the training takes a long time.
Tickets: More than 65% of reviews on this topic say that no notification for closing a ticket is sent to contractors.
Issue List: Creating an issue list takes a long time and has to be done manually, according to more than 65% of reviewers specifying issue lists.

Key Features

Provider Management: A commercial contractor directory makes sourcing and qualifying contractors simpler and more effective. Check provider credentials and insurance to stay compliant. Contractor scorecards help measure performance and cost based on detailed metrics.
Service Automation: Automate events, tasks, processes and business functions. Helps promote multidimensional visibility into business operations and streamline service processes.
Financial Management: Manage financial planning, budgeting, forecasting, asset lifespans and more, directly from the interface.
Reporting: Provides pre-built reports, data analytics and business intelligence features to help answer business questions. Receive reports that explain the breakdown of spending and work order volume based on details like trade and provider. Immediately identify issues with locations, spend and jobs, and decide the priority of work.
Work Order Management: Create, assign, monitor and complete work orders and maintenance requests easily.
Planned Maintenance Scheduling: Calendar-based maintenance scheduling helps create maintenance events in advance, set alerts to trigger when the events are due and execute maintenance plans to upkeep assets.
Asset and Energy Management: Track real-time asset data, repair and maintenance history, initial and operating cost, installation dates, warranties and asset failure reports in a centralized view. Keep track of and plan for preventative maintenance to reduce asset downtime.
Site Management: Create and manage plans for capital upgrades and repairs, status, costs and multi-level approvals. Tailor and automate maintenance plans by specifying locations, frequency and providers to ensure uptime of assets. Create a centralized catalog for staff to directly order critical supplies.

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eMaint

Start Price

^$69

Per User, Monthly

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Why We Picked eMaint

eMaint is a CMMS solution designed to streamline maintenance operations, boost equipment uptime and improve overall productivity across various industries. Its user-friendly interface and adaptability make it suitable for organizations of all sizes.

The system's strength lies in its comprehensive work order management, enabling efficient creation, assignment, tracking and completion of maintenance tasks.

The integration of Fluke sensors and the ability to trigger data-driven work orders further enhance the platform’s proactive maintenance capabilities.

Users particularly appreciate the responsive customer support, which provides timely assistance and guidance throughout the implementation.

Furthermore, the mobile app, while having room for improvement, offers valuable offline access and enables technicians to manage work orders on the go.

Now, no system is flawless. Some users find the reporting a bit tricky to set up, and the mobile app could use a bit of a makeover. Also, if you're diving into the more advanced features, be prepared for a bit of a learning curve.

But overall, eMaint is a solid choice for anyone looking to streamline their maintenance operations. It may not be the fanciest tool out there, but it gets the job done, and its user-friendly approach and helpful support make it a valuable asset for any team.

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Pros & Cons

User-Friendly & Adaptable: Users consistently highlight the system’s user-friendly interface and adaptability to various maintenance needs, making it suitable for different industries and company sizes.
Efficient Work Order Handling: The system streamlines maintenance tasks with its robust work order management system, from creation and assignment to tracking and completion.
Responsive Customer Support: Users praise the vendor’s responsive, helpful and knowledgeable customer service.

Limited Reporting Flexibility: Users find the reporting configuration complex and desire more customizable options for data visualization and analysis.
Mobile App Lacks Robustness: Users report limitations with the mobile app, including restricted search capabilities, excessive scrolling and a less intuitive interface compared to the desktop version.
Advanced Features Difficult to Manage: Configuring complex functionalities and integrating new modules can be challenging, and occasional server issues or bugs after updates have been reported.

Key Features

Asset Management: Gain visibility into your assets to optimize maintenance operations.
- Multi-Site Control: You can oversee maintenance for every plant from your headquarters, while your teams in different countries work in their local languages and currencies.
- Command Center: Attach maintenance manuals, warranty information and historical repair records to assets, making these documents readily accessible whenever needed. Organize assets by facility, department, equipment type or any other relevant criteria.
- Life Cycle Tracking: From the day a new piece of equipment is installed to the day it's decommissioned, track everything — usage, maintenance history, calibration dates and warranty information.
Work Order Management: Create, assign and track work orders with just a few clicks.
- Creation: Generate work orders through the mobile app, in bulk for multiple assets or include them as part of route-based inspections. Automatically trigger work orders based on pre-defined conditions or detected faults.
- Work Requests via QR Codes: If your technicians encounter a broken machine in the field, they can quickly initiate a work request by scanning the asset's QR code, streamlining the process and minimizing downtime.
- Preventive Maintenance Scheduling: Drag-and-drop calendar interface helps you plan and visualize preventive maintenance tasks, making it easier to create recurring PMs, assign work and address scheduling conflicts.
- Data-Driven Work Orders: Integrate with Fluke sensors or SCADA/PLC systems to collect real-time asset data to automatically create work orders when the data indicates a potential failure.
Inventory Management: Maintain optimal stock levels, control costs and ensure critical parts are readily available to keep operations running smoothly.
- Parts Tracking and Assignment: Easily search for parts by name, number or description and assign them to work orders with a few clicks, ensuring technicians have the right parts on hand for every job.
- Inventory Control: Monitor real-time inventory levels and receive automatic alerts when parts are running low, preventing unexpected stockouts. Track spending against budget to avoid overstocking on unnecessary items.
- Purchase Orders: Connect with ERP systems like SAP ERP to automatically update inventory levels after processing purchase orders.
- Global Inventory Visibility: Access and share inventory information across multiple locations or warehouses in real time. If one site is out of stock, easily locate and request the part from another site.
Condition Monitoring: Proactively identify potential machine failures and take action to prevent them.
- Machine Health Monitoring: Connect Fluke wireless vibration sensors to track equipment conditions (e.g., vibration, temperature, pressure) 24/7, giving you up-to-the-minute insights and catching potential issues early.
- Alarms and Notifications: Set personalized alerts based on specific thresholds or fault patterns, so you're notified the moment something's amiss via email, text or in-app notifications.
- Advanced Analysis: You can analyze historical data to identify trends, diagnose root causes and optimize maintenance schedules. AI-powered fault detection and recommendations further enhance your decision-making.
Reporting: Track key metrics like downtime, uptime and asset condition trends to make informed decisions, optimize maintenance strategies and improve overall equipment effectiveness
Compliance Hub: The system is built to help you comply with industry standards like FDA 21 CFR Part 11 and EudraLex Vol. 4. Access a detailed, time-stamped record of every action and change, simplifying asset history and work order verification.
Mobile App: Technicians can access, update and complete work orders directly from their mobile devices, including checking off tasks, uploading photos and even capturing electronic signatures. Work offline and everything syncs up automatically when you're back in range.
Integrations: Connect to apps like NetSuite and Salesforce or use the API for custom integrations. Tap into SCADA, PLC, and MES/MOM production data to move from a reactive to a proactive approach.

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Pricing

License/Subscription Cost	Subscription-based pricing model: per user, per month Pricing includes unlimited helpdesk support, software updates/upgrades and 24/7 online training
Maintenance Cost	Included in the subscription cost Provides unlimited front-line helpdesk support to all users at all subscription levels via phone, email and live chat Provides a Customer Success Manager to all clients to assist them at each step Software updates and upgrades are included in the monthly subscription fee Rolls out new features and functions automatically Provides a features forum and web-based workshops to keep users up-to-date on all system upgrades and enhancements Provides support in six languages: English, Spanish, Portuguese, German, Chinese and French
Installation/Implementation Cost	Cost is over and above the subscription cost Provides a dedicated account team that works closely with the client’s in-house team to set up, configure and launch products specific to the client’s business operations Besides weekly status call and project plan updates, eMaint provides Executive Management sponsorship, which is responsible for ensuring appropriate commitment of resources to the project and for issue resolution
Customization Cost	Cost varies depending on the requirements, such as work requests, user logins, access to web API, single sign-on and multi-site toolkit
Data Migration Cost/Change Management/Upfront Switching Cost	Cost is over and above the subscription cost Provides data assimilation and support services to help the client assemble their appropriate data components Provides services such as data extraction consultation, data evaluation and analysis, mapping consultation and support, and assistance with the installation of both test run and final run Provides project management and data implementation support services, which include some (or all) of the following activities: physically visit the assets, document asset details, verify asset details for accuracy, apply an identification label to each asset, record asset details on a spreadsheet, document related PM schedules and document related PM tasks
Recurring/Renewal Costs	Cost is included in the monthly or annual subscription fee, plus training and customization costs

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Pricing & Cost Guide

See the Price/User for the top Facility Management software … plus the most important considerations and questions to ask when shopping.

Buyer's Guide

Facility Management Software Is All About Planning, Coordinating and Controlling Facilities and Infrastructures via a Centralized System

By Riya Jamble, Technical Content Writer at SelectHub

Facility Management Software Buyer's Guide Intro Header

Facilities management (FM) is an arduous task, rife with challenges such as maintenance, space optimization and security concerns.

Like the Avengers with their unique superpowers, facility management software has specialized capabilities that help facility managers tackle the above challenges.

However, selecting the right solution isn’t easy. This buyer's guide is here to help you cut through the complexity. We'll break down the benefits, features, key things to consider when choosing facilities management software and the top five solutions out there.

Executive Summary

With an FM solution, you can keep tabs on your inventory, track facility usage and costs, manage maintenance, and more.
FM software has a lot of overlap with CMMS and CAFM. Your need for each one of these depends on what type of business or facility you manage.
Some core features you should look for include maintenance management, asset tracking, preventive maintenance scheduling, and environmental, sustainability and energy performance analysis capabilities.
Stay informed about key industry trends: IoT and connected devices, preventive maintenance, and digital twins.
A successful software search includes gathering requirements, considering a product’s total cost of ownership and preparing questions to find the right fit.

What This Guide Covers

What Is Facility Management Software?
Primary Benefits
Implementation Goals
Basic Features and Functionality
Advanced Features to Consider
Current & Upcoming Trends
How To Select a Facility Management Solution
Cost & Pricing Considerations
Questions To Ask Yourself
Questions To Ask Vendors
FAQs
Next Steps

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What Is Facility Management Software?

Facilities management software is a specialized solution that helps businesses manage the maintenance and operations of their buildings, properties and assets.

These solutions help you streamline tasks such as:

Planning and scheduling preventive maintenance for building systems and equipment.
Coordinating and tracking repair requests and service orders.
Managing leases, contracts and compliance requirements.
Optimizing space usage and occupancy planning.

Some industries that can benefit from these platforms include commercial, real estate, health care, education, government and more.

To help you maintain data consistency, they integrate with:

Now that you have a brief overview of what FM software can do, let’s look at the benefits they offer.

Primary Benefits

FM software solutions bring many benefits to the table, such as extending assets’ life spans, increasing efficiency and reducing expenses. Let’s explore them in more detail.

Facility Management Software Benefits

Reduce Churn Rates

Poor space management leads to frequent relocations (churns), resulting in downtime and significant expenses

FM systems help you streamline move planning and execution, minimize downtime, and reduce frequent relocation expenses, fostering an organized and efficient workspace.

Extend Asset Life Cycles

Reactive maintenance results in a higher total cost of ownership, unplanned downtime and potential safety hazards.

Facilities management solutions help you develop a proactive asset upkeep schedule, reducing unexpected costs due to equipment failures and promoting a safer, smoother work environment.

Reduce Energy-Related Costs

Lack of awareness and inefficiencies in energy consumption lead to higher energy-related costs.

Facility management software offers reporting dashboards that allow you to calculate and analyze total energy consumption, helping you identify operational inefficiencies and make informed decisions to optimize energy usage.

Improve Efficiency and Productivity

Inefficient equipment and processes can have a detrimental impact on production and daily work schedules.

With FM software, your employees can concentrate on their daily operations and complete their work more efficiently, leading to improved productivity.

Facilitate Mobility and Collaboration

Efficiently managing work and facilitating effective communication with your team, even from remote locations, is essential.

A facility management software system gives you constant access to all your data through desktops, mobile devices or tablets, assisting you in making informed and timely decisions while overseeing multiple facilities.

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Implementation Goals

Goal 1 Centralize Asset Management	Managing assets across different processes can be chaotic, leading to inefficiencies and downtime. With FM systems you can gain a powerful overview of your facility, streamlining asset life cycle management, tracking, warehouse management and more.
Goal 2 Maintain Regulatory Compliance	Your industry is likely subject to multiple regulations. You can configure your FM software to test for compliance issues and enforce necessary activities to maintain health and safety requirements for your employees or tenants. Additionally, you can store required documentation for audits and insurance purposes.
Goal 3 Optimize Budget Allocation	Efficient budget management is at the core of successful facility operations, and FM systems offer a holistic approach to achieving this. They enable you to track maintenance and repair costs to help you prevent budget overruns. They also integrate with financial reporting systems, providing you with a comprehensive overview of your facility-related expenses. Furthermore, you can use cost analysis capabilities to identify areas for savings or process improvements.
Goal 4 Enhance Tenant Satisfaction and Engagement	Traditional methods of handling maintenance requests and disseminating building information may lead to delays, misunderstandings and tenant dissatisfaction. In a digitally advancing world, tenants often seek more immediate and transparent ways to engage with property management. Facilities management systems provide a self-service portal for tenants to submit maintenance requests and track work orders. They can also manage their space reservations and access building information via internet-enabled devices. Furthermore, you can gather tenant feedback and use it to improve building services and amenities.
Goal 5 Strengthen Safety and Security	Traditional systems may lack authentication and authorization mechanisms, leaving facilities exposed to security risks. With facilities management apps you can incorporate secure login methods, such as multi-factor authentication and biometrics. Through a centralized dashboard, you can review and adjust user permissions based on their roles and responsibilities.

Goal 1

Centralize Asset Management

Managing assets across different processes can be chaotic, leading to inefficiencies and downtime. With FM systems you can gain a powerful overview of your facility, streamlining asset life cycle management, tracking, warehouse management and more.

Goal 2

Maintain Regulatory Compliance

Your industry is likely subject to multiple regulations. You can configure your FM software to test for compliance issues and enforce necessary activities to maintain health and safety requirements for your employees or tenants.

Additionally, you can store required documentation for audits and insurance purposes.

Goal 3

Optimize Budget Allocation

Efficient budget management is at the core of successful facility operations, and FM systems offer a holistic approach to achieving this.

They enable you to track maintenance and repair costs to help you prevent budget overruns.

They also integrate with financial reporting systems, providing you with a comprehensive overview of your facility-related expenses.

Furthermore, you can use cost analysis capabilities to identify areas for savings or process improvements.

Goal 4

Enhance Tenant Satisfaction and Engagement

Traditional methods of handling maintenance requests and disseminating building information may lead to delays, misunderstandings and tenant dissatisfaction.

In a digitally advancing world, tenants often seek more immediate and transparent ways to engage with property management.

Facilities management systems provide a self-service portal for tenants to submit maintenance requests and track work orders.

They can also manage their space reservations and access building information via internet-enabled devices.

Furthermore, you can gather tenant feedback and use it to improve building services and amenities.

Goal 5

Strengthen Safety and Security

Traditional systems may lack authentication and authorization mechanisms, leaving facilities exposed to security risks.

With facilities management apps you can incorporate secure login methods, such as multi-factor authentication and biometrics.

Through a centralized dashboard, you can review and adjust user permissions based on their roles and responsibilities.

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Basic Features & Functionality

Maintenance Management	Effective facilities management involves prioritizing maintenance, as any faulty assets or resources can impede your operations. With a well-designed system in place, you can effectively plan, track and maintain resources in your facility, stay compliant with regulations, and control your expenses. Inventory management tools enable you to track inventory levels and reorder points for maintenance tasks, preventing stockouts. Integrate with procurement systems for seamless supply chain management.
Asset Management	Lacking a centralized system results in a loss of visibility into asset locations and statuses. FM systems enable you to capture asset details such as type, location, purchase date, warranty information and specifications. Use asset tracking tools that employ RFID and barcode technologies to help locate and manage assets easily. Asset performance management apps enable you to monitor and analyze the health and performance of critical assets, facilitating proactive maintenance and minimizing downtime.
Move Management	Lack of move management strategies can result in chaotic transitions marked by disorganized space allocations and miscommunications between departments. FM systems provide modules to help you streamline move processes. Space management tools enable you to optimize space usage by visualizing and analyzing floor plans. Allocate spaces based on departmental needs or employee preferences. Schedule move dates and times to minimize operational disruptions. Generate move checklists and timelines for all involved parties to avoid oversights. Track employee moves, including seating arrangements and contact information. Send automated notifications to employees about move details, reducing uncertainty and stress during the transition.
Capital Project and Program Management	Are you a facility manager who’s responsible for delivering and managing capital projects and programs? Do you face challenges in planning, executing and controlling your capital investments? FM systems provide the following capabilities to help you overcome these challenges: Strategic Portfolio Management: Perform long-range capital portfolio planning and forecasting to maximize returns. Project Governance: Configure and automate workflows, approvals and notifications to ensure compliance and accountability. Earned Value Management: Compare the actual value of work completed to the planned value and cost Identify any deviations or issues that may affect the project outcome. Project Planning: Use Gantt charts or similar visual tools for a clear representation of project timelines. Perform critical path analyses to identify key milestones. Resource Management Apps: Ensure equipment availability when needed for project tasks.
Lease Administration	Managing diverse leases scattered across properties is challenging. Facility management solutions offer capabilities like lease portfolio management and visual representation tools to help you streamline lease administration. They enable you to categorize leases based on property type and location. You can set up alerts for upcoming lease renewals, terminations or rent escalations. Allocate and reconcile common area maintenance (CAM) charges to avoid financial discrepancies.
Real Estate Portfolio Management	Are you struggling to identify high-performing assets, potential risks and areas for optimization? Facilities management solutions enable you to explore the geographical distribution of your properties and their associated data points. You can create and maintain a property information database that contains details about lease agreements, maintenance and inspection histories, and more. Identify and manage risks associated with your real estate portfolio. Simulate the impact of different scenarios to gain insights into how changes might affect the portfolio.
Environmental, Sustainability and Energy Performance Analysis	Managing and optimizing environmental and energy performance in a facility can be challenging, often leading to increased operational costs and environmental impacts. Energy management apps provide real-time visibility into energy consumption patterns within your facility. Measure, monitor and manage the total greenhouse gas emissions associated with your organization's activities. Some systems incorporate leak detection capabilities, alerting you of potential water wastage or infrastructure issues. Integrate with sustainability systems to ensure compliance with standards like LEED and BREEAM.
Floorplan Integration	FM systems often provide floorplan integration to help you navigate and manage your facility's layout. You can zoom in for a closer look, pan across the floor plan and rotate the view for a comprehensive exploration. Add information layers to the floorplan to view utility lines, electrical connections or maintenance zones.

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Advanced Features & Functionality

Predictive Maintenance	Reactive maintenance not only disrupts operations but also leads to spiraling costs and an unpredictable workflow. Condition monitoring capabilities help you monitor assets’ temperature, vibration and energy consumption in real time. Conduct failure mode and effects analyses (FMEA) to address high-priority maintenance issues. Implement reliability-centered maintenance strategies to avoid costly repairs and equipment failures.
Mobile Work Order Management	Coordinating fieldwork efficiently can be a logistical nightmare. Some work order tools enable you to efficiently create work orders by inputting essential details such as description, location, priority level and relevant asset information. You can also attach photos, documents or notes to provide additional context. Integrate real-time traffic updates to dynamically optimize routes based on current road conditions. Allow field personnel to capture customer or team signatures directly on the mobile device upon task completion.
Machine Learning	Imagine a facility management system that not only responds but predicts and adapts. Some FM solutions enable machine learning to help you analyze historical equipment performance data, identifying patterns indicative of potential failures. Train algorithms on past maintenance records to enhance accuracy in predicting when equipment might require attention. Detect anomalies in security-related data, such as access logs and system activities. Identify trends and patterns in resource usage for accurate demand forecasting.
IoT Integration	Energy waste due to inefficient lighting and HVAC systems, unpredictable maintenance needs, and a lack of real-time environmental data can result in spiraling operational costs and an uncomfortable environment for occupants. Some FM systems enable automated lighting adjustments based on real-time occupancy and natural light levels. Optimize energy usage by ensuring that HVAC and lighting are active only when and where needed, reducing utility costs. Building management systems enable you to integrate with a variety of sensors, including those for temperature, humidity, occupancy and air quality. Ensure compatibility with a range of sensor protocols such as Zigbee, Z-Wave and MQTT.

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Current & Upcoming Trends

To dig deeper into the trends we’ve covered below and more, check out our article — Facilities Management Trends: The Future of Facilities Management.

Facilities Management Software Trends

IoT and Connected Devices

Over the years, the facilities management industry has embraced the potential of the Internet of Things (IoT) and artificial intelligence (AI) technologies. As these technologies continue to evolve and become more accessible, organizations around the world are benefiting from them.

According to a report by IoT Analytics, the number of connected IoT devices is projected to reach 29 billion by 2027, highlighting the increasing prevalence and significance of the IoT in the industry.

By using the seamless synergy and continued evolution of the IoT and AI, you can transform facilities management into a more intelligent, data-driven and responsive domain, creating smart, connected facilities.

Preventive Maintenance

Despite the availability of more efficient alternatives, such as preventive maintenance, many organizations still rely on reactive maintenance. This approach isn’t just costlier — it’s also less effective.

By using on-site facilities management software that can identify and track assets within a facility, teams can proactively anticipate maintenance needs and ensure optimal operation. This shift towards preventive maintenance can lead to improved efficiency and cost savings for organizations.

Some other benefits include:

Improved overall equipment effectiveness
Decreased unplanned downtime
Improved health and safety
Reduced breakdowns

In short, the adoption of preventive maintenance practices in facility management not only addresses immediate operational needs but also establishes a foundation for long-term success

Digital Twins

Digital twins play a crucial role in facilities management by providing a virtual representation of physical assets, systems and processes.

Here are some ways they help facilities managers:

Simulations and Scenario Analysis: Test the impact of different maintenance schedules, operational changes or environmental condition changes.
Energy Consumption Optimization: Simulate different energy management strategies and receive suggestions about using the most efficient lighting, HVAC systems and other energy-consuming equipment.
Reliability and Resilience: Test and evaluate different solutions, strategies and contingency plans before implementing them in the real world.

Digital twins can also help facility managers recover from disruptions and restore normal operations quickly.

How To Select a Facility Management Solution

Selecting the right FM software requires careful consideration and, often, customization to align with the specific layout and resources of your facilities.

Assessing your needs and preferences is crucial to determine which type of FM software will best suit your business.

We’ve outlined key steps you should follow to select your perfect match.

Gather Requirements

Start by determining your functional requirements. Consider the following aspects:

Functionality: What’re the main tasks and processes you need to manage with the software? For example, do you need to track and schedule preventive and corrective maintenance, manage inventory and spare parts, monitor energy consumption and environmental conditions, and plan and optimize space usage?
Delivery Model: How do you want to access and use the solution? Do you prefer a cloud-based solution that’s hosted and maintained by the vendor or an on-premise solution that’s installed and managed by your IT team? What’re the advantages and disadvantages of each option in terms of cost, security, scalability and integration?
Industry-Specific Features: What’re the unique challenges and opportunities of your industry and facility type? For example, if you’re a retailer, you may need features that help you manage multiple stores, display merchandise, and comply with health and safety regulations.

You can check out our requirements checklist to speed up the process.

Compare Solutions

Once you have a clear list of your requirements, you can start looking for products that match them.

Create a Long List

You can use various sources to find and compare products, such as online directories, reviews, ratings, testimonials and case studies. Then create a long list of all the products that provide facility management functionalities, either as a standalone product or as part of a more extensive system.

Create a Shortlist

Narrow down your long list to a shortlist using factors such as the user interface, analytics, mobile access and customer reviews. You should also check the product’s compatibility and integration potential with your existing systems.

Request Demos

The next step is to see the system in action and evaluate how well it meets your expectations and needs.

You should request demos from your shortlisted vendors and prepare a script that simulates your maintenance processes and scenarios.

Use the same script for all the vendors and invite key stakeholders from your facility management department to attend demos and provide feedback.

Rate each product based on a consistent system, such as a scorecard or a checklist, and assign different weights to the criteria based on their importance.

Make the Final Decision

The final step is to choose and sign the contract with the vendor.

Prepare a Selection Team

Your selection team should consist of:

An executive sponsor who defines the project’s scope, objectives, budget and progress.
A project manager who leads the project’s planning, execution, coordination, communication and quality.
Key stakeholders who use and evaluate the software’s functionality and performance.

Negotiate

Before deciding, negotiate with the vendor on the contract’s price, support and implementation. Compare different vendors’ offers and ask for discounts, references and guarantees.

Sign the Contract

You should give a higher priority to the requirements that matter most for your facility and the overall performance and value of the software.

You should also ensure that the contract is clear and comprehensive. Review the contract carefully and seek legal advice, if necessary, before signing it.

Are you still wondering where to start? Check out our nine-step Lean Selection methodology, which guides your software selection journey, from determining your requirements to signing the contract.

Facility Management Software Report

Expert recommendations and analysis on the top Facility Management Software

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Cost & Pricing Considerations

The cost of software varies depending on the deployment method. For example, if you choose an on-premise solution, the cost would be higher upfront, as you’ll have additional maintenance and hardware costs. Some companies offer licensed purchases, while others — primarily cloud-based andSaaS platforms — offer subscription pricing.

Common additional factors to consider include:

Customization
Installation and setup
Integration
Maintenance costs
Product training
Add-on or advanced features that aren’t included in the basic package.

Price Guide for Facility Management Software

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Questions To Ask Yourself

To determine what you'll need to start using FM software, you should sit down with key stakeholders and ask yourselves a set of questions geared toward your facility, wants and needs.

What features do we require to resolve our current pain points?
Will there be a need to commit specific IT resources or personnel to this software and its deployment?
What level of customization do we need?
Do we need software that can scale with our organization?
Do we need a native mobile app to manage multiple facilities remotely and improve communication?

Questions to Ask About Facility Management Software

Questions To Ask Vendors

It’s also good to compile a list of questions you can ask vendors — both about their company and their product. Here are some ideas to get you started.

About the Software

Will the solution adapt to our unique workflows?
What is the user level of the facility management software? Is it easy to use and intuitive?
Are the reporting capabilities robust and detailed enough to meet our needs?
Does it offer advanced technologies such as AI and IoT capabilities?
How well can the solution scale alongside our business? Will scaling up eventually cost more, and if so, how much?

About the Vendor

What’s your installation and integration methodology?
Do you have a solid record for delivering on time and within budget?
Do you actively invest in continuous software improvements, or is this a lower-priority solution or module?
Are any of your strategic partners and customers willing to speak on your behalf and become references?
Do you have services for complex technical processes such as data migration, implementation and customization? Are these included in the price, or do they cost extra?

Facility Management Software Report

Expert recommendations and analysis on the top Facility Management Software

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FAQs

Who should use FM solutions?

Facilities management solutions benefit a wide range of users across various industries and organizations. Some key users include:

Facilities Managers: Optimize resources, plan maintenance, manage contracts, ensure compliance and report maintenance KPIs.
Technicians: Access work orders, manuals and instructions. Update tasks, report issues, request parts, and track time and expenses.
Capital Project Managers: Manage project scope, budget, schedule and quality. Coordinate with stakeholders, contractors and suppliers, track progress and milestones, and handle risks and changes.

Which companies should invest in facility management tools?

Here are some examples of companies that should consider incorporating facility management tools into their operations:

Manufacturers: Implement predictive maintenance for machinery and equipment. Minimize downtime and ensure continuous operation.
Retailers: Optimize space, lighting, ventilation, security and other aspects. Enhance customer experiences.
Logistics Companies: Track and manage the movement of vehicles, drivers, and cargo as well as the condition and availability of equipment and infrastructure. Analyze and optimize routes, schedules and fuel consumption.
Service Providers: Access work orders, manuals and instructions. Update tasks, report issues, request parts, and track time and expenses. Capture and simulate the human factors of the facility, such as occupant behavior, preferences, comfort levels, and health and safety.

What are the different types of FM systems?

Here are some common types of FM systems:

Standalone or Part of an EAM: Standalone products focus on facility management functions, while EAM products include asset management functions.
Cloud or On-Premise: Vendors host and maintain SaaS solutions, accessible via the internet. You can install and manage on-premise solutions via your local network
Agnostic or Industry-Specific: Agnostic solutions work for any industry and facility type, while industry-specific solutions are tailored to the unique challenges and opportunities of a particular industry and facility type.

What are some alternatives to facility management platforms?

Here are some alternatives:

CMMS: Offers features like work order management, preventive maintenance scheduling and asset tracking.
EAM: Provides a holistic view of asset health, enables strategic planning for replacements or upgrades, and optimizes assets’ performance over their entire life spans.
APM: Concentrates on maximizing asset performance by monitoring health, predicting failures and optimizing maintenance strategies.
CAFM: Optimizes space usage, aids in efficient workplace design, and facilitates streamlined facility planning and management.
Open-Source Facility Management Systems: Reduces software costs, encourages community collaboration for continuous improvement and provides adaptability to unique facility management requirements.

Who should be responsible for FM solution implementation?

The responsibility for facility management solution implementation is typically distributed among key stakeholders to ensure a collaborative and successful execution. Here's a breakdown of responsibilities for each role:

Building Owners: Decide and sponsor the project, aligning it with overall business objectives. Select and contract vendors and service providers based on project requirements and goals. Provide financial and strategic support throughout the implementation process.
Building Managers: Coordinate and execute the project. Communicate and collaborate with vendors, service providers and users.
Building Operators: Operate and maintain facilities and equipment and provide feedback and suggestions to managers and vendors.
Service Providers: Provide specialized services and solutions for the project, such as consulting, design, installation, integration, training and support.
Vendors: Provide the hardware and software products for the project, such as sensors and IoT devices.

Why should you implement a facility management app?

Implement a facility management system to:

Monitor and optimize resources for complex and distributed facilities.
Manage multiple stores, display merchandise, comply with regulations and provide an excellent shopping experience.
Ensure the timely and efficient delivery of goods and services while minimizing costs and environmental impact.
Provide high-quality and consistent services to your customers while maintaining your facilities and equipment.
Improve your transparency, visibility, cost of operations and other aspects of operations, such as speed of service response, data visualization and documentation.

How can I calculate the ROI of a facility management tool?

To calculate the ROI of facility management software, you need to compare the benefits and costs of the solution over a certain period.

The benefits of the software can include savings in time, money and resources as well as improvements in performance, efficiency and satisfaction.

The costs of the software can include the initial and ongoing expenses of purchasing, deploying and maintaining the software as well as any additional costs that may arise from training, support and integration.

One way to calculate the ROI of facility management software is to use the following formula:

ROI = (Benefits - Costs) / Costs x 100%

For example, if the benefits of the software are $100,000 and the costs are $50,000, then the ROI is:

ROI = ($100,000 - $50,000) / $50,000 x 100% = 100%

This means that the software pays for itself in one year and doubles the investment in the same period.

However, this formula may not capture all the aspects and nuances of the software’s value. Therefore, it’s important to consider other factors, such as time frames, baselines, assumptions and intangibles, when calculating the ROI of a facility management system.

Facility Management Software Report

Expert recommendations and analysis on the top Facility Management Software

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Next Steps

In today's increasingly complex facility management landscape, relying solely on offline methods can be challenging. This is where facility management software comes into play, offering a wide array of benefits, from enhanced efficiency to improved collaboration. Therefore, choosing the most suitable FM software for your needs is crucial and requires careful consideration.

The right software solution empowers you to effectively manage various aspects such as space, buildings, assets, occupants and services.

Need help in finding the right solution? Check out our free comparison report. It helps you compare your requirements against these and other leading FM solutions so you can shortlist vendors and start reaching out for more information.

For additional assistance, we recommend exploring the resources below to further support your journey.

Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

By Riya Jamble

Technical Content Writer

Riya is a Technical Content Writer at SelectHub. She writes content for our construction scheduling and bidding, CMMS and medical billing categories. She's also a part of the social media team where she crafts posts that engage and resonate with our audience. Riya holds a Graduate Degree in Journalism and Mass Communication from Lovely Professional University, Punjab, India. Fueled by a love for black coffee, her day begins and ends with its energizing ritual. Riya enjoys a variety of TV series, including Friends, Suits, American Horror Story, and How to Get Away with Murder. During her free time, you'll find her reading or spending time with her close ones. She believes in magic and is waiting for that day when reality compromises and fairytale swirls around with a smile.

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Technical Research By Mohit Hariramani

Senior Analyst

Mohit has a degree and Master in Finance from Mumbai, India, his years of professional market research experience started in 2019. His expertise lies in categories such as Enterprise Resource Planning (ERP), Manufacturing, Inventory Management, Manufacturing Execution Systems (MES), Facility Management Software (FMS), POS Systems (Point of Sale) and more. Through his academic and professional background, he honed skills in attention to detail, navigating ambiguity, and analytical prowess, which uniquely equip him to manage and thrive in the dynamic landscape of these diverse categories. He's passionate about leveraging his knowledge and experience to contribute effectively to the assigned technology areas.

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Technical Review By Kankana Kalita

Principal Analyst

A seasoned business and research analyst, Kankana Kalita specializes in ERP, CMMS, manufacturing, construction, supply chain, HRMS and CRM. Prior to joining SelectHub, she earned a Bachelor's degree in Computer Science and Engineering, an MBA in Operations and Marketing, and worked in email marketing and logistics.

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Edited By Ryan McElroy

Content Editor

Ryan McElroy is a Content Editor and Senior Market Analyst at SelectHub who writes and edits content on various software types, along with their broader concepts and the industries they serve, including medical, construction, CMMS, supply chain management and legal. He studied at the University of Missouri (Mizzou) and earned his BA in Journalism in 2016. During his free time, you’ll find Ryan playing video/card/board games, sipping coffee and reading speculative fiction, or listening to music his loved ones often describe as “headache-inducing.”

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