Properties are costly investments, and you shouldn’t neglect them lest they fall into disrepair. Property maintenance management is vital, and CMMS software or property maintenance software makes maintaining your properties easier.
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What This Article Covers:
Best Property Maintenance Software
Our analysts have identified the market’s best property maintenance management systems. Here’s a breakdown of their selections.
UpKeep
UpKeep CMMS is a valuable tool for property managers seeking to streamline their work order scheduling, preventive maintenance, asset management and facility maintenance operations. It aids in preventing unscheduled downtime and prolonging the life spans of your assets.
Track and manage assets with Upkeep’s asset management feature. Source
Highest Rated Features According to Our Data
- Work Order Management — 100
- Maintenance Request Management — 96
- Mobile CMMS — 93
- Asset Tracking — 91
- Purchase Order Management — 85
Top Benefits
- Track Usage History: Logs room usage and tracks lockout/tagout operations by technicians for auditing purposes. Add notes, floorplans and various other documents to these histories for improved maintenance and record-keeping.
- Limit Downtime: Log and cite downtime with an asset’s work order history. This helps technicians filter reports by asset and location and know which assets need maintenance and repair, reducing the chances of unexpected downtime.
- Automate Workflows: Automatically assign work to specific technicians based on location or asset type, limiting clerical work. Set the inventory management module to automatically reorder spare parts when reaching the threshold value, reducing the chances of running out of vital materials.
- Streamline Client Requests: Enable clients to submit work order requests online through the request portal. You can create a branded portal to streamline client experiences and ease manager workflow by allowing external work order creation.
- Improve Cost Predictions: Compare depreciation data with downtime data to assess assets’ life spans and determine whether they’re worth repairing, selling or scrapping. Track depreciation and repair cost data to make more accurate cost predictions for purchasing future assets.
Primary Features
- Maintenance Management: Add pre-made or custom checklists within work orders. Use preventive maintenance scheduling to create calendar-based plans as far out into the future as needed.
- Reporting: Gather insight into both high-level metrics and granular details. Generate reports on individual assets or whole facilities to identify which assets require the most maintenance, gauge technician efficiency, calculate work order completion rates and much more.
- Work Order Management: Role-based access allows users of various categories (tenants, technicians and managers) to create work order requests via the customer portal or mobile app. The requester can track the status of their work order and, if necessary, make changes to the details.
- Mobile App: The mobile app lets technicians send in-app messages to communicate with management and each other and update work orders in the field. View asset profiles, interact with checklists and attach photos of assets to document issues.
- Asset Management: Asset management entails keeping track of and monitoring the performance of assets. Get a complete picture of an asset’s life cycle, repair costs and information.
Limitations
- Data is difficult to import and export.
- Cards aren’t invisible after closing work orders.
- Tasks are only visible to the assigned person and not to team members.
Features Not Fully Supported According to Our Data
- Automatic Downtime Update — Not Supported
- AI-based Parts Forecasting — Not Supported
- Incident Management — Not Supported
- Spare Parts List View — Supported With Workarounds
- Auto-create Corrective Work Orders — Not Supported
Platform:
Company Size Suitability: S M L
Fiix
Fiix provides cloud-based software for computerized facility and maintenance management, which assists teams in organizing their assets, managing repair work, integrating their operations through connected business platforms and making data-driven decisions.
It lets users access their maintenance schedules, improve workflows, track progress and streamline communications.
Track work order statuses on a user-friendly dashboard in Fiix. Source
Highest Rated Features According to Our Data
- Mobile CMMS — 91
- Preventive and Predictive Maintenance — 87
- Purchase Order Management — 85
- Inventory Management — 86
- Maintenance Request Management — 85
Top Benefits
- Streamline Communication: Keep other departments in the loop and send emails about work orders, low stock and more. Automate processes, like sending reports to plant and operation managers or sending notifications to production when an asset goes offline, so everyone knows what they need to do when.
- Centralize Asset Data: Keep detailed records of all assets in a centralized repository for easy access and convenient searchability. You can generate QR codes for assets and print those tags to affix to physical stock or locations.
- Track Asset Locations: Track rotating assets as they move between facilities, suppliers or outside contractors.
- Streamline Workflows: Automatically assign work orders or maintenance tasks to a team or individual to expedite completion.
- Simplify Complex Scheduling: Create and nest preventive maintenance schedules within each other to stack tasks on specific work orders.
Primary Features
- Multi-site Management: Help facility managers coordinate multiple sites in real time across time zones, languages and currencies. The rotating asset tracking feature helps manage assets, such as tools, vehicles and spare parts, between facilities.
- Multiple Asset Functionality: Asset hierarchies organize asset relationships and centralize information into a single database. You can customize categories to group assets and establish SOPs for related assets. Create a single work order for multiple assets.
- Failure Codes: Use pre-loaded common failure codes. These standardized codes support workflows and de-escalate issues.
- Spare Parts Management: Itemize spare parts and other materials inventory in a centralized database for searchability and organization. Set alerts for low-stock thresholds and reorders.
- Search Tool: Easily search the asset repository using nameplate information, identifying details and other data.
Limitations
- Complex to understand, providing non-essential or limited information.
- Difficult to navigate and make changes in the initial stages.
- Unable to send emails to multiple users.
Features Not Fully Supported According to Our Data
- Offline Meter Readings Capture — Not Supported
- Automatic Downtime Update — Not Supported
- Depreciation Tracking — Not Supported
- Interactive Plans and Mapping — Not Supported
- Embedded External Content — Not Supported
Platform:
Company Size Suitability: S M L
Limble CMMS
Limble CMMS is an intuitive software that offers a range of features, such as vendor management, work order management, IoT interfaces, asset management, inventory management and maintenance management, among others. The user-friendly platform is an excellent choice for small to medium-sized businesses looking to enhance their operations.
Track cost of operation in Limble CMMS to avoid overspending. Source
Highest Rated Features According to Our Data
- Work Order Management — 90
- Mobile CMMS — 89
- Purchase Order Management — 85
- Inventory Management — 83
- Maintenance Request Management — 81
Top Benefits
- Reduce Downtime: Track specific KPIs to identify asset faults and the underlying causes to speed up the repair process. Authorized users can log, assign and report problems to technicians quickly.
- Make Data-driven Plans: Use customized and industry-standard KPI tracking to generate reports on individual assets, metrics or personnel performance. Create specific preventive maintenance plans based on real-time data from operations.
- Empower Maintenance Teams: Manage correspondence, work orders and preventive maintenance plans in a simple interface. Access real-time actionable insights to stay on top of preventive repairs and always stay informed on important asset updates.
- Boost Productivity: Increase productivity at all levels of your company. You can streamline workflows and improve productivity thanks to digitized work orders, centralized ticket management and data that syncs automatically across the system.
- Organize Data: Automatically receive generated work orders based on priority and technician assignment to ensure employees complete work orders promptly. Attach asset photos to work orders to log problems and maintain visual asset histories.
Primary Features
- Work Order Management: In a centralized database accessible from any device, organize, handle and track work orders. In a calendar interface, you may see upcoming tasks and edit them by dragging and dropping.
- Reporting: Custom dashboards provide insight into operations and visibility into your organization. Create custom KPIs to track metrics and distribute them via email.
- Inventory Management: Keep track of stock levels through receiving and shipping records. Set up push or email notifications to trigger when meeting certain thresholds to avoid low inventory. To ensure the necessary tools are in stock, technicians can search for parts and attach them to work orders.
- Asset Management: Consists of maintenance logs, asset profiles, a searchable asset database and asset hierarchies that organize parent-to-child relationships. Managers can use IoT sensors and QR code scanning to track KPIs and view real-time reports on asset information.
- Mobile App: Native iOS and Android apps can help improve communication and streamline maintenance workflows. It provides a leaner set of features compared to the desktop site tailored to the needs of field technicians, such as speech-to-text, work order logs, push notifications and asset search.
Limitations
- Capabilities on the mobile app are limited compared to the site.
- Alerts don’t include text that describes the notification.
- Stock withdrawal/return aren’t mentioned per work order.
Features Not Fully Supported According to Our Data
- Automatic Downtime Update — Not Supported
- Depreciation Tracking — Not Supported
- AI-based Parts Forecasting — Not Supported
- Maintenance Request Approval — Not Supported
- User Collaboration in Mobile App — Not Supported
Platform:
Company Size Suitability: S M L
FTMaintenance
FTMaintenance is an all-encompassing and easy-to-use software solution that enables organizations to gain total control over their maintenance program. With FTMaintenance, executives, maintenance managers and technicians can all use the same interface to document, manage and monitor all maintenance activities.
The software boasts various features to facilitate preventive maintenance, work order management, inventory control, asset management and more.
Manage inventory and stock levels with FTMaintenance. Source
Highest Rated Features According to Our Data
- Purchase Order Management — 98
- Maintenance Request Management — 95
- Asset Tracking — 88
- Work Order Management — 85
- Inventory Management — 80
Top Benefits
- Maximize ROA: Use assets to their optimum level by tracking maintenance and useful asset life spans, so you can get the most out of your assets.
- Minimize Repair Costs: Schedule routine maintenance automatically to prevent sudden, costly repairs.
- Simplify Maintenance Requests: Respond to maintenance requests swiftly by offering customers a centralized portal to maintain communication.
- Improve Work Order Processes: Guide employees through work orders stepwise. Improve data entry by creating an approval process and customizing fields.
- Centralize Asset Information: Replace hard copies, manuals and spreadsheets by bringing all information about assets, equipment and inventory into one centralized database.
Primary Features
- Asset Management: Manage all company assets and equipment. Keep information such as bills of materials, service history and work orders in a central location for easy access by team members.
- Work Order Management: Generate and track work orders automatically. Plan ahead with a flexible maintenance calendar that includes schedule views to automate work order assignment, distribution and activation.
- Inventory Management: Keep track of MRO inventory across multiple facilities. Keep inventory counts up to date by sending out automated notifications when supplies run low.
- Maintenance Reports: You can create comprehensive maintenance reports with over 140 built-in reports. To make informed business decisions, analyze data using customizable filters and data views.
- Mobile Accessibility: Access work orders from anywhere, at any time. Enable field maintenance personnel to use mobile devices to create, track and update maintenance activities.
Limitations
- Default reports are limited.
- Difficult to choose and edit custom fields.
- Problematic printing after preventive maintenance schedules are released.
Features Not Fully Supported According to Our Data
- Warranty Tracking — Not Supported
- Embedded External Content — Not Supported
- AI-based Parts Forecasting — Not Supported
- Android App — Not Supported
- LOTO History — Not Supported
Platform:
Company Size Suitability: S M L
eMaint
eMaint is a cloud-based CMMS solution that facilitates asset management, inventory management using IoT, workflow optimization and preventive and predictive maintenance scheduling. It is suitable for businesses of all sizes and an excellent option for property maintenance.
Create, track and close work orders quickly with eMaint’s work order management module. Source
Highest Rated Features According to Our Data
- Dashboards and Reports — 100
- Preventive and Predictive Maintenance — 90
- Inventory Management — 90
- Asset Tracking — 82
- Maintenance Request Management — 75
Top Benefits
- Refine Maintenance Plans: eMaint lets users create unlimited preventive maintenance tasks on a calendar-based interface or based on meter readings for individual assets.
- Increase Productivity: Preventive maintenance plans and work order management help technicians streamline activities such as repairs and work requests. Both management and technicians benefit from mobile access because they’re no longer tied to a desktop to create write-ups or work orders.
- Improve Visibility: Condition monitoring, reports and work order management all help increase visibility into your organization’s day-to-day operations and provide transparency into workflows.
- Boost ROA: You can maximize return on assets by optimizing asset uptime, extending asset life spans and reducing unexpected failures through routine maintenance activities.
- Ensure Regulatory Compliance: Audit trails, usage logs and other detailed documentation options assist users in maintaining records for demonstrating regulatory compliance, preparing for inspections and educating users about regulations.
Primary Features
- Work Order Management: Guests can request work orders through a user portal. You can schedule recurring maintenance tasks and assign them to technicians on-site or in the field. It also offers a digital signature option for admins to sign off on completed work online.
- Inventory Management: Get visibility into spare parts inventory to ensure they’re available for crucial repairs. Keep stockrooms organized with barcode tracking.
- Maintenance Management: Users can schedule maintenance tasks, assign them to technicians, create preventive maintenance plans and streamline repair work with maintenance management capabilities.
- Account Management: Account managers can consolidate accounts with enterprise-level reporting and data integration. They can compare performance across locations and break them down by facility. Managers can also utilize global accounts to edit work orders for multiple regions.
- Condition Monitoring: The condition-based maintenance tool monitors asset metrics such as noise, pressure, vibration, temperature, flow, lubrication, wear and corrosion. You can define upper and lower thresholds for these metrics, and the system will trigger an alert if you exceed those thresholds.
Limitations
- Limited reporting — confined to a set number of simultaneously joinable tables.
- Drag-and-drop functionality within the scheduler module is missing.
- Complicated implementation may require extra time.
Features Not Fully Supported According to Our Data
- Automatic Downtime Update — Not Supported
- Depreciation Tracking — Not Supported
- AI-based Parts Forecasting — Not Supported
- Mobile Push Notifications — Not Supported
- LOTO History — Not Supported
Platform:
Company Size Suitability: S M L
Buildings That Require It
Owners mostly maintain private properties. However, most larger buildings and institutions need additional maintenance and support.
Buildings with enormous spaces, such as parking lots, numerous corridors, common areas, and several elevators, boilers and HVAC systems, all require routine maintenance.
- Hotels
- Apartment buildings and other types of rental homes
- Community living spaces
- Government institutions
- Office buildings
- Warehouses
Businesses in all sectors may need general building maintenance teams and property maintenance management.
Primary Benefits
Regular property maintenance has a number of advantages for both the property managers and the renters, including:
- Reduced emergency repair costs
- Minimized expenditure on multiple contractor fees and unscheduled repair costs
- Increased property value
- Extended working life of structural assets and appliances
- Improved control over assets
- Enhanced prevention against flooding, fires and other hazards that could endanger tenants or seriously damage property
Key Features
There are various names for property maintenance management software, and the features offered may vary based on the industries they cater to. For instance, a user in the aerospace industry may not require the same features as someone managing a college campus.
Nonetheless, there are some fundamental features that you can expect to find in any property maintenance software.
1. Maintenance Management
Effective maintenance management is crucial to property maintenance as it impacts a company’s long-term performance. Improperly maintained resources can disrupt operations and lead to financial losses. Therefore, keeping company assets in good condition is essential to avoid waste and ensure smooth production.
To simplify the maintenance management process, you can use building management software. It helps maintenance managers track expenses, ensure compliance and schedule work. Maintenance management involves planning and tracking all maintenance activities of assets, from scheduling to work orders. Some maintenance management software even assists with regulatory compliance and cost calculations.
2. Preventive Maintenance Scheduling
Performing routine inspections on standard equipment that is still in operation to prevent unexpected breakdowns is known as preventive maintenance. As it involves scheduling maintenance in advance, it can be more challenging to organize compared to run-to-failure maintenance.
While preventive maintenance is beneficial, manually tracking it can be time-consuming and inefficient. Scheduled preventive maintenance tracking automates scheduling and sends reminder emails to keep you on track. Some solutions offer a user-friendly interface with features such as drag-and-drop functionality, documentation capabilities and audit trail logs.
3. Asset Equipment Maintenance
It’s crucial to maintain your assets as they serve as the lifeblood of your company. Asset and equipment maintenance tools cover various items, including vehicles, mobile phones, software, office assets, service records, maintenance schedules, and equipment non-conformance or defects.
Keeping track of all aspects of equipment maintenance, including both planned and unplanned, is crucial. These modules consolidate all equipment-related information, which enables you to generate and monitor repair orders. Additionally, property maintenance software keeps tabs on any equipment you subcontract or relocate to a different site.
4. Work Order Management
When you create a work order, the work order management process begins. You can do this through various methods, including a mobile device or the system. Some CMMS applications require specific details to trigger certain work orders, like preventive maintenance and fixed tasks.
Based on the work type, the workflow controls the order management process. Facilities management software creates, evaluates, automates and prioritizes work orders. They come with various dashboards and user portal options for interacting with your interface.
5. Space Management
Space management involves monitoring and managing any physical space occupied or owned by your company, such as single or many floors in a building, meeting halls, or storage rooms. If your space is your most valuable asset, you’ll need to figure out how to manage it effectively.
In space management, requirements vary depending on the operation. Do you have properties on rent? Consider using a GPS interface.
6. Vendor Management
Property maintenance software also allows users to manage the vendors they work with. Vendor management can be a difficult task, requiring you to handle several contracts and pay prices for suppliers based on the services or items they deliver.
7. Lease Administration
Receiving rent from owned facilities and paying rent for leased facilities is part of lease administration. If your company rents something, you’ll need to keep track of it.
Facilities management software can provide a wealth of extra functionality. Set-it-forget-it payment for tenants, automatic lease payment choices and adjustable lease management make dealing with variable rental prices a breeze.
8. BI and Reporting
With BI reporting, you can retrieve the output or findings of a BI solution by integrating it with your facilities management platform or through the built-in BI features. You typically want to automate BI reporting, so it automatically generates reports based on the pre-established parameters of the evaluated data.
A business intelligence dashboard serves as a data visualization platform that allows you to view metrics, key performance indicators (KPIs), performance scorecards and other relevant information in a single location.
You can customize the dashboard to display data specific to individual points, departments or multiple areas. One of the most significant advantages of BI is its ability to adapt and pull real-time data from a variety of sources.
9. Environmental, Sustainability and Energy Consumption Analysis
You can track and monitor energy consumption, recycling data, carbon emissions, carbon footprint, greenhouse gas emissions and water consumption to comply with environmental requirements. You can analyze consumption trends and evaluate the economic effect of new sustainability programs through reporting, predictions and stored data analysis.
Get our Facilities Management Software Requirements Template
Next Steps
Although the previously mentioned five property maintenance software have received high ratings for their property maintenance features, they may not be the best fit for your specific business needs.
To determine which features are essential for your facility management, we suggest using our CMMS requirements template and then comparing the top performers with our complimentary comparison report. You can also refer to our CMMS pricing guide to find pricing information for the software mentioned in this article.
What system does your organization use for property maintenance management? Let us know in the comments!
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