A large percentage, almost 45.1% of all facility managers express a desire to improve efficiency. With the ever-changing dynamic landscape in educational institutes these days, the need for facilities management software solutions for schools has never been more apparent. No longer are the days that safety is handled by the occasional flyer or intermittent assessment. Now, in an era marked by technological advances and an increased importance on safety, schools must embrace innovation to come up with ways to make their students, staff, and visitors safer.
Facilities management software for schools streamlines processes enhances safety protocols, and helps your facility optimize operation from your desktop or mobile device. These tools have evolved from traditional methods of manual inspections and reactive measures to modern processes that now allow colleges to not only keep tabs on their facilities but to proactively manage them by identifying trends and responding correspondingly in real-time.
In this article, we will be reviewing the best facility management software for the next decade. We will be focusing our reviews on facility management apps that help schools specifically. These applications will not only help schools cut costs but will also save lives. Some of these software are meticulously crafted to meet the unique needs of modern schools.
Also, by the end of this post, you will gain a comprehensive understanding of
- What facilities management software entails
- The benefits of Facilities management software for schools
- The key features that distinguish exceptional solutions in this rapidly evolving landscape
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6 Best Facilities Management Software for Schools in 2024
1. Xenia - Overall No. 1 & Best Facilities Management Software for Schools
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Maintaining safety and ensuring operational effectiveness in educational facilities goes far beyond just compliance. It is about the welfare of your students, staff, and faculty.
Xenia is the proven market leader in facilities management software for schools, offering an extensive range of features and modules that will streamline your processes, and promote greater compliance across the board.
The best part of Xenia is that it is simple to use. Xenia can be utilized on a desktop or mobile application, so whether you are doing an inspection or work order or simply doing scheduling, you can do it through Xenia and all is super user-friendly. So if you have a company policy to conduct daily inspections, you would just do your inspection on your smartphone or tablet every day so it is fresh in your mind and you can get all inspections and safety measures done even when you are in the busiest of days.
To further enhance safety protocols, the SOP tool uses artificial intelligence to automate the creation and disbursement of standard procedures ensuring consistency and compliance among the institution.
Preventive Maintenance and Equipment Management are critical components of a comprehensive school safety strategy. Properly maintaining equipment not only extends the useful life of the equipment, but it also reduces the potential for accidents and disruptions. The preventive maintenance features in Xenia help educational institutions get ahead of required maintenance, which dramatically reduces downtime and keeps the institution operating smoothly.
Key Features
- Work Orders: Simplifies work order tracking by allowing users to generate, allocate, and manage jobs seamlessly. Real-time notifications keep everyone informed without requiring repeated follow-ups. After completion, users may simply assess and analyze the results, as well as share reports by PDF, CSV, or URL export.
- Preventive Maintenance: Enables users to manage, distribute, and monitor comprehensive maintenance schedules across the organization, reducing the risk of workplace accidents caused by faulty equipment.
- Inspections & Audits: Facilitates thorough audits and inspections, which are critical for ensuring safety compliance. Users may conduct inspections using mobile devices, document evidence with images and notes, and produce company-branded reports to ensure responsibility. During inspections, immediate remedial steps may be taken to ensure that any concerns discovered are resolved as soon as possible.
- Corrective Actions: Failed inspection steps result in urgent actions that can be easily tracked on the dashboard. Smart logic automation enables a strong corrective and preventative action (CAPA) procedure, reducing the likelihood of reoccurrence.
- Asset Management: Xenia's asset management tools allow customers to retain full records of all assets, such as serial numbers, purchase dates, and manuals. QR codes may be placed on each asset to provide easy access to maintenance history and essential information, speeding repair operations and reducing downtime.
Pricing
- Free Forever: 14-day trial for up to 5 people.
- Starter: $99 per month for 15 users.
- Premium (Best Value): $199 per month for 15 users.
- Custom: Do you require anything specifically customized to your organization?
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. IBM Maximo
The IBM Maximo Intelligent Asset Management and Predictive Maintenance Solution has emerged as one of the top contenders because it has a comprehensive suite of integrated features, designed specifically for the unique demands of educational institutes.
Educational platforms are striving to increase the effectiveness of their facilities.
As a result, IBM Maximo can help these institutions get the most out of their facilities in several ways including predictive maintenance capabilities, real-time visibility, and intelligent asset management.
With that said, by using IBM Maximo, schools can make sure their environments are the safest and the most effective for learning and innovation.The platform increases operational efficiency and enables immediate response in the case of a potential problem, decreasing downtime and ensuring operational continuity.
Key Features
- powerful AI capabilities to efficiently manage high-value assets, ranging from facilities to inventory items.
- Advanced predictive maintenance analytics, allows schools to handle maintenance issues before they become costly interruptions.
- provides schools with real-time visibility into remote assets, enabling them to monitor critical infrastructure and facilities from anywhere, at any time
- IBM Maximo's powerful computer vision, powered by machine learning, revolutionizes asset management by enabling automated inspections.
Pricing
- Cloud version- starts from $13,248/monthly
- On-premise- contact vendor
3. Procore
When it comes to facility management software for schools, Procore is one of the leaders in the field.
They offer an organization-wide platform that covers all the bases in operations, brings an organization together, and ensures the successful construction of projects.
Acting as a hub of information, project data can be centralized in the cloud-based construction management platform for seamless communication and collaboration between all the teams in the facility management and construction process in education.software allows users to create, edit, and update project schedules with ease to ensure tasks are completed on time.
With Procore, universities and colleges can create project schedules, and manage projects and maintenance tasks efficiently and on time to maintain optimal facility functionality. All of this is done with easy-to-use and intuitive scheduling tools.
Key Features
- Scheduling tools let you develop, maintain, and update project schedules.
- Document Management for secure storing and exchange of project documentation.
- Financial management includes tracking and managing project budgets, expenditures, and change orders.
- Quality and safety modules for monitoring safety events, inspections, and quality control procedures.
- Resource Management tools for controlling labor, equipment, and supplies.
Pricing
- Contact Vendor
4. Corrigo
Corrigo is the industry’s leading facility management platform designed to optimize the functionality of your facility’s maintenance operations.
Corrigo’s comprehensive toolset, purpose-built for facility managers and maintenance teams, enables educational institutions to maximize efficiencies, reduce costs, and increase performance.
With an unparalleled focus on work order maintenance management,data-driven asset tracking, and vendor management, Corrigo ensures that an educational institution will have the best functioning facility.Corrigo’s package is anchored by its flexible, strong work order management system, which allows people to produce, dole out, and trail work orders promptly.
This facilities management software for schools also ensures that the challenges are taken care of promptly, which ultimately diminishes the amount of time a facility could be shut down, or a facility
Key Features
- Corrigo's user-friendly interface enables users to easily generate, allocate, and track work orders, easing maintenance activities and allowing effective team communication.
- Enables educational institutions to keep a thorough inventory of facility assets while monitoring their performance and maintenance requirements.
- Corrigo simplifies the maintenance process and guarantees that service agreements are followed by centralizing vendor connections.
- Corrigo's mobile accessibility offers on-the-go job management, allowing maintenance staff to respond swiftly to maintenance needs and handle issues as they arise.
- Allows users to schedule and automate routine maintenance procedures, preventing problems before they arise and extending the life of facility assets.
Pricing
- Starts at $1000
5. Oracle Primavera Cloud
Oracle Primavera Cloud has powerful features for project control and asset management making it a best suit for facilities management software for schools.
The software is designed for big enterprises and industries with a focus on detailed project management, offering a range of advanced tools to drive project accuracy and ultimately, success, by optimizing project implementation, boosting cost control, and ensuring accountability across the board.
Moreover, this tool offers a Project Portfolio Management feature, enabling organizations to effectively manage multiple projects in parallel.
This is done using central management of project and program data, real-time view of information to make informed decisions, resource prioritization and optimization across projects and programs, and central budget management.Organizations can make informed choices, reduce risks, and improve project performance by simulating various scenarios and assessing their ramifications.
Key Features
- Provides a comprehensive platform for managing material resources, equipment, and labor, enabling more effective resource allocation and usage.
- Organizations can simply arrange and match activities with their budgets. This integrated strategy guarantees that project deadlines and financial resources are aligned, allowing stakeholders to monitor progress.
- Oracle Primavera Cloud uses cognitive risk identification and analysis capabilities to predict possible threats to project success.
- From prioritizing initiatives to optimizing resource allocation, Oracle Primavera Cloud gives stakeholders the tools they need to connect projects with strategic goals and promote overall business success.
Pricing
- Starts from $100/user/month
6. TOPdesk
TOPdesk is our next industry-leading facility management software for schools, offering a full suite of features that will streamline your maintenance, asset management, room booking, and other facility management needs.
Their facility management solution allows schools to stop using spreadsheets to manage their maintenance requests and work orders, and the asset management solution offers scalability and flexibility.The tool offers incident and request management products.
With these, institutions can centralize the management of their maintenance issues, incidents, and service desk requests and streamline all communication and workflow processes, ultimately allowing them to address maintenance issues promptly, reduce downtime, and improve the satisfaction of end users.
Key Features
- TOPdesk allows educational institutions to solve maintenance concerns quickly and efficiently by streamlining communication channels and automating workflow procedures, resulting in optimal facility operation.
- The tool allows schools to track and manage assets such as equipment, buildings, and inventories, which simplifies maintenance and replacement.
- Assists educational institutions in minimizing interruptions and ensuring optimal facility performance by proactively addressing maintenance needs and executing preventative maintenance initiatives.
- Enables effective resource allocation, allowing schools to manage workloads and plan tasks for optimal facility functioning.
- Enhances user satisfaction and reduces administrative expenses for educational institutions by offering a simple and convenient platform for acquiring maintenance services.
Pricing
- Contact Vendor
Challenges in Selecting Facilities Management Software for Schools
Several challenges stand in the way of educational institutions finding the most appropriate facilities management software for their specific needs. Understanding and overcoming these obstacles is essential to ensure that the right purchasing decision is made.
Here are some of the key challenges that those considering purchasing facilities management software are likely to encounter.
Pricing: One significant hurdle when it comes to facilities management software is cost. The price tag for some of the most popular tools in the segment is significantly high and universities need to make sure the solution is worth the money in terms of their specific needs.
Regulatory Compliance: Both public and private schools must comply with any number of regulations and safety standards at local, state, and federal levels. It is crucial to choose a software solution that will allow you to adhere to constantly shifting high-stakes testing and reporting requirements. The right software should allow you to set up customizable checklists and workflows that can be automatically adjusted to meet all regulatory criteria.
Specificity: Schools have unique safety concerns and operational needs so finding a solution that addresses these issues is essential but difficult. Schools need to look for a software solution that can be tailored to their facilities' specific safety needs.
User-Friendliness: The user-friendliness of an application has a substantial impact on its success in the school environment. Excellent functionality may be rendered useless by unclear instructions or a complicated interface. To ensure maximum software adoption and the highest usage of the application, attention should be paid to a user-friendly interface and an intuitive design.
Integration: Educational institutes generally use several systems or software applications to carry out a varied range of activities across the organization. In this case, compatibility issues that might occur between the new facilities management software and systems that are already in place can obstruct the seamless integration of safety processes. Therefore schools should consider the compatibility and integration capabilities of any prospective safety software to ensure no disruption is caused to the efficiency of work processes.
Real-time Updates: When a safety issue arises, the ability to respond immediately is vital. According to statistics, data analytics is used by 81 % of manufacturing facilities to enhance productivity. However, if a software system lacks real-time monitoring or alert features, it may not be effective in addressing an urgent need for safety. Find tools that allow you to monitor in real-time and feature proactive alerts to quickly mitigate your risks.
Training and onboarding: Adequate training and onboarding resources are important to ensure that staff can effectively use the facilities management software. If we do not have adequate training resources and guidelines it will be very difficult to run the facilities management software and the safety will not be there in the long run which is not good. Look for vendors that provide staff training programs for the product and ongoing support to assist with staff onboarding.
On-The-Go Access: In today’s fast-paced world, having great safety protocols, checklists, and plans are crucial but they are not any good if your staff can not get their hands on it when they need it. For instance, if the safety app software doesn’t have an app, or if the software’s app doesn’t have the features you need, it won’t help you much during busy workdays or an emergency. Schools should shoot for great mobile functionality that works: so that staff can easily look at and access their plans from anywhere, at any time on their mobile devices.
FAQs: Facilities Management Software for Schools
What is Facilities Management Software?
Facilities management software is a web-based solution that helps people to streamline their facilities and buildings. This software is used to centralize, track, and organize everything needed for effective facility management, including work order management, preventive maintenance, asset management, cost control, resource scheduling, moves, and more.
Facility management software is a powerful application used by a wide range of organizations to manage their facilities and assets in an improved, more efficient, and cost-effective way. It lets you streamline your facilities management process by organizing all of your reactive and planned maintenance, or any job, in one place in one system.
What are the key Benefits of using Facilities Management Software for Schools?
A properly functioning facility is critical for a school to run effectively and efficiently, and many facilities show signs of decline and underperformance rather quickly without maintenance. Schools are full of moving parts, and finding the best way to manage it all is to leverage facilities management (FM) software. Finally, FM software makes complying with state and local regulations easier, as many solutions have built-in compliance management functions.
Can Facilities Management Software Integrate with Existing Systems Used by Schools?
Many facility management software solutions can integrate with systems already in place at schools.
For example, if your school already uses accounting software, you can often get facility management software that can be customized to work with your accounting software package.
A facility management software might also be able to be integrated into a building automation system, which allows for seamless integration, allowing for real-time transmissions of data. The idea is to make systems talk to each other and streamline processes to eliminate redundancy and improve a school's efficiency and productivity.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Simplify All Your School Facility Management & Maintenance Activities With Xenia
When it comes to school facility management activities, Xenia unifies daily operations, maintenance management and quality assurance to help ensure that everyone's on the same page.
Our customers love Xenia's robust use cases including:
Achieve Operational Excellence With The Best Online Facilities Management Software For Schools
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Build Inspections, SOPs and Logs Within Minutes!
Take the lead on your church facility management activities by creating detaild templates with unlimited steps and diverse reponse times.
📆 Plan Ahead With Scheduled & Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Dedicated Mobile App
Download and install Xenia's official iOS and Android app on your smartphone to centralized your on-site facility management activities.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders Management
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
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