Not too long ago, safety measures were little more than a cautionary flyer passed around once a month at team meetings, or some other equally difficult to measure assessment.
Thankfully there have been some massive strides in the way we approach protecting the wellbeing of your employees.
In this era of advanced technology and heightened awareness, we take a trip into the realm of safety management system software, exploring the very best solutions tailored to ensure the holistic well-being of workers.
Today we are going to unveil the top picks, each thoughtfully designed to elevate safety standards and foster a secure environment for workers in 2024 and beyond.
What To Look for in Facilities Management Software for Schools?
When staring down the features page of a dozen different applications, it’s hard to make sense of it all, especially if this is your first foray into safety management systems. For simplicity’s sake, let’s highlight a few key areas that you should use as a baseline when evaluating safety software.
- Cost: The most obvious, and oftentimes most important factor, when it comes to evaluating a solution. If you can’t afford it, who cares how good it is?
- Maintenance Tracking: How does this tool help me transform my current paper-based, time-consuming processes?
- Resource Allocation: Seems a little obvious, right? With the number of rules, regulations and certifications necessary to conduct business these days it’s no surprise that one of the best things you can do for your business is automate your compliance. Don’t get caught missing a critical audit or inspection that can cause you to rack up hundreds, or even thousands in fines and lost wages from stoppages.
- Compliance & Regulations: Closely related to safety & compliance, making sure you have your SDS, company policies, and other important documents easily accessible will be a huge benefit and should be highly valued.
- Communication & Collaboration: Don’t become your insurance company’s best customer. Make sure all the proper measures have been taken to ensure you’re not making unforced errors - even better if there’s a tool that can give you a heads up before that happens.
- UX/UI: Finally, there’s the user experience (UX), or user interface (UI). Sometimes they are referred to together as UX/UI, but the easiest way of looking at it is this: do you enjoy using the software? Is it easy to figure out how to perform a certain task without having to read through the manual? If you answered yes to both of these questions, then you can comfortably say that the UX/UI is satisfactory.
Now that we’ve familiarized ourselves with a few metrics by which we can evaluate the different safety management tools, let’s start looking at our options!
11 Best Facilities Management Software For Schools In 2024
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1. Xenia - Overall No. 1 Facilities Management Online Tool For Schools
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Xenia is our pick for no. 1 safety management system software available today. With an intuitive application on desktop and mobile (available on both Android and Apple products), there’s no shortage of jobs you can handle in Xenia.
From inspections to audits, toolbox talks to SDS management, all the way to detailed asset tracking and preventive maintenance scheduling, Xenia has a way of making it easier than ever before.
Businesses can no longer afford to let health and safety (especially on behalf of their employees) take a backseat to more attractive profit-centers.
At the end of the day, your company isn’t making money if your staff are hurt, injured, or demoralized from the lack of care they feel is being provided. Take care of their basic needs and nothing can get in your way of leveling up your operations.
Key Features:
- Work Orders: Tracking work has never been simpler. You can create, assign and manage work orders across any number of teams all from the same dashboard. With real-time notifications and updates you are always in the know, without having to ask. When you’re all done, review and analyze the results and share them with the team via a combination of PDF, CSV, or URL exporting.
- Preventive Maintenance: Schedule, assign, and manage comprehensive maintenance schedules across your entire organization. Some might consider this more relevant to maintenance teams, but guess what? If equipment is in less-than-operable condition, the chances of an on-the-job injury becomes exponentially higher.
- Inspections: Audits and inspections go hand-in-hand with safety compliance, and Xenia has an answer for that too. Perform inspections on mobile, view an end-to-end audit log for accountability, and get a company-branded report sent right to your inbox. With the ability to take pictures, add notes, and create corrective actions immediately during an inspection, this is one feature you can’t miss when evaluating OSHA software.
- Corrective Actions: Make inspections and audits more effective with instant tasks created from a failed step. Then, quickly and easily view those corrective actions on your dashboard so you can track the status of the pending work. Combined with the smart logic automations, you can trust that there is no weak link in your CAPA process.
- Asset Management: Any asset (and sub-asset!) you’d like to keep a record of can be done within Xenia. Serial numbers, purchase dates, manuals, and just about anything else you can think of can be neatly associated with each asset so you’re never fumbling around trying to find the parts list for a repair. Even better is the ability to add QR codes to each object - that way, you can quickly scan the code to pull up the asset and its history in seconds.
Get started for free here.
Pricing:
- Free Forever: 14 day trial for up to 5 users
- Starter: $99 / month for 15 users
- Premium (Best Value): $199 / month for 15 users
- Custom: Need something tailored 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. Maintenance Connection
Accruent's Maintenance Connection is a prime choice for very large districts looking for facilities management software for schools.
Founded back in 1999, this multi-site solution helps maintenance teams make the leap from reactive to preventive maintenance.
With exposure to a wide variety of industries, you can be assured that Maintenance Connection has what you’re looking for, as long as you can stomach the price tag.
Key Features:
- Automated notifications
- Compliance and audits
- Equipment management
- Work Orders
Pricing:
- Pricing: Starts at $110/user/month.
3. ArcGIS
ArcGIS is a certified classic, created back in 1999.
The location-based analytics gives facility managers a different approach towards managing their operations when compared to other names on this list, but it would be a mistake to leave them out.
Map out facilities and buildings, then monitor their status in real-time. The price tag is nothing to sneeze at but you’d be hard pressed to find the same level of functionality elsewhere.
Key Features:
- Content management
- Geocoding
- Routing
Pricing:
- Pricing: Base package starts at $550/yr - numerous add-ons and role-specific licenses available at additional cost.
4. ManagerPlus by eptura
When it comes to school maintenance software on a large enterprise level, ManagerPlus is one you have to check out.
Maintenance schedules and inventory tracking help you get jobs done on time and without headache.
One of the cool features they have include offline access, so you can complete work even when you don’t have a signal to your mobile device.
Unfortunately pricing isn’t publically available, so you’ll have to reach out in order to get a quote.
Key Features:
- Asset management
- Purchase orders
- Barcoding
Pricing:
- Pricing: Not listed, but annual subscription is priced per-user.
5. MPulse
MPulse is a lesser known name in the space, but should be considered when evaluating facilities management software for schools.
With a nifty ROI calculator on their website you can even get a better look into whether or not this is an economical option for your business.
They break out the different pricing tiers by role and responsibilities - with professional suggested for maintenance managers, if you want the best suite of tools for an entire organization you might need to look up the enterprise tier.
Key Features:
- Asset management
- Work order management
- Preventive maintenance
Pricing:
- Pricing: Contact MPulse for more information.
6. TheHouseMonk
Out of all school maintenance software I’ve reviewed in my time, TheHouseMonk wins the funniest logo hands-down.
Part of the “Monk suite” of tools, TheHouseMonk is centered around rental property and building managers. However, given the features listed on their site, there isn’t any reason it can’t be adapted to fit a school as well.
Key Features:
- Accounting
- Tickets
- Communication
Pricing:
- Pricing: Core, Ops, and Circle product starting at $150/month each.
7. Elara
Elara, the modern maintenance software designed to streamline your maintenance processes, maximize equipment availability, and simplify your team's workload.
Elara's user-friendly interface, optimized for tablets and smartphones, replaces pen and paper chaos, making it easy for production and maintenance employees to stay organized.
Our expert team guarantees a seamless implementation and successful roll-out, providing a dependable solution for your maintenance needs.
Key Features:
- Web-app for mobile, tablet and computer
- Task management
- QR codes
Pricing:
- Pricing: Starter begins at €399/site/month.
8. QuickFMS
QuickFMS is a cloud-based facility management software platform for managing your Office Space, Assets, Property leases, Conference rooms and Checklists.
It's a one-stop destination for organizing, structuring and running your business and infrastructure for maximizing your company's efficiency and performance.
Suitable for companies with 1000+ employees, we ensure an all-around result for your company by helping you achieve a smoother operation and happier employees.
Key Features:
- Cloud software
- Mobile apps
- Label and tag printing
- Integrations
- 18 supported languages
Pricing:
- Pricing: Starting at $999/month.
9. Steer
Be more productive, in control, & profitable with Steer.
Steer takes a holistic approach to construction management by syncing various aspects of projects, stakeholders, & systems. W/ Steer, you will gain unbeatable visibility of your projects anytime, anywhere, & on any device.
Modules include Resource Management, Workflow, & Quality, Safety, & Risk.
Steer was created by the same team behind BlastAsia. Est. in 2001, BlastAsia is one of the largest software engineering companies in the PH.
Key Features:
- Analytics and reporting
- Centralized data warehouse
- Centralized portal
- Workforce monitoring
Pricing
- Pricing: Not listed.
10. BuildingLink
BuildingLink is an industry leading property management technology used by over 5,000 high-rise residential communities globally.
As an industry pioneer and leading innovator, our solutions, service, and people have made us one of the most recognized and respected technology providers among property managers and staff, condo/coop boards, and landlords.
Our roadmap is packed with new and exciting initiatives to help buildings run even better.
Key Features:
- Custom mobile apps
- Maintenance
- Localization and language options
- Communications
Pricing
- Pricing: Not listed.
11. TruAsset
TruAsset is CMMS solution for the healthcare industry that helps manage assets, service requests, work orders, and more.
It provides the ability to customize workflow, equipment inventory, administrative protocols, and reporting allowing for streamlined biomedical and healthcare technology operations.
Key Features:
- Work order management
- Reporting
- Integrations
- Parts management
Pricing:
- Pricing: Not listed.
Try Xenia, or Try them All to Find the Right Fit for Your Team.
Finding the right facilities management software for schools is not a simple task.
There’s a lot of reading and researching to be done, and it’s my hope this article will help even just a little on your path to selecting the right tool.
Having an easy-to-access free trial, starting with Xenia is as quick as clicking here. You can also get in touch with our team to schedule a demo here.
Thanks for reading, and good luck with your search - until next time!
Frequently Asked Questions (FAQs)
Why do I need school facilities management software?
You don’t. Just like you don’t need a phone, or a car, or a laptop.
But it makes those things you do every single day so much easier, why wouldn’t you consider investing in a tool like that?
With more and more people entering the workforce, the absolute number of incidents will only go up.
The best way you can combat that is by utilizing the best technology available to help you monitor and manage the safety processes that you’ve spent so much time developing.
What’s wrong with pen and paper based school facility management solutions?
Aside from the fact that you can’t put a value on a human life (or a human arm, or leg, or finger for that matter) there are steep fines associated with safety violations.
To use OSHA as a quick example, a violation categorized as “serious” carries a minimum fine of $15,625.
If your safety management system software helped you avoid that, you can feel justified in spending a couple hundred a month on it.
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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