19 Best School Facilities Management Software In 2025

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!

19 Best Facilities Management Software For Schools In 2025

1. Xenia - Top Rated Facilities Management Tool For Schools

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.

Xenia's 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.

Xenia 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?

Book a free demo today!

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.

Maintenance Connection's 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.

ArcGIS's 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.

ManagerPlus 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.

MPulse's 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.

TheHouseMonk's Key Features:

• Accounting
• Tickets
• Communication

Pricing:

• Pricing: Core, Ops, and Circle product starting at $150/month each.
  

7. Elara

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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. 

Elara's Key Features:

• Web-app for mobile, tablet and computer
• Task management
• QR codes

Pricing:

• Pricing: Starter begins at €399/site/month.
  

8. QuickFMS

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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.

QuickFMS's 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.

Steer's 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.

BuildingLink's 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.

TruAssest's Key Features:

• Work order management
• Reporting
• Integrations
• Parts management

Pricing:

• Pricing: Not listed.

12. 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.

IBM Maximo's 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

13. 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.

Procore's 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 

14. 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

Corrigo's 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

15. 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.

Oracle Primavera 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

16. 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.

TOPdesk's 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

17. Hippo CMMS

Hippo CMMS is not just another maintenance software solution, but a game-changing platform that will take your facilities management operations to a whole new level. 

The platform comes with an easy interface . But that’s not all, beyond its accessibility, the software is a powerhouse when it comes to functionality. It is particularly skilled in simplifying complex maintenance processes, from scheduling preventive tasks to keeping track of assets. 

Maintenance managers can transform spreadsheets and manual tracking systems as the software centralizes maintenance data. This not only magnifies their efficiency but also decreases their chances of making mistakes and overlooking something since there isn’t anything that slips passed the system - allowing them to rest easy knowing no task is too minute to be forgotten.

Hippo CMMS's Key Features 

• Preventive Maintenance: Easily create, assign, and track maintenance tasks for your assets. 
• Work Order Management: Streamline work request submissions, and automatically assign work orders and tasks. Update maintenance technicians with all the information they need to get the job done on the work order. 
• Equipment Management: Keep track of all your assets, including equipment details, maintenance history, and service schedules. Keep track of all your equipment PM tasks and parts inventory.
• Calendar Dashboard: The Dashboard calendars allow you to view monthly or daily maintenance schedules and workload efficiency or gaps in your schedule.
• Mobile App: With the app, you can create and edit work orders, assign work orders, and track real-time reports. With the app, you will also receive push notifications for work orders. 
• Interactive Floor Plans: Use interactive floor plans to locate assets and improve the spatial organization of specific assets.
• KPI Dashboard: Monitor maintenance effectiveness by viewing important Key Performance Indicators. Maybe it is a reactive maintenance project indicator or detailed time spent on preventive maintenance for the plant.

Pricing

• Contact Vendor

18. Bluefolder

The next best facility management software for schools, BlueFolder streamlines school maintenance operations.

The work order tracking management system allows maintenance teams to easily create, assign, and track work orders, promoting better coordination between team members. Maintenance managers can get status updates for any maintenance tasks, making sure they are completed on time and that the best resource is being used.

Additionally, BlueFolder is robust when it comes to equipment/asset management. BlueFolder provides maintenance teams with the ability to effectively monitor and maintain all of your most important assets. 

Whether it’s HVAC systems in the schools or the machinery in the industrial facilities, BlueFolder allows you to track the health and performance of all of your critical assets. This approach lets manager to proactively respond to potential maintenance issues before they become much bigger problems.

BlueFolder Key Features 

• Create, assign, and track work orders with ease to streamline your maintenance operations. 
• Monitor the health and performance of your assets to prevent downtime and costly repairs and prolong the lifespan of your assets. 
• Efficiently allocate resources, track execution, and prioritize tasks for optimal efficiency with intelligent planning tools. 
• Simplify invoicing and contract management processes with one single platform and get accurate and efficient billing processes. 
• Stay connected with the mobile app and get real-time updates and task management on the go.
• Generate comprehensive reports to gain insights into your maintenance performance, identify trends and improvement areas, make better-informed decisions, and keep track of your KPIs.

Pricing 

• Pro: $139 
• Pro Plus:$179 
• Enterprise:$325 

19. LandPort

Landport is another premier Facilities Management software offering the best value proposition in the industry.

The tool offers a powerful maintenance, work order, preventive maintenance, and asset management system, enabling all members of the administrative team, faculty, janitorial, maintenance, technicians, and grounds-keeping workers to more efficiently work together in the effort to maintain their campus.

Being able to easily and instantly create, assign, and track work orders is critical to efficient maintenance operations. Whether a midnight faucet repair or a thorough quarterly HVAC inspection Landport allows work orders to be created and quickly distributed so facility management departments can quickly and efficiently address and correct issues that may disrupt daily operations.

One of Landport’s strengths is in preventive maintenance, which allows educational facilities to find a problem before it becomes costly. The ease of use and scheduling of routine maintenance such as equipment inspections, and filter replacements, will help the school keep the facilities and the equipment running at peak efficiency and extend the life of the facilities and equipment.

Landport's Key Features 

• Create, assign, track, and report on service requests with the industry’s most seamless facilities maintenance software.
•  Optimize the life cycle of your assets, control maintenance costs, and improve labor utilization with real-time visibility into all of your maintenance activities.
• Effectively plan for preventive maintenance (PM) and keep up your equipment to help extend its life and avoid costly, unexpected breakdowns.
• Get real-time updates on maintenance requests and easily prioritize them for your team based on the information you receive.
•  Create and process maintenance orders with step-by-step processes tied together with deep visibility and traceability.
• Gain access to complete and transparent reports around your maintenance, helping ensure regular compliance and giving you deep insights into your team’s efficiency.
• Combine all of your maintenance details into one dashboard for increased visibility into all facets of maintenance work that is performed at your properties.
• Monitor visitors' activity to enhance security and safety measures within the institution.

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.

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.

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.

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