9 Best & Free Maintenance Programs For Facility Managers In 2024

Best & Free Maintenance Programs For Facility Managers In 2024

Before we delve into different aspects of maintenance that conform the practical side of things, let's take a quick look at some of of the best and, of course, free maintenance programs. Doing so will give you a better idea of the use cases associated with each tool, and how they can help you to scale your business better.

1. Xenia | Overall No. 1 Free Facility Maintenance Program

Xenia is a top-notch free facility management software available in the market today.

The software offers an intuitive application that can be accessed on both computers and from your phone (iOS & Android). Each module of this app is user friendly allowing this software to be utilized by all experience levels. 

From Inspecting a building, managing audits, facilitating toolbox talks, overseeing SDS (Safety Data Sheets) management, performing detailed asset tracking to scheduling preventive maintenance, Xenia handles it all. 

In current-day businesses, keeping health and safety at the forefront, especially when it comes to employees is necessary. The profitability of a company is heavily reliant on the well-being of the people working there. By addressing the basic needs of employees, a business sets in motion an environment for maximum operational productivity and sustained growth.

Key Features

• ‍Work Orders: Users can create, assign, and track work orders seamlessly across multiple teams – all accessible from a centralized dashboard.

No more need to delegate work through a paper trail, calls or emails.

Real-time notifications and updates ensure that whenever managers create and assign a work order for any location, the concerned users stay informed of the status of the work order without having to send request after request for an update.

• ‍Scheduled Work: Xenia allows users to create schedules, assign staff, and track Preventive Maintenance schedules organization-wide.

This might seem like a feature best suited for only maintenance teams, but the benefits spread literally across the organization. Keeping equipment in tip-top shape all the time reduces injuries in the workplace. This link goes back to safety systems.

• ‍Inspections & Audits: Audits and inspections are a major part of safety compliance, and Xenia does a good job of addressing this need. Users can complete inspections from mobile devices, have an end-to-end audit trail for accountability, and get company-branded reports delivered right to their inboxes.

Being able to take pictures, write notes, and flag corrective actions on inspections is a major plus, especially when dealing with OSHA compliance.

• ‍Corrective Actions: Enhances the power of the inspections or audits by facilitating immediate task creation from failed steps, easy tracking of corrective actions in the Dashboard, and timely resolution of pending work.

Smart Logic Automation further strengthens the Corrective and Preventive Action (CAPA) process and ensures more confidence in the system by offering a user experience designed system.

• ‍Asset Management: Keep records of every single asset, down to sub-assets.

With each asset, users can associate any relevant information, such as serial numbers, purchase dates, manuals, etc. so that if an asset needs to be referred to, it can be done at the click of a button. By scanning a QR code, users can see the history of an asset within seconds, providing quicker access to the asset and minimizing downtime, thus enhancing efficiency.

Pricing 

• Free Forever: Starting at $0 for up to five users, with access to all the basic features.
• Starter: $99 per month for fifteen users, with access to core features.
• Premium (Best Value): $199 per month for fifteen users with unlimited access to core and advanced features.
• Custom: Do you need anything exclusive to your organization?

Book a free demo today!

2. MaintenanceCare

Ideal for healthcare, hospitality, and many other sectors, Maintenance Care is a CMMS (Computerized Maintenance Management System) another best and free maintenance program that offers unrivaled usability.

Its user-friendly design and intuitive interface mean that users require no special training and can effectively navigate the software easily. In addition to this, Maintenance Care offers exceptional customer support.

This, coupled with its feature-rich and specifically designed interface accommodates various facility management initiatives.

Key Features 

• Preventive maintenance management enables routine maintenance to avert breakdowns and extend equipment life. 
• Work order management simplifies the process of creating, assigning, and tracking work orders for maintenance activities. 
• Asset monitoring allows clients to keep track of the status and location of assets in their facilities. 
• Parts and inventory management allows for the efficient administration of spare parts and supplies, decreasing downtime. 
• Document storage enables users to conveniently organize and retrieve important documents, instructions, and processes.
• Reporting and analytics solutions provide insights into maintenance performance and asset health, allowing for data-driven decision-making.

Pricing 

• Free Edition 
• Enterprise Edition -$200/month
• WorkOrder Edition -$100/month 

3. ARC Facilities

Next on our list of best and free maintenance programs is ARC Facilities. ARC Facilities sets itself apart as one of the top companies in the industry through its ability to cater to a wide range of market segments. Some of these include schools, colleges and universities, healthcare and hospitals, government buildings, office buildings, and many more.

Two integral aspects of this leading free facility management software provider are the quick setup process with no contract involved and top-of-the-line customer support. 

Moreover, The software with the secure database can be customized to your specific needs.

Key Features

• Facility and equipment maps provide users with a visual representation of their facilities and assets, allowing them to navigate and allocate resources more effectively. 
• Floor and emergency plans offer detailed building layouts, enabling more efficient catastrophe response and evacuation. 
• Preventive maintenance management enables firms to plan and track maintenance activities ahead of time, reducing the likelihood of unexpected breakdowns. 
• Mobile access enables users to manage facility and maintenance tasks remotely, increasing flexibility and responsiveness. 
• Contact management simplifies communication by centralizing contact information for stakeholders, vendors, and service providers. 
• Data import and export features enable users to transfer data between ARC facilities and external sources while maintaining data integrity and accessibility.
  Data visualization technologies give insights into facility performance and maintenance patterns, allowing for more informed decisions and resource efficiency.

Pricing 

• For paid version contact the vendor

4. ServiceChannel

ServiceChannel Service Automation is an integrated suite of web- and mobile-based solutions that automates the entire process of facilities management.

Whether you need help sourcing qualified contractors, getting new assets into a CMMS, or benchmarking how your locations are performing against their peers, ServiceChannel has the technology and analytics you need to more effectively manage your business.

Backed by this unprecedented facilities management platform, several experienced professionals apply best practices to help them identify savings, reduce spending, and gain efficiencies across entire maintenance operations.

ServiceChannel recognizes the value of tracking data and performs analytics from the service suite to evaluate quality across all trades, locations, and contractors.

ServiceChannel maintains that informed decisions and instigating improvements within maintenance operations are produced when customers can view provider performance and service quality data.

Key Features 

• ServiceChannel's work order software makes it easy to create, assign, and track work orders for maintenance jobs, ensuring that issues are resolved on time. 
• The system provides asset management capability, which allows customers to track and manage asset maintenance across many facilities. 
• Offer the scheduling and control of preventative maintenance jobs, allowing you to handle possible issues and reduce downtime. 
• This facility management software allows facilities managers to efficiently manage parts and supplies inventories, assuring availability for maintenance jobs. 
• The platform delivers information on provider performance, allowing facility managers to evaluate the level of service given by contractors and suppliers.

Pricing 

• For the paid version contact the vendor 

5. FMX

FMX is a leading provider of configurable maintenance and facilities management Software, with the tools necessary to ensure accurate and robust asset management in supporting all processes within the organization including maximizing data integrity, maximizing employee effectiveness, and minimizing operating costs for your facility. 

This one of the best and free maintenance programs enables organizations to better manage their maintenance operations and personnel by combining robust Work Orders, preventive maintenance scheduling, asset management, and inventory controls into a single, easy-to-use system.

One more important feature of FMX is its accessibility, it can be accessed on any web browser, even on mobile devices. It also gives you unlimited requesting users at no extra cost, meaning you can always involve or keep your employees or all the people who need to be in the loop of what is going on with maintenance or facility.

Key Features 

• FMX makes it easier to manage equipment maintenance chores, ensuring that assets are in good working order and reducing downtime.
• Preventive maintenance tasks may be scheduled and tracked using the program, allowing companies to handle any issues before they worsen.
• The software offers powerful reporting and analytics capabilities, enabling customers to obtain insights into maintenance performance and make data-driven choices.
• This best and free maintenance program allows businesses to successfully plan and prioritize capital projects, ensuring that resources are allocated optimally.
• FMX contains capabilities for monitoring components inventory, which ensures that essential supplies are accessible for maintenance tasks.
• FMX automates task assignment procedures to ensure that work orders are assigned to the relevant people efficiently.

Pricing 

• For paid version info, please contact vendor

6. eSpace

eSpace is a facility management software package that is created for institutions such as churches and schools. 

Tailored with precision, eSpace is built and designed for simplicity and can be used for all functionalities.

The program's been built to be very user-friendly, with navigation that makes sense and is accessible to all levels of users. It’s an excellent tool for any organization wanting a quick and easy solution that performs all the required functions for managing facilities and events.

eSpace’s functionality is boosted by a series of advanced features, all aimed at improving efficiency and productivity. This includes event scheduling, work order management, and preventative maintenance, all saving time and resources.

Key Features

• eSpace guarantees that facilities are always in top shape by managing repair orders and scheduling preventative maintenance tasks. 
• Users may manage maintenance operations, monitor equipment health, and produce informative reports to help them make more educated decisions.
• eSpace streamlines the process of creating, allocating, and tracking work orders. 
• provides full facility management features, allowing customers to manage all elements of their facilities easily. 
• eSpace's asset monitoring technology allows users to easily monitor the status and placement of assets throughout their lifespan.

Pricing 

• Deluxe (Event schedule)-$50
• Premium-$100
• Ultimate-$150
• Deluxe(Work order management)-$50

6. Fiix CMMS

Fiix is one of the top maintenance software choices for a computerized maintenance management system (CMMS), providing comprehensive tools that streamline work order submission, tracking, and analysis through an intuitive work request portal.

With Fiix you can manage work orders with ease, Fiix allows you to make detailed to-do lists, you can set standard operating procedures (SOPs), and due dates and you can add attachments e.g. photos. it also gives you multiple pre-built report templates to give you a range of reports to choose from. 

Managers have the choice to build custom reports, some reports include completion rates, repair times, total costs, follow-up tasks, and failed inspections, and then through AI capability analyze the reports in detail and notify you of any anomalies to improve operational efficiencies.

Fiix’s greatest strength is a free plan that offers the ability to track unlimited work order requests, inventory parts, assets, and task lists as well as schedule up to 25 active preventive maintenance requests. Of all the CMMS systems we reviewed, Fiix was the only one that offered a free product with these features.

Key Features 

• Routine maintenance procedures may be seamlessly planned and scheduled based on predefined intervals or specified triggers, allowing for proactive maintenance management. 
• Log the length, reason, and impact of downtime for building assets such as HVAC systems and elevators. This tool assists in recognizing reoccurring problems and arranging preventive maintenance to avoid possible breakdowns. 
• Use a simple analytics dashboard to track critical parameters like equipment failure rates, time to repair, total downtime, work order completion rates, and preventive maintenance compliance, allowing for data-driven decision-making and performance improvement.

Pricing 

• Contact Vendor

8. ManWinWin

ManWinWin CMMS is one of the best maintenance management software on the market and for good reason. Its user-friendly platform only makes maintenance management easier. 

It comes with a vast array of features that allow you to generate, distribute and track work orders, and manage all aspects of maintenance repair.

A key highlight of the ManWinWin Suite is the ability to prioritize work orders based on the criticality and urgency of maintenance tasks, enabling managers to optimally allocate resources and resolve urgent and important tasks immediately. 

Additionally, the tool enables users to easily create their dashboards with key maintenance performance indicators such as the average time between failures, average time to repair, total downtime, work order completion rate, and preventive maintenance compliance.

Key Features 

• Utilize the power of an AI assistant to get real-time alerts for possible difficulties, gain insights into equipment performance and historical data, and benefit from predictive projections regarding resource requirements and future failures. 
• Streamline approval procedures by digitally signing maintenance papers, which allows stakeholders to approve work orders, service contracts, material requisitions, and other critical activities more efficiently and securely. 
• Effectively monitor and control the expenses of maintenance operations, such as labor, materials, and external services, while maintaining openness and responsibility in spending management.

Pricing 

• Contact Vendor

9. WatchWire

Our next best maintenance software solution, WatchWire focuses on energy and sustainability management as an offering within the domain of facility management. 

Designed to target organizations who are striving to contain energy costs and contribute towards carbon reduction campaigns, WatchWire offers comprehensive solutions to address this important aspect of facility operation.

In short, at its core, WatchWire is an analytics tool crafted specifically for managing utility budgets and consumption. With this tool, customers can gain deep insights into their consumption patterns and identify opportunities for optimization. By leveraging advanced analytics tools, customers can effectively monitor and analyze usage trends, identify inefficiencies in these trends, and develop targeted strategies to not only optimize energy but to drive down costs.

In addition, WatchWire provides excellent sustainability reporting. Customers can track and report their environmental performance metrics with pinpoint accuracy as well as transparency. Customers can generate reports, which are customized to their specific requirements, that demonstrate their activities in decreasing their greenhouse gas emissions, conserving resources, and promoting sustainability.

Key Features 

• Gain a thorough understanding of energy consumption trends, uncover inefficiencies, and apply targeted measures to optimize energy usage and decrease expenses. 
• Create configurable reports that emphasize environmental performance measures such as greenhouse gas emissions, resource conservation efforts, and adherence to sustainable practices, allowing for more transparent communication about sustainability activities.
•   Efficient utility bill management capabilities make it easier to manage utility bills, analyze expenses, and uncover cost-cutting options.

Pricing 

• Contact Vendor

What Are Free Maintenance Facility Programs?

Facility management (FM) software allows organizations to take complete control of their entire maintenance and repair program through a web-based dashboard. This type of software assists businesses to save time and money by effectively managing their buildings, assets, and occupants. 

A solid facility management platform allows multi-site facility managers to complete numerous functions regarding ongoing repair and maintenance, including asset management, commercial contractor sourcing & and compliance, work order fulfillment, and data analytics.

With the right tools, FM teams can properly track space utilization, perform an actionable spend analysis over a duration of time, ensure compliance, track energy consumption trends, and reduce costs, all the while encouraging communications between service providers and internal stakeholders.

When it comes to accessibility, free maintenance programs are designed for all industries, which meet businesses’ demands of all sizes and trades. Consequently, with the help of such programs, companies could make their resources more efficient and concentrate more on their real operations while maintenance ones are taken care of by professionals.

A recent study from the Plant Services maintenance benchmarking program found that firms that invest in proactive maintenance strategies can reduce downtime on their equipment by as much as 85%. This type of preemptive maintenance strengthens working speed and asset equilibrium in general, along with peace of mind concerning employee safety.

Moreover, these types of programs often come with other beneficial elements aside from their cost-saving measures. The providers may also offer value-added services including technical support, training and tutorials, or access to specialized tools and resources. All this comprehensive support will enable the business to maximize its investments and stay competitive in its industry.

Benefits of Free Maintenance Programs

Cost Saving

One of the greatest advantages of free maintenance programs is the reduction of maintenance costs.

For instance, they can invest in new technologies, recruit more staff, or promote marketing activities. This can eventually lead companies to increase their profits and maintain sustainability in the market.

Budget Predictability

Free maintenance programs enable organizations for predictable maintenance spend. Traditional maintenance arrangements sometimes lead to fluctuating costs, as the frequency and range of services required can change.

But with these programs, the costs are constant, giving companies peace of mind. This predictability lets owners budget better and allocate funds more confidently, as they know that the costs of equipment upkeep are already handled.

Improved Dependability

Routine maintenance is conducted through free maintenance programs and can greatly increase the dependability and longevity of machinery.

By properly servicing and maintaining assets, organizations can mitigate the risk of sudden equipment failure and unplanned downtime – saving the bottom line. This increased dependability not only enhances productivity but also improves customer satisfaction by reducing service interruptions.

Enhanced Adherence

Many free maintenance programs provide adherence verifications and upgrades on their list of service offerings.

This can be especially helpful for organizations that work under regulated environments or abide by certain industry standards. Moreover, staying adhered to different standards can help organizations stay competitive, since it ensures that goals are being met according to some type of standard etc.

Wrapping it Up 

Facility management software is a critical component of business operations in the modern world and is vital to the maintenance of efficiency, safety, and operating function of facilities and assets. 

The National Safety Council's study shows that reducing workplace injuries can lead to a decrease of up to 40% in costs. On that note, Xenia is the top-notch choice for enterprise-level Facility Management Software, with countless module selections that cater to the wide variety of needs that Facility Managers have.

With services ranging from Preventive Maintenance Scheduling to Asset Tracking, and Compliance Management, Xenia offers process streamlining for your organization.

Since you might be skeptical giving it a shot, feel free to Book a Demo today to get a full walkthrough of how our facility maintenance solutions can help your facility with 24/7 up-keep, maintenance & audits, and pretty much everything else!