21 Best Facilities Management Software for Schools for 2025

Co-Founder and Chief Data Scientist

21 Best Facilities Management Software for Schools for 2025 Table of Contents

1. Key Facilities Management Software For Schools Statistics 2. Why Facilities Management Software For Schools Is Important 3. What is the best facilities management Software For schools?

List of Facility Management Software

Key Facilities Management Software For Schools Statistics

Facilities management is an essential aspect of running an educational institution. By keeping infrastructure and grounds in good shape, schools can provide a safe, conducive environment for learning. Furthermore, according to members of the National Forum on Education Statistics, “Adequate and appropriate learning environments are essential to successful teaching and learning, and providing those instructional settings is a significant component of a school district’s core responsibilities."

To ensure the proper management of facilities at schools, school districts today can turn to the use of automation. This means the adoption of tools such as computerized maintenance management systems (CMMS), education ERP and enterprise asset management software (EAM). These tools can help streamline preventive maintenance while ensuring a safe learning environment for teachers and students.

This article lists 20 of the best facilities management software for schools today and includes an overview of each product. Hopefully, this guide can help school superintendents and administrators find the one software for their needs.

Over the years, a few major studies and reports have explored the state of school facilities in the United States. Though not all these studies present recent data, most findings focus on the quality of infrastructure and facilities in public schools, as well as the districts’ expenditures on improving these facilities. The statistics below highlight key data about facilities and facilities management in U.S. schools.

There are around 84,000 public schools in the U.S., representing 100,000 buildings. (2021 Report Card for America’s Infrastructure (Schools))
These buildings are expected to house 56.8 million students by 2026. (2021 Report Card for America’s Infrastructure (Schools))
The average school in the U.S. was built around 1968. (International Well Building Institute)
16% of school districts have not assessed their facilities within the past decade. (U.S. Government Accountability Office)
40% of public schools don’t have a long-term plan for facilities maintenance and operations. (U.S. Government Accountability Office)

Statistics on Current Spending on Public School Districts

According to recent data, current spending for public school facilities has been funded by local districts, state governments, and the federal government. However, local school districts bear most of the burden of capital school construction expenses (77%). The U.S. Census of Governments F-33 Fiscal Survey indicates that such expenditures totaled $501 billion in 2019.

The figures below illustrate more details on current spending on public school facilities.

Elementary and secondary public schools account for the 2nd largest sector of public infrastructure spending, totaling $293 billion in 2018. (International Well Building Institute)
In 36 states, school districts received funding from the state government for school construction or renovation. (U.S. Government Accountability Office, 2020)
On average, public school districts have been spending $110 billion annually on maintenance, operations, and capital construction. (International Well Building Institute)
Utilities make up 22% of school districts’ maintenance and operations costs. (International Well Building Institute)
High-poverty school districts invested 37% less in facilities management compared to low-poverty school districts. (International Well Building Institute).

Facilities Management Challenges Statistics

Despite local districts spending billions of dollars on public school infrastructure each year, reports indicate that these facilities leave much to be desired, which underscores the need for solutions like construction management software for builders and contractors. Aside from aging buildings, many public school buildings need upgrades for features such as roofing, plumbing, and HVAC systems.

According to The School Facilities Maintenance Task Force of the National Center for Education Statistics, “But many facilities problems are not a function of geography or socioeconomic factors but are, instead, related to maintenance staffing levels, training, and management practices." This underscores the school use and adoption of the features of the top workforce management software by education platforms.

Around 54% of public school districts need to update multiple building systems or features in their schools. (U.S. Government Accountability Office, 2020)
41% of districts (about 36,000 schools) need to update or replace heating, ventilation, and air conditioning systems in half their schools. (U.S. Government Accountability Office, 2020)
At least 20% of public school districts have problems with roofing, lighting, and the safety and security of their systems. (International Well Building Institute)
The latest school infrastructure data from the NCES indicates that 24% of overall building conditions in schools were rated as fair or poor. (Alexander & Lewis, 2014)
Outdoor features such as school parking lots, fencing, bus lanes, and drop-off areas were rated fair or poor as well. (Alexander & Lewis, 2014)

Why Facilities Management Software For Schools Is Important

Several studies have also explored the impact of school facilities on student learning, and the results indicate that well-maintained buildings contribute to improved student performance and vice versa. For instance, a 2020 study from the University of Utah found that in Salt Lake City Schools, absences are more common when air quality worsens (University of Utah, 2020).

A literature review from the Harvard Schools for Health also found that factors such as water quality, lighting, and acoustics and noise affect student thinking and student performance (Eitland et al, 2019). The statistics below show how the state of school facilities affect learning experience and progress.

Students’ performance in academic assessments improved by 17% when in above-standard school buildings. (International Well Building Institute)
A study has also found that poor air quality affects math and reading achievement among students. (Marcotte, 2017)
A well-maintained workplace reduces attrition in teachers by as much as 25%. (Laubach, 2021)
Students who had more exposure to natural daylight achieved 26% faster progress in reading and 20% faster progress in math than students who learned in environments with low natural light. (Pennsylvania State University)

Key Features to Look for in School Facilities Management Software

When choosing a facility management software for educational institutions, it's crucial to evaluate its features to ensure it aligns with the specific needs of your school or district. Here are the top features to prioritize:

Preventive Maintenance Scheduling: A robust facility management software should enable schools to schedule regular maintenance proactively, reducing unexpected repairs and minimizing disruptions to learning.
Customizable Workflows: The ability to create and automate workflows tailored to the unique requirements of your facilities management processes ensures efficiency and accuracy in daily operations.
Comprehensive Reporting and Analytics: Access to in-depth reports on maintenance activities, asset performance, and budget allocations provides administrators with data-backed insights for strategic planning.
Inventory and Asset Tracking: Schools often manage a wide array of assets, from HVAC systems and lighting fixtures to IT equipment. Reliable tracking of these assets through the software improves maintenance timeliness while extending equipment lifespan.
User-Friendly Interface: An intuitive design ensures seamless adoption among staff, reducing the learning curve and improving overall productivity.

For schools managing large infrastructure or complex operations, tools like facility management software offer scalable solutions that integrate preventive maintenance, inventory tracking, and real-time monitoring, further enhancing administrative control. Selecting a platform with these key functionalities will help schools improve campus safety, streamline maintenance workflows, and optimize resource utilization, creating a more conducive environment for learning.

Benefits of Facilities Management Software

By using facilities management software, school superintendents and administrators can better plan and monitor maintenance processes. Built like project planning software, these tools also help schools track the age and life cycle of building components and equipment to ensure preventive maintenance occurs when necessary. Facility management software also comes in different types—CMMS, EAM software, computer-aided facility management tools, and integrated with the best school management software systems—so schools can easily find an automation tool that meets their needs. Moreover, some have the features of or integrate with fleet management solutions to thoroughly manage all the transportation requirements of multicampus institutions.

The School Facilities Maintenance Task Force of the National Center for Education Statistics recommends the use of a CMMS or specialized property management software for schools with more than 500,000 square feet of facilities. For such schools, maintenance, scheduling, and asset management become complex enough to require investment in automation tools (U.S. Department of Education).

Below are some figures on the benefits of using facility management solutions like the best CMMS software.

In 2018, 53% of facilities used a CMMS to track maintenance procedures. (Pelliccione, 2021)
80% of CMMS users don’t take full advantage of a CMMS’ features. (Weir)
The reported benefits of using a CMMS include: increased maintenance productivity (28%), reduction in equipment downtime (20%), and savings in lower material costs (19%). (Chan, 2019).

How Can Schools Seamlessly Integrate Facilities Management Software with Existing Systems?

Facilities management software should not operate in isolation. A critical factor to consider is its ability to interconnect with other operational systems, ensuring that data flows fluidly across departments. Schools need to assess integration capabilities, such as support for API-based communication, to automatically synchronize data across platforms and streamline processes. This approach facilitates accurate asset tracking, coordinated scheduling, and improved maintenance planning while also enabling a holistic view of institutional operations. Moreover, connecting with complementary tools like HRIS systems enhances workforce and resource management, ultimately driving both efficiency and better decision-making.

What is the best facilities management Software For schools?

With most of the tools on this list having similar features and capabilities, it can be difficult to pick the right facilities management software for your school. A good rule of thumb to go by is that the best facilities management software for your institution is the one that best meets your operational requirements and maintenance needs.

What’s great is that most of the software on this list provide features to streamline common FM processes like work order management, preventive and predictive maintenance, and task scheduling. These platforms also offer robust reporting and analytics capabilities so you can easily record and track information such as maintenance history, equipment downtimes, and work order completion rates. All these features ensure that school district superintendents and administrators get real-time visibility on the status and condition of school infrastructure and grounds.

The needs of academic institutions to track and monitor assets have tremendously outgrown the basic features of school accounting software. Anyone who’s looking closely will see that the complexities of running them has parallelled the developments in many large corporations and governments everywhere.

In many U.S. school institutions, they also have to deal with rogue students and private citizens who are armed to the teeth, necessitating the installation of the best emergency management software.

If you’re looking for more software to improve school operations, you can check out our guide to the 20 best student information systems.

Key Insights

Importance of Facilities Management: Effective facilities management is crucial for providing a safe and conducive learning environment. Properly maintained infrastructure enhances the educational experience and supports successful teaching and learning.
Role of Automation: Automation tools like CMMS, education ERP, and EAM software are essential for streamlining preventive maintenance and ensuring the safety of school facilities. These tools help in scheduling, tracking, and managing maintenance tasks efficiently.
Current State of School Facilities: Many public schools in the U.S. have aging infrastructure, with the average school building being over 50 years old. A significant percentage of schools need updates to critical systems like HVAC, roofing, and plumbing.
Financial Investment: Public school districts in the U.S. spend substantial amounts on maintenance and operations, with local districts bearing most of the financial burden. However, high-poverty districts invest significantly less in facilities management compared to low-poverty districts.
Impact on Student Performance: Well-maintained school facilities contribute to better student performance. Factors like air quality, lighting, and overall building conditions can significantly affect student achievement and teacher retention.
Benefits of Facilities Management Software: These tools help school administrators plan and monitor maintenance processes, track the age and life cycle of building components, and ensure preventive maintenance is conducted timely. They also offer reporting and analytics capabilities for better decision-making.

FAQ

Why is facilities management important for schools? Facilities management is important for schools because it ensures that the infrastructure and grounds are maintained in good condition, providing a safe and conducive environment for learning. Proper maintenance supports successful teaching and learning by creating adequate and appropriate instructional settings.
What are the key features of facilities management software for schools? Key features of facilities management software for schools include work order management, preventive and predictive maintenance scheduling, asset and equipment tracking, reporting and analytics, mobile access, and integration with other systems such as ERP and fleet management solutions.
How does automation benefit school facilities management? Automation benefits school facilities management by streamlining maintenance processes, reducing manual tasks, and improving efficiency. Tools like CMMS and EAM software help schedule and track maintenance tasks, manage assets, and ensure timely preventive maintenance, ultimately enhancing the safety and functionality of school facilities.
What is the current state of school facilities in the U.S.? Many public schools in the U.S. have aging infrastructure, with the average school building being over 50 years old. A significant percentage of schools need updates to critical systems like HVAC, roofing, and plumbing. Additionally, many school districts lack long-term plans for facilities maintenance and operations.
How does the condition of school facilities impact student performance? The condition of school facilities can significantly impact student performance. Well-maintained buildings contribute to improved academic achievement, better air quality, and reduced absenteeism. Studies have shown that factors like natural daylight, air quality, and overall building conditions can positively affect student learning and teacher retention.
What are the financial challenges faced by school districts in facilities management? School districts face financial challenges in facilities management due to the high costs of maintenance, operations, and capital construction. Local districts bear most of the financial burden, and high-poverty districts invest significantly less in facilities management compared to low-poverty districts. This disparity can lead to inadequate maintenance and deteriorating infrastructure in underfunded schools.
What should schools look for when choosing facilities management software? Schools should look for facilities management software that meets their operational requirements and maintenance needs. Key considerations include ease of use, scalability, integration capabilities, robust reporting and analytics, mobile access, and features like work order management, preventive maintenance scheduling, and asset tracking.
How does facilities management software support preventive maintenance? Facilities management software supports preventive maintenance by automating the scheduling and tracking of maintenance tasks. It helps ensure that maintenance activities are conducted regularly and timely, preventing equipment failure and extending the lifespan of assets. The software also provides visibility into maintenance history and upcoming tasks.
What are the benefits of using a CMMS in schools? Using a CMMS in schools offers several benefits, including increased maintenance productivity, reduction in equipment downtime, and savings in material costs. A CMMS helps streamline maintenance workflows, improve response times, and provide real-time data on maintenance activities, contributing to more efficient facilities management.
Can facilities management software improve safety in schools? Yes, facilities management software can improve safety in schools by ensuring that maintenance tasks are conducted regularly and that critical systems like HVAC, plumbing, and lighting are functioning properly. The software also helps track and manage safety inspections, ensuring compliance with safety standards and regulations.

References:

2021 Report Card for America’s Infrastructure (Schools). (2021, March 25). ASCE
Alexander, D., & Lewis, L. (2014). Condition of America’s public school facilities: 2012-13: First look (2014022). NCES
Bagadia, K. (n.d.). 10 keys to successful CMMS implementation. Reliable Plant.
Chan, R. (2019, May 23). 35 of the most interesting statistics about maintenance and facility management. Upkeep
Eitland, E., Klingensmith, L., MacNaughton, P., Laurent, J. C., Spengler, J., Bernstein, A., & Allen, J. G. (2019). Schools for health: Foundations for student success. Harvard University
International Well Building Institute. (2021). State of our schools report 2021. IWBI
Marcotte, D. E. (2017). Something in the air? Air quality and children’s educational outcomes. Economics of Education Review, 56, 141-151. https://doi.org/10.1016/j.econedurev.2016.12.003
Pelliccione, A. (2021, April 18). Plant engineering 2018 maintenance study. Plant Engineering
Pennsylvania State University. (n.d.). The importance of school facilities in improving student outcomes. Penn State
Laubach, S. (2021, February 18). School facilities management: Action items to improve your facility. FMX
U.S. Government Accountability Office. (2020, June 4). K-12 education: School districts frequently identified multiple building systems needing updates or replacement. U.S. Government Accountability Office
University of Utah. (2020, October 9). School absences correlate to impaired air quality: Even mildly elevated air pollution associated with increase in absences in Salt Lake City. ScienceDaily
U.S. Department of Education, National Center for Education Statistics, National Forum on Education Statistics. Planning Guide for Maintaining School Facilities, NCES 2003-347, prepared by T. Szuba, R. Young, and the School Facilities Maintenance Task Force. Washington, DC: 2003. NCES
Weir, B. (n.d.). Maintenance software (CMMS) implementation. Maintenance World.

AUG 6, 2025

21 Best Facilities Management Software for Schools for 2025

List of Facility Management Software

Click Maint CMMS

FMS: Workplace

eMaint

Skedda

FM

IBM Maximo IT

Archibus

Oracle Primavera Cloud

HxGN EAM

Quickbase

Procore

UpKeep

ServiceNow Facility Management

CBRE ServiceInsight

ARC Facilities

Accruent