It becomes more challenging to maintain when work orders, asset records and preventive schedules are spread across calls, emails, spreadsheets, and paper files.
They bring them together in one system with CMMS software for facility management to make maintenance, asset, inspection, and work order management more efficient. Ideal CMMS software should be tailored to the size of your facility, the way you work and your budget.
Looking for CMMS software?
Check out Techimply's List of the best CMMS software in India for your business.
What Is CMMS Software for Facility Management?
A Computerized Maintenance Management System (CMMS) manages the maintenance and repair of equipment and infrastructure. It enables you to manage everything from work order to asset, maintenance, parts, to service history in one place.
Using facility management CMMS software, you can easily determine whether an HVAC system, generator or elevator has been maintained or not, without having to wade through spreadsheets or old files.
Best CMMS Software for Facility Management & Maintenance
1. MicroMain CMMS
MicroMain CMMS provides maintenance teams with a single platform for all maintenance requests, equipment, preventive maintenance, inventory and service history. It can be deployed into the cloud, or installed locally.
Best for: Small to large organizations looking for a flexible CMMS with strong work order, asset, and preventive maintenance capabilities.
Key Features:
- Work order management
- Preventive maintenance
- Asset tracking
- Parts and inventory management
- Mobile access
Pros:
- Supports both cloud and local deployment
- Suitable for organizations of different sizes
Cons:
- Advanced implementation may require additional services
- Pricing varies based on user roles and requirements
Pricing: Starts at $99 per admin license and $45 per technician license for MicroMain Global. Local installation uses a different pricing model.
2. Mobility Work
Mobility Work focuses on simplifying maintenance operations through mobile access, scheduling, maintenance history, and collaboration. Its current plans also include features such as checklists, spare-parts management, analytics, and mobile apps.
Best for: Maintenance teams that want a mobile-friendly CMMS for managing equipment, work orders, spare parts, and maintenance activities.
Key Features:
- Work order management
- Preventive maintenance scheduling
- Spare parts management
- Maintenance analytics
- Mobile app
Pros:
- Strong mobile functionality
- Supports maintenance collaboration and scheduling
Cons:
- Advanced features are available only on higher plans
- Enterprise features may require a custom quote
Pricing: Contact Mobility Work for current pricing. Its current official pricing page uses customized quotes for Premium, Advanced, and Enterprise plans.
3. Redlist
Redlist has been developed to cater for industries like manufacturing, mining, oil and gas and marine operations. Combines work order, predictive maintenance, asset hierarchy, inventory, analytics and mobile maintenance into a single platform.
Best for: Asset-intensive facilities and industrial operations that need detailed asset management, preventive maintenance, and offline mobile access.
Key Features:
- Work order management
- Preventive maintenance scheduling
- Asset hierarchy management
- Parts and inventory management
- Offline mobile access
Pros:
- Strong support for asset-intensive operations
- Works offline in areas with limited connectivity
Cons:
- May offer more functionality than smaller facilities need
- Pricing is not publicly listed
Pricing: Custom pricing. Redlist currently directs businesses to request a demo rather than publishing standard plan prices.
4. MaintiMizer Web Edition
MaintiMizer Web Edition offers five work order, preventive maintenance, inventory, vendor & purchase order and timecard modules. It also provides reporting, customization and integrations with enterprise systems.
Best for: Maintenance teams that need a customizable CMMS with work orders, preventive maintenance, inventory, purchasing, and reporting.
Key Features:
- Work order management
- Preventive maintenance
- Asset management
- Inventory management
- Reporting and analytics
Pros:
- Wide range of maintenance modules
- Supports multiple sites and enterprise integrations
Cons:
- Interface may feel less modern than newer CMMS platforms
- Some advanced capabilities are available through higher-level packages
Pricing: The current official pricing page lists the Enterprise plan at $60/month and an Ultimate plan with custom pricing. Enterprise includes unlimited admins and technicians, work orders, equipment, inventory, PM generation, mobile apps, and multi-site capabilities.
5. CloudDISPATCH
CloudDISPATCH is designed to connect production, quality, and maintenance information. It aids teams in monitoring the maintenance history, parts and pieces purchase, and any other activities, thereby cutting equipment downtime.
Best for: Manufacturing and maintenance team requiring their production, quality and maintenance data centralized.
Key Features:
- Work order management
- Preventive maintenance
- Asset tracking
- Service history
- Inventory management
Pros:
- Connects maintenance with production operations
- Centralizes equipment and maintenance information
Cons:
- Pricing information is not clearly published by the vendor
- Better suited to organizations with production and maintenance operations
Pricing: Check with the vendor for pricing. Public third-party listings will provide varying rate quotes, so I wouldn't place a set price in your article, unless you can either get a quote directly from the provider or check the rates in real time.
Key Features to Look for in Facility Management CMMS Software
Work Order Management
Work order management software automates the process of creating, assigning, prioritizing and tracking work orders from end-to-end. CMMS work order management lets techs mark off work order status, record notes and photos of their work completed and keep a detailed work order log.
Preventive Maintenance Scheduling
Preventive maintenance software is used to program regular jobs like HVAC maintenance, generator inspections, elevator maintenance and equipment inspections. Calendar dates, meter readings or recurring intervals can be used as a guide to help maintain a good PM schedule and ensure the PM is completed.
Asset and Equipment Management
With CMMS asset management, all equipment data, service history, work orders and maintenance information are consolidated in a single place. It is possible to track HVAC units, generators, elevators, pumps and other key assets of a facility throughout their asset life cycles by using asset tracking software.
Inventory and Parts Management
Parts tracking, stock control and usage are all managed with CMMS inventory management. Parts used can also be linked to maintenance inventory software and spare parts management features that enable teams to manage maintenance costs.
Inspections and Checklists
Facility inspection software takes the mundane task of conducting inspections and converts it into a digital checklist. Technicians can take pictures, document results, make notes and generate work orders if necessary with maintenance inspection software.
Reporting and Maintenance Analytics
CMMS reporting can be used to monitor MTTR, MTBF, downtime, PM compliance, maintenance backlog, response time, maintenance costs, and more. These insights reveal time spent by teams and the amount of time spent on planned vs unplanned maintenance.
Multi-Site Facility Management
Multi-site CMMS software allows companies to oversee assets, techs, work orders and maintenance across several sites. Multi-location maintenance software can further standardize the maintenance process and reporting from the branches or facilities.
CMMS Use Cases Across Different Facilities
CMMS is useful for facilities with recurring maintenance, physical assets, technicians, or contractors.
Commercial Buildings
CMMS for commercial buildings can handle HVAC, electrical, elevator, plumbing, fire safety, and maintenance requests.
Corporate Offices
Building maintenance software is used to maintain the building, manage work requests, prevent maintenance, and manage assets and vendors.
Schools and Universities
CMMS is used to schedule building inspections, record assets, and perform preventive maintenance.
Hospitals and Healthcare Facilities
CMMS supports the management of critical equipment, inspections, preventive maintenance and contractor services.
Hotels and Hospitality
CMMS helps hotels track room and building maintenance while managing recurring equipment servicing.
Manufacturing Facilities
CMMS enables equipment maintenance, spares management, inspection and downtime tracking.
Warehouses and Distribution Centers
CMMS can be used to monitor material handling equipment, HVAC, electrical and facility inspections.
Retail and Multi-Site Operations
Commercial facility maintenance software helps retail chains coordinate repairs and preventive maintenance across locations.
Facility Management Companies
CMMS helps FM companies manage work orders, assets, technicians, vendors, SLAs, and maintenance reports across client properties.
Do You Know?
A CMMS is more than just a maintenance database. The value of the asset, the maintenance task, the person performing the task, the parts used and the end result are all recorded in one record in its real value.
CMMS vs. Facility Management Software: What's the Difference?
CMMS and facility management software overlap, but they are not always the same.
CMMS is primarily concentrates on the execution of maintenance, such as work orders, preventive maintenance, assets, inspections, parts and maintenance history.
Broader facility management software may also cover space management, room booking, occupancy, workplace services, cleaning, security, energy, and other facility functions. CAFM and IWMS platforms generally extend further into space and workplace management.
If you're primarily having trouble with maintenance control, you might just need a CMMS. When making a choice between CMMS and facility management software, consider the management of the wider workplace or property operation if necessary.
How to Choose the Best CMMS Software for Your Facility
1. Assess Your Facilities and Assets
Consider locations, buildings, assets, technicians, contractors, and maintenance volume.
2. Check Maintenance & Mobile Features
Search for work orders, preventive maintenance, asset tracking, mobile access, inspections, and inventory.
3. Review Integrations & Reporting
Review ERP, accounting, IoT, procurement integrations and reporting on KPIs like downtime, PM compliance, and maintenance costs.
4. Consider Scalability & Implementation
Assess data migration, training, set-up, support, and if the system will support other locations and users.
5. Calculate Total Cost
Think about subscription fees, implementation, training, integrations, support, users, assets and sites.
How Much Does CMMS Software Cost?
CMMS software pricing varies considerably because vendors use different pricing structures.
Common models include:
- Per user
- Per technician
- Per site
- Per asset
- Flat subscription
- Custom enterprise pricing
Final CMMS software pricing can vary based on the number of users, assets, locations, modules and integrations, implementation needs, and support needs.
When comparing maintenance management software pricing, ask vendors to quote your actual operating scenario rather than comparing headline prices. First-year costs can also include setup, data work, integrations, training, and internal implementation time.
Similarly, the cost of facility maintenance software should be judged by the amount of maintenance that you need to deal with, rather than by monthly subscription.
Pro-tip
If you are purchasing, create a spreadsheet of 20 maintenance requests over the last few months and identify how each of these moves from request to completion. When considering a CMMS demo, use those examples to assess. It won't take long to notice if the software really works with your team or if it's just pretty to look at in a feature list.
Conclusion
Ideal CMMS software is the one that facilitates the planning, implementation, and monitoring of maintenance. For a facility team, it's a single workflow that's reliable for work orders, assets, preventative maintenance, inspections, inventory, vendors, and maintenance history.
Begin with the issues your staff actually deal with now, and then evaluate software against issues. A straightforward platform that the technician actually uses is more useful than a complicated system with all the features your facility doesn't need!
