Behind every great learning environment is a well-run, well-maintained school facility. From classrooms and cafeterias to gymnasiums and playgrounds, the physical environment matters, and keeping it in top shape takes more than just elbow grease.
Facilities management software, often called CMMS (Computerized Maintenance Management Systems)—helps schools stay ahead of maintenance tasks, track repairs, manage vendor contracts, and schedule routine inspections. These tools make it easier to ensure that your campus is clean, safe, and running like clockwork.
To help you find the right fit for your school, we’ve gathered 10 CMMS tools that are especially helpful in K–12 settings. Each tool includes:
- Why it’s worth knowing
- What it’s best for
- A tip or feature to make the most of it
Let’s explore some of your options.
10 Facilities Management Tools to Help Schools Stay Safe, Clean & Efficient
1. ARC Facilities
Why it’s worth knowing:
ARC is designed specifically for schools and public facilities, making it easy for staff to access building plans, maintenance logs, and safety procedures—all in one place.
Best for:
Emergency response, routine maintenance, and accessing critical documents from mobile devices.
Notes:
Their mobile-first platform allows custodians and maintenance teams to scan QR codes and pull up asset histories instantly.
2. Brightly (formerly SchoolDude)
Why it’s worth knowing:
A long-time favorite in the education space, Brightly offers robust tools for work order management, preventive maintenance, and asset tracking.
Best for:
Districts looking for a trusted, education-focused platform with a wide range of features.
Notes:
Brightly’s dashboards make it easy for school leaders to spot trends, track progress, and plan ahead.
3. eMaint CMMS
Why it’s worth knowing:
With highly customizable workflows and strong reporting tools, eMaint offers flexibility to schools of all sizes.
Best for:
Facilities teams that want to tailor their CMMS to their exact processes and reporting needs.
Notes:
The system integrates well with mobile devices, helping teams stay connected even while on the move.
4. FMX
Why it’s worth knowing:
FMX combines ease of use with strong scheduling tools—making it a favorite for schools managing room reservations, custodial requests, and maintenance tasks.
Best for:
Streamlining building use, especially when juggling facility requests from staff, athletics, and community partners.
Notes:
Color-coded calendars and drag-and-drop scheduling make organizing building usage a breeze.
5. Incident iQ Facilities
Why it’s worth knowing:
If your school already uses Incident iQ for tech support or HR, their facilities module is a natural extension—offering the same user-friendly ticketing system for building maintenance.
Best for:
Schools already using Incident iQ tools and looking to centralize maintenance tracking.
Notes:
The platform connects IT, HR, and facilities support in one place, improving internal communication and response times.
6. Limble CMMS
Why it’s worth knowing:
Limble prides itself on its intuitive interface and real-time data tracking, making it easy for teams to prioritize tasks and reduce equipment downtime.
Best for:
Schools that want a modern, mobile-friendly CMMS with strong analytics.
Notes:
Their built-in asset tracking helps prolong equipment life and reduce repair costs.
7. Maintenance Care
Why it’s worth knowing:
Maintenance Care offers a free version and focuses heavily on facility and asset tracking, which can be especially helpful for schools working with tight budgets.
Best for:
Small to mid-sized schools needing basic CMMS functions without a heavy price tag.
Notes:
It includes a request portal for staff, so anyone on campus can quickly report issues without needing to log into the main system.
8. Master Library by Follett
Why it’s worth knowing:
More than just a CMMS, Master Library focuses on space management, facility scheduling, and building documentation.
Best for:
Schools that frequently rent out facilities or manage complex building schedules.
Notes:
It helps streamline approvals and integrates well with community event planning needs.
9. Qware Facilities Management
Why it’s worth knowing:
Qware keeps things simple and focused, helping schools manage work orders, maintenance schedules, and inventory with minimal training needed.
Best for:
Maintenance teams looking for an easy-to-learn system with all the core CMMS features.
Notes:
Their customer support gets high marks—great for districts that want hands-on help during setup.
10. UpKeep CMMS
Why it’s worth knowing:
UpKeep’s mobile-first design and real-time updates make it easy for teams to communicate, assign tasks, and track maintenance from anywhere on campus.
Best for:
Busy schools that need to track tasks in real time and eliminate paper-based systems.
Notes:
UpKeep’s photo upload and barcode scanning features are popular with tech-savvy teams.
In Closing
Your school’s buildings are more than just bricks and mortar—they’re the foundation of a safe, healthy, and inspiring learning environment. Facilities management software helps make sure those spaces are cared for with the same intention and consistency as your curriculum.
Whether you’re managing a single school site or an entire district, the tools above can help you reduce downtime, respond faster to issues, and plan smarter for the future.
As you explore your options, think about your school’s size, tech setup, and the day-to-day needs of your maintenance team. And remember—every time you make your school safer or cleaner, you’re helping students focus, learn, and grow.
*Is there a school facilities management solution that you love but didn’t see on our list? Share your suggestion with us here.
Disclaimer: This list is for informational purposes only and does not imply endorsement of any specific software. We encourage you to conduct independent research to find the best facilities management solution for your school.
