Facilities Management Software

Facilities management software covers a wider range than the name suggests. At one end it is a work request inbox for a school caretaker. At the other it is an integrated workplace management system tracking every square metre, lease and desk in a property portfolio. Buying from the wrong end of that range is the most common expensive mistake in the category.

We sell source code you clone and run on your own infrastructure, not a hosted facilities product, so there is nothing here to log into. Most people searching for facilities management software should buy one, and the sections below are aimed at making that purchase sharper rather than talking anyone out of it.

Three products, one label

Schools and churches appear constantly in this search, and they almost always want the first column plus room booking. A caretaker fixing things, staff and volunteers reporting them, and a hall that three groups want on Saturday. A system built for corporate real estate is the wrong shape for that, and the low-cost end of the market serves it better.

The population that gets designed last

Every facilities system has two kinds of user, and the one that decides whether it works is the one nobody demos.

A teacher reporting a broken window is not a system user in any meaningful sense. They will not remember a password, they will not learn a category taxonomy, and if reporting takes more than about thirty seconds they will tell the caretaker in the corridor instead. The moment that happens, the system stops reflecting the building, and every report built on it is describing a fiction.

Worth checking in any trial:

Where this overlaps maintenance software

Facilities and maintenance systems share a work order and diverge on what surrounds it. A maintenance system is organised around equipment and its failure history. A facilities system is organised around places and the people in them.

Buying a maintenance product to run a school means modelling rooms as assets, which works and reads oddly forever after. Buying a space product to manage plant equipment means losing the failure history that makes maintenance planning possible. If both matter, running the request and work order side first usually wins, because it produces value immediately, and space data can follow once somebody has a specific question that needs it.

When building is defensible

Rarely, and for the same reason as most internal tools: not because the products are weak, but because you are not the one using it.

An organisation managing buildings on behalf of other people, a property manager, a managed service provider, a multi-academy trust, needs each client's sites, contractors and requests isolated, with billing on top. That is a multi-tenant product that contains a facilities system, and the products in this category are mostly built for a single organisation managing its own estate.

What you would start from here

There is no facilities product in this stack. No work order model, no request form, no floor plans, no space records, no contractor portal. That is worth stating plainly, because those are the category.

What the Vault template provides is the application underneath: organizations as the boundary that sites, requests and contractors scope to, roles and invitations so a contractor sees one client and not the rest, a Hono backend with Prisma and Kysely on Postgres, an admin app for support questions, and Stripe billing if clients pay you. The editor rules in the repository describe how backend features, error handling and data fetching are structured here, which gives a coding agent conventions to follow when it writes the request layer. Its output still needs review.

You would write the request model and its public intake route, the work order and its status trail, the site and location hierarchy, and the contractor scoping rules. For the room booking half that schools ask about, the calendar pack covers events, five views and drag to reschedule, but it has no Room or Resource model and no recurrence rule, so a hall bookable every Saturday is a model you add rather than a setting you switch on.

The packs and screens below are the tenancy, billing and admin layer. Weigh them against the three columns above, and if a hosted product covers your column for less than the build, buy it.