Featured CMMS
Best CMMS Software in 2024
What is a CMMS software?
A computerized maintenance management system (CMMS) software allows organizations to digitize, streamline, and automate operations and maintenance. It includes work order management, inventory management, preventive maintenance scheduling, maintenance budgeting, and asset tracking.
The primary goal of CMMS software is to optimize maintenance processes and improve overall asset performance, reducing downtime and costs in an organization.
Read More: What is CMMS & How it Works
For example, implementing a CMMS proves proactive in educational institutions with high student footfall, where energy costs and consumption are high.
A CMMS software can track electrical consumption patterns and identify areas for savings on utility bills. A similar case study from Facilio’s collaboration with the University of Melbourne demonstrates how school bill costs were reduced by 5-10%.
Likewise, in healthcare where there’s reliance on diverse equipment and vital systems like defibrillators, EKG machines, alarms, and surgical units, implementing a CMMS ensures the cohesive functionality of these assets.
Top 10 Best CMMS software in 2024
CMMS are typically categorized into two main types: on-premise and cloud-based CMMS. With this in mind, we'll explore the key features and drawbacks of the top 10 best CMMS software solutions:
We've also included evaluation checklists and FAQs to ease your evaluation journey and pick the right maintenance solution for your organization.
1. Facilio
That's us!
Not tooting our own horn, but Facilio's Connected CMMS is like CMMS with superpowers.
While CMMS is traditionally a system of records, Facilio reimagines the approach to create a system of action.
It extends beyond the capabilities of CMMS/CaFM to become a unified O&M solution suite focused on connecting systems, people, and processes through an IoT-based, no-code SaaS platform with workflow management capabilities.
With such a system in place, where each component works in synergy, you are well-positioned to move up the O&M ladder to the next step - process optimization and truly achieve connected efficiency.
It creates an environment where each component works in synergy to help you move up the O&M ladder and replace multiple siloed tools with a single comprehensive platform.
Features of Facilio's Connected CMMS, beyond just maintenance and asset management:
- Maintenance management
- Asset management
- Work order management
- Vendor management
- Field service management
- Facility maintenance and inspections
- Workplace management
- Inventory management
Facilio's AI-powered property operations platform enables property owners to aggregate building data, optimize performance and control portfolio operations - all from one platform.
Customers in the commercial office, healthcare, higher education and retail sectors rely on Facilio to reduce operating costs, increase net asset value, and mitigate operating liabilities.
Facilio customer use-case
Q3 Services, a UK-based company, faced issues with disorganized work orders and communication. Facilio helped them revamp their maintenance processes, improve communication, integrated financial management, and addressed data consolidation through a phased approach. Facilio's easy-to-use CMMS encouraged their team to use it, making it easier to keep track of assets and ensure compliance.
Key features
1. Holistic operations oversight: Achieve a comprehensive view of operations by managing maintenance, client services, vendors, asset performance, and integrations through a single, unified, Connected CMMS platform. Break down operational silos and foster simplicity and efficiency.
2. Seamless automation and integration: Automating workflows simplifies processes, accommodating unique and complex scenarios. It seamlessly integrates with various applications and building systems, ensuring a connected and efficient operational ecosystem.
3. Improved stakeholder collaboration: Facilitate smooth collaboration between internal and external stakeholders within the Connected CMMS platform. Strengthen communication channels and enhance overall operational coordination.
4. Centralized reporting for insightful management: Consolidate reporting across your portfolio to gain a centralized view of building management. Uncover trends that optimize costs and improve end-user experiences, offering valuable insights for future enhancements.
What users like
"Provides an efficient means to display the real-time data important to the situation. In addition, the ability for all users to contribute and collaborate easily really sets this apart."
-Facilio review on GetApp by Chris K
Rating - 4.0 ⭐️⭐️⭐️⭐(Based on Capterra reviews )
2. Smartsheet CMMS
Smartsheet, while not a dedicated CMMS platform, provides CMMS features within its cloud-based maintenance management software.
Smartsheet integrates with several productivity tools and enterprise applications of record to centralize work throughout the organization on a unified system.
The platform facilitates teamwork and coordination amongst users, both within and outside of the company.The Smartsheet CMMS also provides other exciting features, such as barcode scanning, document management facilities, and collaborative approaches.
What users like
"Smartsheet's greatest strength lies in the fact that it provides a unified hub for all of our data, communications, and project management needs."
-Smartsheet review on Software Advice by Gulshan.
Key features
- Explore data viewing: Keep tabs on project specifics using options like Gantt chart, card, grid, and calendar views to arrange information neatly in one place.
- Handle resource allocation: Monitor user activity and allocations to make resource decisions. Tailor views for teams or projects and easily share or export to Excel.
- Track critical tasks: Allows you to manage intricate projects with numerous tasks and dependencies by spotlighting crucial tasks.
Drawbacks
- Data retrieval limitations: Retrieving already existing data can be difficult, which in turn makes creating reports time consuming reducing efficiency. Source
- Calendar limitations: The software's calendar feature, while functional, misses the mark by not integrating time alongside dates. This omission hampers efficient appointment and schedule management. Source
3. Fracttal CMMS
If your company operates within the healthcare, transportation, or food service sectors and aims to streamline management systems, opting for Fracttal cloud-based Mobile CMMS can help simplify your management tasks. It comes with the most advanced technologies to assist companies in managing their personnel and assets.
Fracttal Mobile CMMS offers a sturdy configuration to the management system to help teams with asset control and reporting services.
What users like
"I would certainly highlight the software's automation functionality, which makes it possible to automate all Service Orders (OS)."
-Fracttal review on G2 by Luis Gustavo B.
Key features
1. Maintenance calendar: Check, group, and handle upcoming tasks and planned maintenance on the calendar.
2. Maintenance reports: Easily access user-friendly reports detailing maintenance metrics and visual graphs on the KPI dashboard.
3. Work order control: Manage work orders and close orders quicker using a Kanban layout.
Drawback
- Single session restriction: The platform restricts users from having sessions open simultaneously on two separate devices.
Related Read: Best Healthcare CMMS Software
4. CloudApper CMMS
CloudApper CMMS software is a cloud-based application that aims to simplify enterprise asset management, maintenance scheduling, inventory management, work order creation, routing, and reporting. The solution helps employees to work more efficiently and provides real-time visibility into asset status and maintenance plans.
What users like
"The app has allowed me and my team to work from any location. It is easy to use and also affordable"
-CloudApper review on TrustRadius by Linda J Brandon.
Key features
1. Layout map: The layout feature simplifies item location and information tracking, particularly for extensive facilities with multiple locations, enhancing overall organization and efficiency.
2. Software integration: The platform can merge with widely used corporate software packages. This facilitates the integration of organizations' distinct software solutions into their current systems.
3. Customization: The platform offers customizable features, such as NFC, barcode scanning, and geofencing.
Drawback
Disorganized documentation: The user guides and documentation could benefit from improved organization to enhance user accessibility and understanding. Source
5. Maintainly
Maintainly (formerly Fixd) is a simple CMMS solution that helps you manage inventories, technician information, and timesheets. It also provides a dedicated mobile application to access work orders in the field.
What users like
"Very good system with excellent and approachable support staff"
-Maintainly review on GetApp by Mike G.
Key features
1. RFID technology: The software incorporates barcoding and RFID technology for asset identification, tracking, and management.
2. Equipment maintenance: Tracks equipment performance and life cycle through the software's dedicated module, facilitating comprehensive maintenance.
3. Historical reporting: Access historical reports to analyze past data for informed decision-making and performance evaluation.
Drawback
Limited maintenance schedule flexibility:
The software's limitation of not being able to set maintenance schedules solely based on specific dates and days of the month restricts the flexibility of preventive maintenance planning.
Related Read: Best Facility Management Software
6. Fiix
Fiix offers a cloud-based maintenance management system that simplifies asset tracking and upkeep for businesses. With the software, users can catalog their assets and create maintenance schedules for these assets. Fiix also has an alert-based system that notify managers if an item needs to be replaced as a result of low inventory.
Fiix utilizes AI to analyze your maintenance data, automatically identifying trends that aid in planning, purchasing, and asset management without leaving your CMMS.
What users like
"The best feature about Fiix for me is the organization of assets and their logical accessibility"
-Fiix review on GetApp by Can S.
Key features
1. Asset search: You can locate assets in the repository by searching with nameplate details, identifying information, and other relevant data.
2. Asset tagging: Generate QR codes, barcodes, and information tags to assign to assets. Utilize the mobile app to scan these tags to access asset profiles and maintenance records.
3. Standardized failure codes: Pre-loaded with commonly used failure codes, aiding technicians in streamlining workflows and escalating issues with standardized coding.
Drawbacks
1. Frequent logouts: Another drawback users report is the software's tendency to log users out at very short intervals. This recurrent issue can disrupt workflow continuity and user experience. Source
2. Manual downtime tracking: Users have identified a difficulty in tracking asset downtime within the software, highlighting the manual initiation required for this specific function.Source
7. Limble CMMS
When using mobile-first CMMS solutions, users often face disruptions from phone work requests, slowing down the workflow for maintenance teams. However, Limble CMMS tackles this problem head-on by minimizing interruptions, thus maintaining a smooth and efficient workflow.
What users like
"Customer service is great. The software is fairly user friendly. The mobile app is nice, I use it most of the time"
-Limble review on GetApp by Brian M.
Key features
1. Predictive maintenance: It offers modular IoT sensor integration to explore predictive maintenance strategies. Plug-and-play sensors, coupled with condition-based monitoring and automatic corrective work order generation, add to the software's maintenance framework. Learn more Best Predictive Maintenance Software
2. Inventory control: Monitor inventory management with detailed receiving and shipping records. Offers proactive push or email notifications triggered by inventory thresholds to avert low-stock situations.
3. Work order management: Organize, process, and track work orders through a centralized database accessible from any device.
Drawback
Stock management oversights: Absence of explicit features related to stock withdrawal or return per work order. This may hinder the tracking and management of stock levels in alignment with specific work order requirements. Source
8. eMaint CMMS
eMaint CMMS streamlines maintenance processes, reducing downtime and improving reliability. Tailored for international operations, it helps manage work orders, PM schedules, and inventory parts. Its EAM handles standard maintenance tasks and asset monitoring, and stock control. Additional features of the software include IoT connectivity, predictive maintenance, and regulatory compliance solutions.
What users like
"It has been a game changer for tracking assets and documenting maintenance."
-eMaint review on Capterra by Chad B.
Key features
1. Real-time performance metrics: It offers live data on key performance indicators (KPIs), such as equipment downtime, uptime, and overall asset health trends.
2. Condition-based monitoring: Monitor assets for factors like noise, temperature, lubrication, vibration, wear, corrosion, flow, and pressure. Set clear boundaries for acceptable operation conditions.
3. Efficient inventory oversight: Organize and track inventory stock levels using barcode scanning features and different accounting methods.
Drawback
1. Field input challenges: The software has difficulty in normalizing diverse tables, making it cumbersome to control field inputs as current setups necessitate reliance on form field validation.
2. Functional limitations: The software lacks functionalities like mass record deletion and the ability to open work orders for multiple assets simultaneously, limiting user efficiency. Source
9. UpKeep
UpKeep is a comprehensive solution for maintenance, reliability, and operations teams, simplifying daily tasks related to asset management. It centralizes inventory, work orders, and budgets, offering technicians convenient access from anywhere.
Reliability teams can utilize UpKeep for asset performance management, optimizing efficiency over the asset's lifetime. Operations teams leverage real-time performance monitoring via sensors and the UpKeep Edge platform.
What users like
"This software is a fantastic tool for monitoring assets, organizing work orders, and preparing your squad's schedule."
-Upkeep review on GetApp by Rashad G.
Key features
1. Streamlined procurement: Generate purchase orders for restocking by handpicking required parts within the inventory interface. The reorder process can be carried out by manually scanning QR codes.
2. Branded request experience: Submit work order requests online via the request portal. Establish a branded portal for external work order creation.
3. Dashboard overview: Access to a dashboard on which you can track work order progress and monitor asset status without navigating through dense menus.
Drawback
Purchase inflexibility: The CMMS software cannot dynamically change prices on purchase orders or create purchase orders through the mobile app, limiting real-time adaptability.
Related Read: Best Maintenance Management Software
10. Hippo CMMS
With Hippo CMMS software, you can streamline most maintenance operations with request portals, work order management, preventive maintenance capabilities, inventory management, fleet maintenance, mobile work order management, reporting, and extraction tools.
What users like
"The support has been great, everybody is very kind and the willing to service attitude is great."
-Hippo review on GetApp by Luis D.
Key features
1. Asset reports: Generate detailed reports covering operational KPIs like asset depreciation, maintenance costs, inventory budgets, and maintenance metrics. Users can share, export, and schedule these reports as required.
2. Calendar dashboards: Choose from four dashboards—Advanced, Standard, Calendar, and KPI—based on your solution version. These dashboards provide access to floor plans, work order searches, upcoming due dates, and more.
3. Fleet management: Monitor vehicle upkeep with repair history, spare parts tracking, cost forecasting, defect logs, and other tools tailored for effective fleet management.
Drawbacks
- Difficulty in closing work order: The process for closing work orders is difficult and there's no way to edit closed work orders.
Importance of choosing the best CMMS software program
A computerized maintenance management system (CMMS) provides advantages beyond reducing spreadsheet use or manual tracking methods. Its centralized system and automation improve scheduling, data management, record keeping, and overall productivity.
Choosing the best CMMS software for your organization is important to ensure the product offerings solve your company’s issues while saving time and money.
Here’s a list of why choosing a good CMMS software is important:
- Improve maintenance efficiency
- Streamline maintenance schedules and control costs
- Reduce equipment downtime
- Increase equipment reliability and lifetime
- Gain greater visibility and control over maintenance spending
- Understand and optimize maintenance performance and planning
- Compliance and regulatory adherence
- Data-driven decision making
- Increase workforce productivity
You may be switching CMMS because your current software is outdated, inflexible, lacks essential functionality and scalability, is challenging to use and unintuitive, offers poor support, or lacks integration with other systems.
Either way, many CMMS software solutions are in the market, leaving you spoilt for choice but making the evaluation process even harder. We compiled a list of the top CMMS tools based on feedback from real users and reviews from across the internet.
Key features to consider while choosing the best CMMS software
1. Seamless system integration
A good CMMS should effortlessly connect with various enterprise and building systems. Facilio excels in integrating with a wide range of systems, such as ERP, BIM, BMS, and sensors, utilizing IoT and APIs to facilitate smooth data sharing across functions.
2. Work order management
CMMS’s work order module is crucial for efficiently creating, assigning, tracking and executing tasks. A robust CMMS system should also offer flexibility in prioritizing and scheduling work orders.
This is how work order management appears within Facilio:
- Alert-based task assignments: Facilio has an alarm system to notify maintenance managers of assets requiring immediate attention.
- Task timeline: View a schedule of present and upcoming tasks, monitor the assignee to each task, and have the flexibility to adjust dates, as demonstrated in the image below.
- Track PM workers: You can monitor maintenance workers, track their assigned PM tasks, view their schedule and automatically record an asset's maintenance log upon completion.
3. Asset management
With a good CMMS, you can track the lifespan and well-being of assets, gain immediate insights into performance maintenance records, and receive support for making well-informed decisions.
This is how asset management looks in Facilio:
- Unified facility assets’ profiles: Facilio offers a comprehensive view of asset information, work orders, maintenance, logs, and reports in a single location for streamlined management.
- Categorical asset organization: This shelfs all your assets based on their health status. This efficient categorization is a significant time-saving advantage in proactive maintenance.
- Maintenance activity reports: Effortlessly monitor your assets' history, detailing repairs, downtime duration, and PM costs through an easily understandable graph. See below for a visual overview.
4. Inventory management
CMMS helps you monitor spare parts, tools, and equipment by optimizing inventory levels to guarantee timely access to maintenance tasks while enhancing overall inventory management.
This is how inventory management looks in Facilio:
- Parts consumption monitoring: The inventory is automatically adjusted to account for spare parts utilized in work orders and preventive maintenance, generating data reports on associated maintenance costs for tracking. The image below shows spare parts' yearly expenditure and usage level reports.
- Request for work order: Customize essential fields in the request portal to ensure the maintenance team receives comprehensive information from the requester, including details on inventory items when applicable, as shown below.
Report and inspection data
Analyzing breakdown reports and inspection data, showcasing historical records and statistics, aids maintenance managers in pinpointing problematic equipment for timely replacement.
Inside Facilio, you can see the bar chart showing the inspection rate over 12 months and the status of each inspection category.
How to choose the right CMMS software?
Choosing a CMMS software requires careful consideration of several key factors. When evaluating CMMS options, consider the software's features and capabilities, user-friendliness, ability to integrate with other systems, customization options, and mobile access.
Also, assess the software's level of training required, data security measures, and customer support options.
To further refine your decision-making process, there are three fundamental boxes you need to check off:
1. Understanding specific business needs: This step allows you to ensure that the chosen CMMS is finely tuned to address your facility’s challenges and aligns with your business’s operational objectives. By identifying your business needs, you steer clear of unnecessary feature investments.
2. Trial exploration and demos: Trials and demos offer a hands-on encounter with the CMMS, providing practical insights into its functionalities. This firsthand experience helps you check if the features are practical, and if it fits well into your workflow. It's an intelligent way to avoid committing to a CMMS that might not meet your expectations completely.
3. Vendor reputation and customer support evaluation: A good reputation and strong customer support from a vendor show they are reliable and committed to satisfying customers. Having reliable support ensures a smoother resolution when issues arise, minimizing disruptions in your maintenance operations.To comprehensively explore everything related to CMMS, take a closer look at our CMMS evaluation guide.
Handy checklist for migrating to a different CMMS software
- Evaluate your current CMMS and identify its limitations or issues.
- Define your requirements for the new system based on your maintenance operations and workflows.
- Research and compare CMMS software options that meet your requirements, considering factors such as user interface, functionality, scalability, security, and pricing.
- Develop a detailed migration plan that outlines the process and timeline for transferring data from your current CMMS to the new one.
- Train users on how to use the new CMMS software and provide ongoing support.
- Test and refine the new system to ensure it meets the needs of your organization.
Checklist for evaluating CMMS software
Here are some key considerations for evaluating the right CMMS software for your organization:
Functionality
- Does the software have the features and functionalities required to support your maintenance operations?
- Can it handle preventative maintenance scheduling, inventory management, and work order management?
- Does it have asset management capabilities for tracking equipment, parts, and maintenance history?
- Can it generate reports and dashboards to help you monitor key performance metrics for all stakeholders?
- Does it integrate with other software systems you currently use, such as enterprise resource planning (ERP) or building management systems (BMS)?
Ease of Use
- Is the software user-friendly and easy to navigate for both technical and non-technical users?
- Does it have a simple and intuitive interface for creating and managing work orders and scheduling maintenance tasks?
- Does it provide training and support resources for users who are new to the system?
Performance
- Does the software have the ability to handle increased processing requirements as your maintenance operations grow?
- Can it maintain high levels of system performance and responsiveness as more users access the system or more data is added to the database?
- Does it have the ability to handle peak workloads or surges in demand without slowing down or crashing?
Customization
- Does the software have the ability to customize features and functionality to fit your unique business requirements?
- Can you easily modify workflows, reports, and user interfaces as your organization grows and changes?
Data management and security
- Does the software allow you to store and manage your maintenance data securely?
- Does it support role-based access controls and data encryption to protect sensitive information?
- Can you easily back up and restore data in case of system failure or data loss?
Cost and ROI
- What is the total cost of ownership (TCO) of the software, including implementation, training, and ongoing maintenance costs?
- Does the software provide a positive return on investment (ROI) by reducing maintenance costs, improving asset reliability, and increasing uptime?
Vendor and Support
- Is the vendor reputable and experienced in the maintenance software market?
- Does the vendor provide good customer support and training resources?
- Does the vendor offer ongoing software updates and maintenance to ensure the software stays up-to-date and functional?
What are the common challenges in implementing a CMMS system?
Implementing a CMMS can be a bit tricky. The challenges, though, differ based on the industry—each one having its own set of technical and business processes. But let’s take a quick look at some of the most common hurdles when implementing a CMMS system.
Onboarding Board Members/Senior Stakeholders
Getting key decision-makers on board can be challenging, mainly because of cost and change management. Show them the perks of CMMS—tell success stories and stress the positive impact on efficiency and cost savings.
Team up with your CMMS provider, showcase improvements with before-and-after snapshots, and share collaterals like ROI to ease budget approvals
User training and adoption
If your team isn't well-trained on the CMMS, you won't be able to utilize it fully. Ensure all maintenance staff spend time learning the software and discuss their understanding. You could create handy guides, videos, or a helpdesk to answer questions quickly.
Data transfer
Dealing with data migration can be messy and error-prone. To tackle this, plan carefully, tidy up the existing data beforehand, and run thorough tests to ensure a smooth transition. Choose CMMS providers who take responsibility for data transfer, like Facilio.
Cost overruns
Bringing in a CMMS might stretch your budget with initial costs and ongoing subscription fees. To stay in control, set a clear budget, weigh the long-term savings like reduced downtime and maintenance costs, and focus on essential features first.
Incomplete data input
Inaccurate or incomplete data entry would undoubtedly hamper your system's effectiveness. Regularly audit and clean up the data to ensure accuracy. Encourage employees to report discrepancies or issues immediately to maintain data integrity.
Limited customization
Off-the-shelf CMMS may lack customization for specific needs. Prioritize a CMMS with flexible customization options or seek add-ons to fill gaps. Contact the software provider to tailor the system to your organizational requirements.
User resistance
Employees may be reluctant to adopt new tools, fearing disruptions to their established workflows. Counter this by illustrating the benefits through engaging sessions demonstrating how the system can make their jobs easier and smoother. Also, actively seek user feedback for continuous improvements.
Get started with Facilio Connect-CMMS software
We not only shared the top CMMS solutions but also gave tips on finding a good one, discussed its benefits, and mentioned some challenges in picking the right software.
Ultimately, a CMMS product is only as good as its service providers. At Facilio, our solution goes beyond operational software; we focus on quality assurance and work closely with customers to understand their unique challenges. Our goal is to provide customized solutions instead of a one-size-fits-all tool.
Contact us for more information on getting started with Facilio.
FAQs
Are there industry-specific CMMS solutions available?
Some Computerized Maintenance Management Systems (CMMS) are created for specific industries, like commercial real estate or healthcare. Yet, a good CMMS should be versatile and adaptable to different industries.
What is the difference between cloud-based and on-premise CMMS solutions?
On-premise CMMS is hosted locally, offering control and customization, but requires internal IT support. Cloud-based CMMS is hosted off-site which reduces the need for extensive internal IT help. It also offers flexibility and increased accessibility.
How can CMMS improve preventive maintenance?
CMMS boosts preventive maintenance by centralizing data, automating processes, streamlining communication, ensuring timely actions, and empowering data-driven decisions for optimal planning and execution.
What integration capabilities should a good CMMS have?
A CMMS should ideally have versatile integration capabilities, including compatibility with equipment sensors, ERP (Enterprise Resource Planning) systems, EAM (Enterprise Asset Management), and IoT (Internet of Things) devices.
