CMMS Workflow Automation

Maintenance workflows that run themselves, only with Facilio’s CMMS

Name: Facilio - Computerized maintenance management system software
Rating: 4.7 (76 reviews)

Legacy CMMS locks you into rigid workflows. Facilio flips the script with a no-code engine that lets you design, adapt, and evolve processes without IT.

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Trusted by the world’s largest property operations firms

Your day-to-day processes and legacy CMMS don’t align — and it shows

Here’s where legacy work order systems fail

Rigid and prescriptive

Legacy tools track tasks but don’t automate them, forcing you to adapt to static templates.

IT-dependent

Every workflow change needs new IT contracts, adding cost and delays.

Slow to adapt

Even small updates require rework, leaving teams stuck with outdated processes.

Manual handoffs

Approvals and escalations depend on emails and calls, slowing response times.

Facilio closes the gap with workflow automation built around your processes

Low-code automation, live in weeks

Design and deploy powerful workflows faster than ever; no complex setup or coding required.

Drag-and-drop simplicity

Build and automate processes visually with an intuitive interface anyone on your team can use.

Configurable in minutes

Define rules for approvals, escalations, and SLAs instantly, without waiting on IT intervention.

Faster time-to-value

Launch automation in weeks, not months, and start improving efficiency from day one.

Bring CMMS workflow automation to your operations

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Every workflow your operations team needs — automated your way

Scheduled workflows

Automate preventive maintenance with SLA-based triggers

Send vendor alerts and work order notifications instantly

Pause and resume tasks without losing progress

Compliance workflows

Auto-schedule inspections and certificate renewals

Escalate missed deadlines before they become risks

Keep audit-ready logs generated automatically

Approval workflows

Auto-approve quotes, invoices, and POs under set cost thresholds

Route exceptions to managers instantly

Cut bottlenecks with seamless digital approvals

Tenant workflows

Auto-route service requests to the right team

Keep tenants updated with real-time status alerts

No follow-ups needed — requests close as soon as work orders finish

Vendor workflows

Assign jobs automatically to contractors by rules or SLAs

Track vendor response times and escalate delays

Ensure outsourced teams follow the same workflows

Success stories from portfolios powered by Facilio

“Facilio was our choice after evaluating multiple solutions because it was tailor-made to our requirements. They have been quick and prompt to support our team and are great with their after sales service which lacks in other solutions.”

Nuh Gulaid,

Executive Chairman, CIT

300+

Sites managed

Reduced manual effort

72%

Efficient compliance monitoring

Company size

Enterprises

Industry

Facility services

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“FMs rely on outdated tools, forcing clients to adapt to inefficient processes. Facilio provides real-time reports and comprehensive IoT and sustainability insights for growth.”

Mark Hazelwood,

Managing director, Q3 FM

200+

Locations

Contracts won

Revenue growth

Company size

Enterprises

Industry

Facility services

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“What drew me to Facilio’s Connected CaFM platform was its intuitive interface, scalability and user-friendly design. Given that MDS Critical Facilities Services specialises in managing high-end data centres, where innovation and high levels of operational standards are paramount, the decision to adopt a cutting-edge technology solution was crucial.”

Mohamad Jaber

Facilities Operations Manager at CFS

25,000+

work orders digitized in a year

100%

preventive maintenance completion rate

400+

sites managed with full SLA transparency

Company size

Enterprises

Industry

Facility services

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cit

cfs

Run workflows your way, not the way your CMMS dictates.

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Frequently Asked Questions

What is a maintenance workflow?

A maintenance workflow is the process your team follows to request, approve, and complete tasks. Automation makes these steps seamless, cutting delays and errors.

How does Facilio’s workflow automation work?

Facilio’s low-code builder, Stateflows, lets you design visual rules. For instance, SLA breaches can auto-escalate to managers or vendors.

Can I customize workflows without IT support?

Yes. No coding or consultants needed — your operations team can create and update workflows directly in the platform.

How is this different from other CMMS software?

Most CMMS tools are rigid and IT-dependent. Facilio adapts easily, supports all execution models, and evolves without costly rework.

Does it work for outsourced vendors and contractors?

Yes. Built-in vendor portals let you assign jobs, track SLAs, and ensure accountability in one connected workflow.

How long does it take to deploy workflow automation?

Facilio can go live in just weeks. Its low-code builder speeds setup, eliminating long IT-led deployments.

Can I automate compliance and inspections too?

Absolutely. Automate safety checks, certifications, and audits with instant alerts and built-in audit trails

What if my workflows change over time?

You can update them anytime. As operations or compliance needs evolve, Facilio adapts instantly.

Is this only for large enterprises?

No. Facilio scales for all sizes — from single-site operations to global portfolios.

Will workflow automation replace my team?

No. It removes repetitive admin work so your team can focus on improving uptime and tenant experience.