The Top 10 CMMS Solutions for UK Facilities Management

Key Takeaways

• Why it matters: UK facilities management (FM) is shifting to Integrated Facilities Management (IFM), pushing FM leaders to adopt a future-ready, centralized CMMS for agility and competitive edge.
• Top trends shaping your choices: With the rise of multi-site operations, UK compliance demands, and sustainability tracking, a “single pane of glass” CMMS is essential.
• This guide in a nutshell: We start with a quick breakdown of the top CMMS solutions in the UK, followed by a strategic roadmap and a ready-to-use RFP template to help you choose a platform that will grow with your needs.

The UK CMMS market is crowded with options, making it tough for FM leaders to find the perfect fit. To help you with the hund, we did a deep dive into user reviews and feedback on the most popular tools, focusing on the features that matter most to UK facilities management teams.

1. Facilio: Built for UK FM teams who need control, compliance, and client impact—all in one place

Facilio is crafted for FM teams managing sprawling, multi-site portfolios in the UK, especially those under tight compliance and sustainability mandates.

It brings asset management, regulatory tracking, and sustainability metrics into one hub, giving FM leaders a single, real-time view across all locations. For teams focused on reliable service delivery, client satisfaction, and retention, Facilio’s unified platform offers a strong backbone.

Quick, client-centric wins

Facilio’s setup is faster than most—something FM teams appreciate when there’s pressure to show results.

The quick go-live allows teams to hit the ground running, making it easier to expand into new verticals or take on additional service lines without a huge delay. For clients, that means smoother transitions and an FM provider ready to handle challenges from day one.

Operational visibility that matters

With compliance baked in, Facilio lets FM teams stay ahead on regulatory requirements while saving time and avoiding manual oversight.

For FM leaders, it’s less about compliance as a checkbox and more about showing clients they’re working with a team that’s ahead of the curve—on everything from safety to sustainability.

And, by making energy tracking part of the core system, Facilio helps FM teams deliver on eco-priorities that matter to clients, especially in today’s UK market.

Mobile-ready and IoT-enabled for rapid response

Real-time mobile and IoT integrations allow FM teams to respond quickly—whether it’s fixing a broken asset before it impacts client operations or addressing energy inefficiencies across sites.

For both hard and soft FM services, it’s practical, real-time access that cuts downtime and improves service reliability, making the difference between a reactive FM service and a proactive one.

2. UpKeep: Mobile-Centric but Lean on Advanced Analytics

UpKeep simplifies maintenance tracking on mobile devices, which is great for FM teams needing instant asset status updates in the field. It’s particularly handy for frontline managers and technicians.

The mobile interface aligns well with compliance checks that can be done on-the-go, though it doesn’t deliver comprehensive audit trails or in-depth analytics that some teams might require for regulatory reporting.

• Where it could improve: UpKeep’s advanced reporting options come at additional costs, which can be restrictive for budget-conscious SMEs looking for an all-in-one package.
• User feedback: A user mentions, "UpKeep is great at helping us compile our facility management information in one central location that is easily accessible to different users in ways that are suitable for them." - GetApp
• Bottom line: UpKeep is excellent for straightforward mobile access but lacks built-in data depth for more intensive compliance and analytics needs.

3. Fiix by Rockwell Automation: Good Data Visibility with Complex Setup

Fiix stands out for its integration with BI tools, allowing FM teams to dig deep into asset lifecycle data. This is particularly valuable for larger teams where proactive maintenance planning directly impacts budget and asset longevity.

While Fiix’s data integration helps meet compliance and reporting needs, its complex setup and configuration mean teams should plan for extended onboarding time and possibly consultative support.

• Limitations: Fiix is feature-rich but not intuitive. For teams without an in-house data specialist, navigating its reporting features can be challenging and may require third-party support.
• User feedback: Users have noted that Fiix offers robust features but can be overwhelming initially. - TrustRadius
• Bottom line: Fiix is well-suited for data-driven teams ready to invest in setup, but it may be overkill for smaller or less data-centric FM departments.

4. IBM Maximo: Comprehensive but Demands High User Investment

Maximo brings AI-driven predictive maintenance and IoT integration, positioning it as a strong choice for asset-intensive FM operations. It’s designed to support a proactive, data-first approach.

Maximo’s GDPR compliance is a plus, but its real strength lies in handling extensive asset portfolios, making it an ideal fit for regulated, enterprise-level organizations.

• Challenges: Maximo’s depth of features comes with a high price tag and a steep learning curve. Smaller teams often find the setup, maintenance, and training requirements daunting.
• User feedback: Users have highlighted that while Maximo is powerful, it requires significant resources for effective implementation. - TrustRadius
• Bottom line: For large-scale FM teams with dedicated IT support, Maximo is top-tier, but for smaller operations, the investment in resources might outweigh the benefits.

5. Planon Universe: Best for Teams with Defined Sustainability Goals

Planon tracks metrics for sustainable operations, making it valuable for FM teams tasked with meeting UK’s environmental and energy-use regulations. Its workspace management features also support hybrid work setups.

Planon aligns well with UK eco-regulations, but its sustainability tracking is highly detailed, meaning it’s better suited to teams already invested in ESG rather than those just beginning.

• Shortcomings: Its focus on sustainability comes at a premium. For FM teams without a clear sustainability framework, Planon’s high cost may not translate into direct ROI.
• User feedback: Users have found Planon to be comprehensive but note that it requires a clear sustainability strategy to fully benefit from its features. - TrustRadius
• Bottom line: Planon is a great option for organizations with a well-defined ESG agenda. Teams without clear sustainability mandates may find it an unnecessary investment.

6. eMaint by Fluke: Accessible but Limited in Scaling

eMaint is straightforward and easy to deploy, managing basic CMMS functions such as work orders and preventive maintenance. It’s a pragmatic choice for teams needing quick wins in digitalizing maintenance without deep tech knowledge.

eMaint covers GDPR requirements and provides local support, but it lacks the flexibility required by larger teams with complex needs.

• Drawbacks: eMaint’s simplicity is a double-edged sword—it’s easy to use, but teams looking to scale may find it limiting in terms of customization and feature set.
• User feedback: Users appreciate eMaint's user-friendly interface but have noted limitations in scalability for larger operations.

7. FMX: User-Friendly but Basic for Larger Teams

FMX is designed for ease of deployment with basic facility scheduling and maintenance tools. Its intuitive interface reduces training needs, which is advantageous for small teams with limited resources.

Customizable reporting aids in compliance, but the platform lacks advanced analytics, potentially challenging for FM teams with stringent reporting requirements.

• Limitations: FMX’s features may be restrictive for larger or more data-centric FM teams. While affordable, its limitations make it best suited to smaller operations.
• User feedback: Users commend FMX for its user-friendly interface and responsive customer support. One user stated, "FMX is hands down the CMMS to use," highlighting its ease of use and customer service. - Capterra
• Bottom line: FMX is a practical, budget-conscious choice for small teams. Larger teams or those requiring extensive data insights might find it too constrained.

8. ServiceNow Facility Management: Strong on Security but Expensive

ServiceNow’s strength lies in its security features, supporting asset tracking with a high level of data protection. It’s ideal for teams handling sensitive data across distributed sites.

With GDPR alignment, ServiceNow suits regulated sectors. However, its cost structure can be prohibitive, especially for smaller teams.

• Weaknesses: ServiceNow’s pricing model may deter FM teams without a high security mandate. Its user interface can also be overwhelming for those without dedicated training resources.
• User feedback: Users have noted that while ServiceNow offers robust security features, the platform can be complex and costly, requiring significant investment in training and resources. -G2
• Bottom line: ServiceNow is a strong choice for security-driven FM teams, but high costs mean it’s best for organizations where data protection is non-negotiable.

9. Limble CMMS: Basic but Highly Accessible for Small Teams

Limble provides real-time maintenance tracking and inventory management in a clean, easy-to-navigate interface. Its mobile access keeps field teams connected without requiring heavy setup.

With energy-tracking features, Limble supports small-scale sustainability goals, though it may lack depth for teams with larger portfolios or stricter regulatory requirements.

• Weak points: Limble is functionally limited. FM teams with complex, multi-site needs may find it lacking in analytics and compliance tracking.
• User feedback: Users appreciate Limble's user-friendly interface and mobile accessibility. One user mentioned, "Limble CMMS is a great tool for managing maintenance tasks and tracking asset history." - GetApp
• Bottom line: Limble is practical for SMEs focused on core maintenance tasks but may not scale for larger teams needing broader data insights.

10. MRI Evolution: Designed for Compliance-Heavy FM Teams

MRI Evolution caters to compliance-heavy industries, providing tools for health, safety, and regulatory tracking. It’s a reliable choice for teams under strict UK regulations.

MRI’s compliance tools are thorough, supporting FM teams with detailed tracking. However, the platform’s emphasis on compliance may feel restrictive for those focused on operational innovation.

• Downsides: MRI Evolution requires a longer setup phase. For FM leaders wanting quick implementation, this may be a drawback.
• User feedback: Users have found MRI Evolution to be robust in compliance management but note that it requires a significant time investment for setup and training. - TrustRadius
• Bottom line: MRI Evolution is suitable for FM teams prioritizing regulatory alignment, though its features may feel rigid for teams aiming to expand beyond compliance management.

If you’re shopping for a CMMS that can handle multi-site, data-driven facilities management in the UK, don’t leave it to chance. We’ve put together a sample RFP that reflects the capabilities a future-proof CMMS platform should offer. 

Use this RFP template and evaluation guide to find a CMMS that drives real value

This is a strategic evaluation guide designed to cut through the hype and zero in on the capabilities that actually matter. 

Below is a preview of what’s inside, outlining exactly what to ask, what to look for, and how to ensure your next CMMS can keep up as the FM landscape continues to shift.

Ready to streamline your evaluation? You can start using this right now, or download the complete template here if you prefer to work offline.

Request for Proposal (RFP) & Evaluation Guide: CMMS Platform for Integrated, Multi-Site Facilities Management

Date Issued: [Insert Date]

Response Deadline: [Insert Deadline Date]

Contact Information: [Your Name, Position, Contact Details]

1. Introduction

Your team doesn’t have time for software that just “checks boxes.” You need a CMMS that brings real, actionable visibility across all your facilities—one that replaces fragmented processes with a centralized, single-pane view.

This RFP is built for FM leaders who want a CMMS capable of supporting IFM’s unique needs across compliance, data, and multi-site agility.

2. Key requirements to look for

Here’s what your next CMMS should deliver—anything less, and it’s not going to cut it:

• Centralized multi-site management: Real-time oversight across every location from estates to office buildings, with dashboards that show maintenance, compliance, and resource usage in one place. No more jumping between platforms.
• Data integration and advanced analytics: Forget basic task tracking. You need analytics that go deep, integrating with BI tools to help you track and optimize KPIs by site, region, and asset type.
• Mobile and IoT integration: The ideal CMMS should empower your team on the go, with real-time data from IoT sensors that flag issues before they become problems. Mobile-first, real-time—anything else is yesterday’s news.
• Sustainability and compliance tracking: Built-in tools to track energy, waste, and water use while making compliance with UK’s ever-growing regulatory landscape as seamless as possible.

3. What this CMMS should help you achieve

Your goals aren’t just operational—they’re strategic. This CMMS should support:

• Proactive maintenance: Real-time and predictive maintenance capabilities to reduce downtime and avoid unexpected costs.
• Interoperable ecosystems: A system that connects not just systems but also people and their unique processes, enabling every stakeholder to work better and on a single platform.
• Centralized data visibility: Dashboards that give you a bird’s-eye view of every site’s performance, asset health, and energy metrics. No blind spots.
• Compliance & safety: Automated tracking and reporting tools to keep your team ahead of health, safety, and environmental standards.

4. Essential functionalities to demand

Evaluate vendors on these critical capabilities:

a. Core functionalities for multi-site FM

• Real-time maintenance scheduling and asset management for each location.
• Full lifecycle tracking for assets, complete with work order prioritization.

b. Advanced analytics and reporting

• Centralized, customizable dashboards to track KPIs across sites.
• Predictive and prescriptive analytics for proactive maintenance planning.

c. Compliance, security, and sustainability

• GDPR compliance and role-based access controls for data security.
• Sustainability metrics to meet energy, water, and waste management targets.

5. Evaluation criteria: how to identify the best fit

Don’t settle for vague promises.

Hold vendors to these specific criteria:

• Functional fit: How well does the platform meet each core requirement?
• Scalability: Can it handle multi-site operations as you grow?
• Security and compliance: Is data security built in, and does it comply with GDPR?
• ROI potential: What’s the long-term value based on efficiency gains and cost savings?

6. Proposal requirements

When requesting proposals, ensure vendors address:

• Executive summary: An overview of how their CMMS solution meets your specific needs.
• Technical specs: Details on architecture, data security, and compliance protocols.
• Implementation and Training: A roadmap for setup, training, and support that minimizes downtime.
• Cost and ROI Analysis: A breakdown of initial and long-term costs, with a focus on ROI.

Final thoughts

Facilities management is moving fast, and your CMMS should be a tool that drives strategy, not just a stopgap. This RFP template is more than a checklist—it’s a roadmap to finding a solution that can grow with your team and support your most ambitious goals.

Use this guide, ask the right questions, and pick a CMMS that’s ready for the future. The right choice will position your team to be agile, proactive, and ahead of the curve.

Here’s what you actually need to get started with Facilio

Forget the long list of prerequisites.

Facilio is built to be fast and easy to implement, so you don’t need a mountain of prep work to get things moving. Here’s a streamlined checklist to help you launch smoothly and start seeing value, without overcomplicating it.

Bottom line

With Facilio, you’re not looking at a months-long ramp-up. It’s quick to launch, easy to adopt, and backed by solid support. Set up the essentials, and your team will be ready to go live and start delivering value faster than you’d expect.