Top Features to Look for in Modern CAFM Software Solutions

Top Features to Look for in Modern CAFM Software Solutions

By Uros Trojanovic

By Uros Trojanovic

October 9, 2023

6 min read

In today's fast-paced business environment, real estate asset managers are constantly seeking ways to streamline their operations and enhance workplace efficiency. Computer-Aided Facility Management (CAFM) software has emerged as a powerful tool to help achieve these objectives, whether the asset portfolio is in Asia, Europe or North America. However, not all CAFM solutions are created equal. To make an informed decision, it's essential to understand the top features to look for in modern CAFM software solutions. In this blog, we'll explore the key aspects that should be on your radar when evaluating CAFM options.

The market is flooded with a wide range of CAFM software solutions, each claiming to be the best. To help you navigate this crowded landscape, we'll delve into the essential features that modern CAFM software should offer.

User-Friendly Interface

Intuitive Navigation

One of the first things to consider in modern CAFM software is its user interface. It should offer intuitive navigation, ensuring that users can quickly adapt to the system without extensive training. An intuitive interface reduces the learning curve and increases user adoption, making it easier for your team to maximise the software's potential. One of the problems with legacy CAFM system has been complicated non intuitive interfaces that resemble MSDOS more than modern day, easy to use software platforms such as Gmail.

Customisation Options

Every organisation has its unique workflow and requirements. Therefore, look for software that allows customisation to meet the specific needs of your organisation. The ability to tailor the interface and features can significantly enhance user satisfaction and system adoption. When evaluating CAFM solutions, enquire about the extent of customisation they offer, ensuring that it aligns with your operational processes.

Asset Management

Comprehensive Inventory Control

Efficient asset management is a hallmark of effective CAFM software. Ensure that the solution provides comprehensive inventory control, allowing you to track and manage all assets seamlessly. This includes equipment, furniture and other valuable resources within your facility. The software should facilitate easy tracking of asset location, status and maintenance history.

Maintenance Scheduling

An essential aspect of asset management is maintenance scheduling. The software should offer tools for scheduling preventive maintenance, reducing downtime and prolonging the life of critical assets. This feature not only helps in preventing costly breakdowns but also ensures that assets are in optimal condition, contributing to overall operational efficiency. A good CAFM system will also offer out of the box compliance with international maintenance standards such as SFG20 and ASHRAE.

Read more on How Facilities Management Software Enhances Predictive Maintenance

Space Management

Space Allocation and Utilisation

CAFM software should empower organisations to optimise their workspace. Look for features that enable efficient space allocation and utilisation, ensuring that no square footage goes to waste. With effective space management tools, you can make informed decisions about office layouts, allocate space based on departmental needs and identify areas for improvement.

Floor plan Visualisation

Visualising space through floor plans can be a game-changer. The software should offer interactive floor plan visualisation tools, allowing you to see and plan space usage effectively. This visual representation helps in identifying underutilised areas, planning expansions and optimising layouts for maximum efficiency. Whether you manage a single office or a complex facility with multiple locations, floor plan visualisation is a crucial feature.

Integration Capabilities

Seamless Data Exchange

Modern CAFM software should integrate seamlessly with other systems your organisation uses. This includes compatibility with asset databases, HR software and financial systems. Integration eliminates data silos, streamlines processes and enhances data accuracy. For instance, integrating your CAFM software with your HR system can facilitate automated employee onboarding and workspace allocation.

Compatibility with Existing Systems

Consider software that can work harmoniously with your existing infrastructure for example BMS systems. Compatibility ensures that data flows smoothly between systems, reducing data entry redundancy. Before making a decision, enquire about the software's compatibility with the software and tools your organisation currently relies on. A compatible CAFM solution can save time and resources during implementation.

Reporting and Analytics

Real-Time Insights

The ability to access real-time data insights is invaluable. Look for CAFM software that provides real-time analytics, helping you make informed decisions promptly. Real-time insights allow facilities managers to monitor occupancy, track maintenance progress and respond to changing conditions swiftly. For instance, if a meeting room is underutilised, real-time data can trigger a decision to repurpose it or allocate it differently.

Customisable Reporting

Every organisation has unique reporting needs. Ensure the software offers customisable reporting options, allowing you to generate reports tailored to your specific requirements. Customisable reports enable you to analyse data in a way that aligns with your organisation's goals and KPIs. Whether you need reports on energy consumption, space utilisation or maintenance costs, the software should empower you to create them effortlessly.

Mobile Accessibility

On-the-Go Management

In today's mobile-centric world, software should be accessible on various devices. Look for CAFM solutions that offer mobile applications, enabling on-the-go management and service requests for field service technician. Mobile accessibility empowers employees to report maintenance issues, scan assets and access facility information, all from their smartphones or tablets. This level of convenience enhances overall operational efficiency and responsiveness and provides real time reporting.

Mobile Work Orders

Employees and maintenance teams should have the ability to create and manage work orders via mobile devices, increasing efficiency and responsiveness. Mobile work order functionality allows for quick response to maintenance requests, reducing downtime and minimising disruptions. Whether it's a malfunctioning HVAC system or a broken office chair, mobile work orders ensure that issues are addressed promptly.

Security Features

Access Control

Security is paramount in facilities management. The software should offer robust access control features to safeguard sensitive data and limit access to authorised personnel only. Access control ensures that only authorised individuals can view or modify critical information, preventing data breaches and unauthorised changes, such as client data exports.

Data Encryption

Data security is non-negotiable. Look for software that encrypts data both in transit and at rest to protect against potential breaches. Encryption ensures that even if data is intercepted or accessed by unauthorised individuals, it remains unintelligible. This added layer of security is essential, especially when dealing with sensitive information such as facility layouts, asset inventories and maintenance records.

Cost Management

Budget Tracking

Effective cost management is a critical aspect of facilities management. Choose software that allows for accurate budget tracking and forecasting. Budget tracking features enable you to monitor expenses in real time, ensuring that you stay within budgetary limits. This capability is particularly useful for controlling operational costs and avoiding overspending.

Expense Forecasting

The ability to forecast expenses is vital for long-term planning. Look for software that provides tools for predicting future costs based on historical data. Expense forecasting helps organisations make informed financial decisions, allocate resources effectively and plan for future facility improvements. With accurate expense projections, you can optimise your budget allocation and allocate resources where they are needed most.

Compliance and Regulatory Support

Adherence to Industry Standards

Different industries have specific compliance requirements. Ensure the software aligns with relevant industry standards such as SFG20 & ASHRAE and can adapt to changing regulations. Compliance features help organisations adhere to safety, environmental and industry-specific regulations, reducing the risk of penalties and legal issues.

Audit Trail

A comprehensive audit trail feature can be invaluable during compliance audits. It should track all changes and actions within the system for accountability. An audit trail provides a transparent record of who accessed specific data when it was accessed and any modifications made. This feature ensures compliance with regulatory requirements and enhances data integrity.


Adaptable to Business Growth

Your organisation is likely to grow and evolve. Select CAFM software that can scale with your business, accommodating additional facilities and assets. Scalability ensures that your software investment remains relevant as your organisation expands. Whether you open new offices, acquire additional assets or experience changes in facilities management needs, scalable software can adapt to accommodate these changes seamlessly.

Cloud vs On-Premise Deployment

When evaluating scalability in modern Computer-Aided Facility Management (CAFM) software, the choice between Cloud and On-Premise deployment is a pivotal consideration. A cloud-based CAFM solution offers seamless scalability, easily adjusting to changing needs. It also supports remote access and collaboration, crucial in today's work environment. It outsources maintenance, updates, and security, reducing the IT burden. On the other hand, On-Premise CAFM provides greater control and security. Its scalability may be limited by hardware capacity and can involve costlier, time-consuming upgrades.

Consider your organization's growth, IT capabilities, and budget. Cloud solutions typically offer more flexible scalability for evolving facility management requirements.

Licensing Flexibility

Consider software with flexible licensing options, allowing you to adjust costs as your organisation's needs change. Licensing flexibility enables you to add or remove users, features or modules as required, aligning software costs with your operational requirements. This flexibility prevents overcommitting to software resources while ensuring that you have the necessary tools to support your facilities management goals.

Customer Support

24/7 Assistance

Responsive customer support is crucial when issues arise. Choose a vendor that offers 24/7 assistance to ensure minimal disruption to your operations. Facilities management software is mission-critical and any downtime or technical issues can impact your organisation's productivity. Having access to round-the-clock support ensures that you can address problems promptly and maintain smooth operations.

Training and Resources

The vendor should also provide training and resources to help your team maximise the software's potential. Comprehensive training ensures that your staff can effectively utilise the software's features, resulting in higher efficiency and productivity. Ask potential vendors about the availability of training programs, user guides, and online resources to support your team's learning and development.

Implementation Process

Timelines and Milestones

Understanding the implementation process is essential. Ensure the vendor provides clear timelines and milestones to keep the project on track. Timelines outline the expected duration of each phase of implementation, from software configuration to data migration. Milestones indicate key achievements along the way, helping you gauge progress and ensure that the project stays on schedule.

Data Migration and Integration

Smooth data migration and integration with existing systems are critical for a successful transition to CAFM software. Data migration involves transferring your existing facilities management data, such as asset inventories and maintenance records, into the new software. Integration ensures that the CAFM software communicates effectively with other systems, such as HR or financial software. Discuss data migration and integration processes with potential vendors to ensure a seamless transition.


In conclusion, selecting the right CAFM software can significantly impact your organisation's efficiency and productivity. By considering the features mentioned in this comprehensive guide, you can make an informed choice that aligns with your specific needs and goals. Remember that CAFM software is an investment in your organisation's future, so take the time to evaluate your options thoroughly and choose a solution that will empower your facilities management team to excel.

Subscribe to our newsletter

By clicking “Accept”, you agree to the storing of cookies on your device to analyze site usage, and assist in our marketing efforts. Read more Privacy Policy