Key Features of a CAFM System

CAFM systems streamline the management of facilities and infrastructure, enhance the management of resources and maintenance operations, and thus reduce costs across diverse environments.

Facility and building management is critical for organizations that oversee spaces such as offices, commercial premises, warehouses, hospitals, and schools. This management involves planning, organizing, controlling, and maximizing the use of both material and human resources to ensure optimal operations. It encompasses varied aspects such as maintenance, security, cleaning, energy, waste and asset management, as well as the coordination of subcontractors and service requests. Facility management software, also known as CAFM “Computer-Aided Facility Management”, enhance building management and ease the daily routines of facility management teams. They centralize, automate, and analyze information regarding facilities, thereby optimizing processes and workflows. These tools offer significant benefits, including cost reduction, improved productivity and quality, and compliance with standards, leading to increased user satisfaction. This article explores how to select a CAFM system suited to your needs and the essential characteristics to consider to fully benefit from its advantages.


What Is a CAFM System?

What-Is-a-CAFM-System A CAFM system is essential for facility managers as it coordinates and simplifies a multitude of daily tasks. This system allows for comprehensive planning and management within a physical space, incorporating individuals, processes, and objects. For example, consider expansive sites equipped with hundreds of assets marked with tags. With CAFM software, managers can effortlessly maintain these assets in order and well maintained. Viewed as a specialized technological solution, CAFM plays a key role in centralizing, automating, and analyzing building-related data. It simplifies the management of processes and workflows, offering notable advantages such as cost reduction, increased productivity, improved quality, adherence to standards, and user satisfaction.

Combining elements from CMMS (Computerized Maintenance Management Systems), EAM (Enterprise Asset Management), and IWMS (Integrated Workplace Management System), CAFM encompasses various aspects such as information technology, facility and building maintenance management, real estate management, and administrative support. Thus, facility management is an integrated practice aimed at aligning the physical workplace with human resources and organizational activities.

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7 Key Features of a CAFM System

A CAFM system provides a comprehensive solution for managing all aspects related to buildings and facilities. It integrates multiple features that simplify operations for facility managers and maintenance teams. Let’s discover the essential functionalities offered by CAFM:

Site and Equipment Management

Site-and-Equipment-Management Crucial for cataloging, locating, and tracking all assets and equipment within buildings, this functionality also manages their lifecycle. It includes defining the condition, value, warranties, and equipment history, thus facilitating asset management and decision-making related to investments, renewals, or disposals.



Preventive and Corrective Maintenance Management

Preventive-and-Corrective-Maintenance-Management It enables the planning and execution of both scheduled preventive and corrective maintenance operations. This feature covers the management of planned and unplanned maintenance activities, spare parts, inventory, costs, and timelines. By enhancing the performance and reliability of buildings and equipment, it helps extend their lifespan, minimize breakdown risks, and reduce downtime.


Work Planning and Monitoring

Designed to organize and monitor building-related work, such as moves or renovations, this feature also manages the necessary human and material resources, as well as schedules, budgets, and constraints. It ensures better coordination of projects within cost and time constraints.

Space and Premises Management

This feature is aimed at optimizing space occupancy, allocation, and management. It includes handling floor plans, areas, capacities, and layouts. Contributing to the improvement of occupant comfort, safety, and productivity, it also helps reduce real estate costs.

Contracts and Suppliers Management

With this feature, it is possible to effectively oversee contracts and relationships with subcontractors. It also simplifies the management of quotes, tendering processes, orders, thereby enhancing the quality, efficiency, and profitability of external services.

Dashboards and Reports

This feature offers the capability to gather, process, and visually present site data. It promotes the creation of key performance indicators (KPIs), custom reports, benchmarking analysis, and alerts. It is therefore indispensable for better management control and continuous improvement of maintenance and facility management.

The Importance of Mobile Functionality in CAFM

The-Importance-of-Mobile-Functionality-in-CAFM Mobility is a crucial aspect for facility managers. They often need to be on the move to conduct diagnostics, oversee work, ensure service quality, or communicate with occupants and suppliers.

To simplify their facility management, it is paramount that CAFM functionalities are accessible on mobile devices such as smartphones, tablets, or laptops. Mobile access improves responsiveness, efficiency, and productivity for managers.

Mobility allows them to:

  • View and update site information in real time, eliminating the need for office visits or paper documents;
  • Instantly respond to service requests, work orders, and various alerts from their mobile device;
  • Locate assets and equipment, scan barcodes or QR codes, take photos, and record voice notes;
  • Access plans, technical sheets, user manuals, and procedures;
  • Monitor the progress of work, approve interventions, sign delivery receipts, etc.;
  • Create and view reports, dashboards, and performance indicators;
  • Facilitate communication with field teams, occupants, and suppliers.

Therefore, mobile functionality is a determining factor in facility management. It is essential that the software offers an impeccable user experience, careful ergonomics, automatic synchronization, and advanced security.

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Integration with Other Systems

A CAFM system is essentially designed to not operate in isolation. It is imperative that it integrates effectively with various systems and applications employed in the management and maintenance of buildings and facilities. This integration facilitates data exchange, process synchronization, simplification of operations, and contributes to overall performance improvement. Below are some key examples of integration:

Integration with BIM (Building Information Modeling) Systems

BIM is an innovative approach to the design, construction, and management of buildings, based on the use of 3D digital models. It offers the possibility to accurately visualize, simulate, and analyze the physical and functional characteristics of buildings while facilitating the management of their lifecycle.

Thanks to the integration between FM and BIM, it is possible to link the 3D model’s data with the CAFM software, providing an overall and updated view of the facilities. This facilitates the transition from the construction phase to the operation phase, optimizes planning and maintenance execution according to real data, and accelerates problem detection and resolution.

Compatibility with Real Estate Management Tools

Compatibility-with-real-Estate-Management-Tools Real estate management involves all activities related to property management, including lease, rent, utilities, taxes, and insurance management, among others. It often employs dedicated tools, such as software for rental management, condominiums, and asset management.

The compatibility between CAFM and real estate management tools enriches the management of the financial, legal, and administrative elements of facilities alongside the technical and operational aspects. It helps streamline the monitoring of contracts, invoices, payments, collections, and disputes. It also aids in tracking the profitability, value, and performance of real estate assets.

Interconnection with Security and Surveillance Systems

Security and surveillance systems, which include cameras, alarms, sensors, and access controls, play a vital role in protecting facilities against various risks such as intrusions, fires, and breakdowns.

The interconnection of CAFM software with these systems enhances the security of facilities, occupants, and equipment. It enables the reception of real-time alerts in case of anomalies, initiation of corrective actions, control of access to sensitive areas, and assurance of compliance with safety standards.

Customization and Scalability

A CAFM system must be flexible to meet the unique needs of each organization and facility. It should be able to adjust to technological changes, regulatory developments, and new management methods. That’s why the features of customization and scalability are paramount when choosing CAFM.

Customization allows for shaping the CAFM according to the specific desires and needs of each user. This includes altering the interface, functionalities, configurations, reports, and more. There is even the possibility to develop custom modules or extensions tailored to the specific needs of a profession or sector. With such customization, the user experience is enhanced, fostering satisfaction and loyalty.

Scalability ensures that the CAFM will adapt to the expansion and transformation of an organization and its facilities. It guarantees support for an unlimited number of users, assets, equipment, and sites. In addition, scalability allows for software updates in line with technological advancements, new standards, and emerging trends, thus contributing to improving performance, competitiveness, and sustainability of the organization.

CAFM that is both customizable and scalable thus represents a significant advantage for building management. It ensures alignment with current and future needs, provides a competitive edge, and is part of an ongoing improvement process.

CAFM must not only offer robust technical solutions for data security, such as access control, encryption, backup, and restoration, but it must also integrate rigorous management practices, such as user rights management, privacy policies, audits, and reporting.



It is clear that CAFM software is essential for effective building management. It simplifies the management of all key aspects such as assets, equipment, maintenance, space utilization, energy, contracts, and suppliers, bringing numerous benefits. Among these benefits are cost reduction, increased productivity, improved service quality, assurance of compliance with standards, and heightened user satisfaction.

When selecting CAFM software, it is crucial to consider several important aspects such as the provided features, mobility, integration with other tools, customization options, capacity for future evolution, and data security. It is also advisable to compare carefully the different options available in the market, taking into account the cost, included services, and proposed technical support.

For more information on facility management software, or if you wish to try out a high-performing and innovative solution for free, please do not hesitate to contact us. We would be delighted to guide you in your facility management project.


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