Best Space Management Software
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PRODUCTS
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BUYER'S GUIDE
Buyer's Guide
By Kriti Agarwal, Technical Content Writer at SelectHub
Space management refers to the process of organizing, using and maintaining the available physical space in a facility or organization. This can include tasks such as allocating space to different departments or functions, designing and laying out the space, and ensuring the space is safe and accessible.
It also includes monitoring and optimizing space use over time to ensure you’re using it efficiently and effectively. Space management software gives service stakeholders a framework for organizing and managing maintenance needs and creating efficient service schedules and procedures to meet those needs.
If your company has outgrown its current space management software, or you’re scouting for a better way to manage and maintain your physical spaces, then you’ve come to the right place. In this buyer’s guide, we’ll go over the benefits and features of space management software to help you pick an ideal solution.
Executive Summary
- With space management software, organizations can manage, maintain and use physical space optimally.
- Space management software uses digital mapping to ensure you can allocate and maintain physical floor space.
- Space management software uses real-time data to inform teams about changes in space allocation and overcrowding.
- A successful software search includes gathering requirements, determining the total cost of ownership of products and preparing questions to help you find the right fit.
What Is Space Management Software?
Space management software is a tool that helps organizations plan, manage and optimize their physical space while allowing customers or employees to book workstations, rooms or whole facilities.
The software can be used to create and maintain a digital map of a facility, including the layout of rooms, furniture and equipment. It can also be used to track and manage the allocation of space to different departments or individuals and to monitor and report on the use of space over time.
Space management software falls under the purview of facilities management software. The software can also include features such as reservation systems, capacity planning, occupancy sensor integration and reporting capabilities.
Additionally, it may provide the ability to integrate with other systems such as building automation, security or IT systems. It can help improve your space usage efficiency, reduce costs and improve communication between different departments.
It supports maintenance teams in proactively maintaining equipment before problems arise and managing these activities and the related supply chain.
With better-managed schedules and fewer emergencies, it can help you lower maintenance costs, pinpoint issues at their root, and empower staff to respond accurately and effectively.
Primary Benefits
There are several benefits of using space management software, including:
Optimize Space
Space management software can help your organization optimize your use of physical space. Optimizing space management could help you reduce the need to spend on additional facilities and improve your overall productivity.
Space management software provides detailed information about how you’re using your space, allowing you to identify underutilized areas and make changes to optimize them. You can use digital mapping to plan and design new spaces, or to reconfigure existing spaces to meet the changing needs of your organization.
Enhance Decision-making
Space management software can provide organizations with real-time data and analytics about space usage, which you can use to make informed decisions about how to allocate and use space.
With advanced visualization tools, space management software can also help with planning and design.
Increase Communication & Collaboration
Space management software can help different departments or individuals within an organization better coordinate and collaborate on space-related issues.
It provides a centralized platform for collaboration between different departments and teams, allowing organizations to work together more effectively to manage space.
Ensure Compliance
Space management software can help organizations meet regulatory requirements related to space usage and safety.
It can help you track and monitor safety equipment, conduct regular safety inspections, and optimize spaces.
Features & Functionality
Most space management software solutions offer these primary features.
Floor Planning & Mapping | Space management software typically includes a digital mapping feature that allows organizations to create and maintain detailed floor plans of their facility, including the layout of rooms, furniture and equipment. |
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Space Allocation & Management | You can track and manage the allocation of space to different departments or individuals and monitor and report on usage over time. |
Reporting | Gather and monitor data on your facilities, including trends, suboptimal areas and other usage information. Track who uses particular spaces and for what to make decisions on optimizing other available spaces. |
Reservation & Booking | Space management software includes reservation and booking systems that allow users to reserve and schedule specific spaces, such as meeting rooms or shared resources. Facilities with various shifts or rotating patrons can manage hot desking processes to optimize limited space usage. |
Occupancy Sensor Integration | Some software can integrate with occupancy sensors, which can provide real-time data about the occupancy of specific spaces and can be used to improve space use. |
Software Comparison Strategy
To identify the ideal solution for your needs, it's crucial to determine the key features you require in a facilities management software with the highest standard of quality. Begin by assessing your needs through our interactive facilities management requirements template. This will help you determine what to look for in a space management software.
Different software vendors offer varying features, so it's important to understand which ones you require and which you can do without before comparing options against your requirements list. You should also consider the vendor's reputation, history, and experience.
When making a choice between vendors, your budget is likely to play a role. Look for a system that meets your needs and, ideally, some of your preferences, all within your budget.
Use our facilities management pricing guide to evaluate the base costs of your shortlisted options and ensure they meet all your requirements within your budget constraints.
Cost & Pricing Considerations
When considering the cost of space management software, there are several other factors to take into account:
- Initial Cost: The initial cost of the software includes the license fee for the software and any additional fees for customization or integration with existing systems.
- Ongoing Costs: There may be ongoing costs associated with the software, such as annual maintenance fees, upgrades or technical support. It's important to understand the costs involved in the long-term use of the software.
- Implementation costs: There may be additional costs associated with implementing the software, such as training for staff, data migration and integration with existing systems.
- Hardware Costs: Space management software may require you to install additional hardware, such as sensors, cameras or other equipment, for the software to function fully.
- Pricing Structure: The pricing structure for the software might affect the total cost of ownership for your software. Vendors may offer different pricing models, including SaaS pricing models, such as subscription-based and per-user pricing, or a licensing fee. Depending on your budget, you can choose which model is most cost-effective for your business.
- Return on Investment (ROI): Organizations should also consider the potential return on investment of the software regarding cost savings and increased productivity to determine if the costs associated with the software are justified.
The Most Popular Space Management Software
No single solution can be “the best,” as there’s no one-size-fits-all solution. These three platforms are the most popular facility management systems in the industry, according to our analysts:
Note: These are our top-rated overall facilities management systems.
FMX
FMX is a cloud-based solution that helps you generate work orders, schedule maintenance and streamline processes for facilities, assets, maintenance and fleets. It offers a calendar-based interface, reports and integration with a directory system.
It can be accessed on mobile phones and desktops and is a perfect fit for companies looking for a user-friendly solution.
FMX offers interactive floor mapping to monitor space utilization. Source
eMaint
eMaint offers a configurable and easy-to-use interface, streamlined asset management, customizable reports, and effective work order management capabilities. It helps you plan predictive maintenance and simplify inventory management and maintenance management.
It’s a perfect fit for companies looking to manage work schedules and generate work requests.
eMaint offers access to customized reports and visuals. Source
NetFacilities
NetFacilities is a web-based solution that helps facility managers effectively track data on facilities, properties and assets. Preventive maintenance, calendar management, a tenant portal and incident management are some of its prominent features.
Easy customization and good customer service are other notable benefits.
Find where assets are located easily with NetFacilities. Source
Questions To Ask
Before you select space management software, you need to understand the purpose it will serve in your organization. You can take pointers from this list of questions to ask internally.
- What’re our specific space management needs, and how does the software align with those needs?
- Will we need dedicated IT resources? If yes, how much would that cost?
- What type of data do we need to collect and analyze to make informed decisions about space usage?
- Do we need space management software to integrate with other business software?
- What deployment methods are we open to? Does our industry have specific deployment requirements?
The vendor’s caliber, experience, viability and vision for their product should play a role in the software decision. Before you settle on one of the many space management platforms, ask vendors:
- What’s your installation and integration methodology?
- What’re the costs associated with the software, including any additional fees for support, upgrades or customizations?
- What level of support and training do you provide?
- How user-friendly is the software, and how easily can it be adopted by our staff?
- Do you offer data migration, implementation and customization services? Do you charge extra for that?
Next Steps
Space management software helps you manage physical space so you can optimize its maintenance and use.
It collates all information on a single interface and provides various benefits ranging from better efficiency to improved collaboration.
Deciding which space management software suits your needs is critical, and you should consider it carefully. The right software will help you manage your spaces, improve floor planning and decrease maintenance costs.
Ready to go deeper? Our free comparison report makes it easy to find products that match your needs and compare leading solutions.
Product Comparisons
Additional Resources
Products found for Space Management Software
Maximo
Maximo by IBM helps manage physical assets like facilities, vehicles, equipment and machinery. It offers features like space management, storeroom management, integrations, inventory management, task management and more. It improves asset lifespan and operation availability as well as reduces risk through preventive maintenance and lifecycle management.
Corrigo
Corrigo helps facility managers make the most of their role as well as optimize their workforce. It offers capabilities for maintaining campuses, organizing work orders, overseeing expenses and recording asset data to make more informed choices. It builds intelligence into every feature to help users get the most out of their facilities and get smart about managing their assets.
Accruent
Accruent helps facility managers maintain, organize, optimize and manage their facilities. It can maintain assets, improve organizational efficiency and streamline workflows for optimal performance from all departments. It comes in tailored versions for its industry specialties such as vx Maintain for retail, 360 Facility for real estate, Connectiv for healthcare and FAMIS for education and the private sector.
FMX
FMX offers a user-friendly, cloud-based solution that simplifies the management process for asset, facilities, maintenance, fleet and scheduling activities at a range of campus types. It lets users effectively generate work orders, schedule maintenance and plan resource use, streamlining processes. Users can access it from mobile devices and configure settings as well. A simple calendar-based interface aids scheduling, and it supports unlimited requesting users with no extra cost. It provides actionable insights into business data, organizes staff from a central portal, speeds up work order resolution and improves asset effectiveness. It offers quick customer support and training and has reported a 98% customer satisfaction rating.
ServiceChannel
ServiceChannel takes the burden out of service management by automating service tasks and organizing work processes. It helps implement and monitor a successful, dependable and continuous service strategy.It provides a flexible, robust and reliable service management platform to quickly and easily manage service tasks and staff. It helps maintain compliance, provides accurate information and increases profitable operations.
Asset Panda
Asset Panda offers equipment tracking and management in a flexible, customizable package for SMBs that want to automate their maintenance management activities. It optimizes a range of processes, from work orders to compliance to facility management to procurement. Users can access the full suite of features from any device and make adjustments to available modules to perfectly suit their needs.
UpKeep
UpKeep Maintenance is a mobile-based asset and maintenance solution. This integrated system is suitable for companies of all sizes and types. Maintenance and facility managers can use it to manage work orders, schedule preventive maintenance and monitor their assets. It helps prevent unplanned downtime and extends the lifespan of your assets.
eMaint
As a featured offering from Fluke Reliability, a division of the Fluke Corporation, eMaint is a well-known and widely-used maintenance management software. It delivers a robust, configurable, easy-to-use interface that helps organizations save time and money by coordinating team-based efforts for asset maintenance and management.
Maintenance Connection
Founded by Accruent, Maintenance Connection is one of the largest names in maintenance software providers. It is both powerful and user-friendly, providing an intuitive interface. It offers the whole gamut of asset and maintenance management features that help users manage the lifecycles of their physical assets. It comes in on-premise, cloud or hybrid deployments and is highly scalable to fit a diverse clientele.
Amilia
Amilia is an accounting and recreation management solution that enables users to market, supervise and expand businesses such as community centers, camp facilities, dance studios and more.Its noteworthy modules include recurring payments, attendance, reports, client database, activity calendars, memberships, online registrations and more.
MPulse
MPulse aims to provide customers with maintenance success. It offers reliable scheduling, reporting tools and tracking features to organizations with a heavy focus on equipment and facility management. It comes in four subscription levels: Bronze, Silver, Gold and Platinum with a varying breadth of features based on the package.
FM Systems
FM:Systems offers a suite of workspace and other facility maintenance management products to meet the needs of facility managers in the modern age. It comes with an integrated mobile form called fixME and offers industry-specific models to ensure users get the perfect options for their unique needs.
NetFacilities
NetFacilities is a completely web-based maintenance management option for facility managers. It helps track comprehensive data on facilities, assets and properties in order to more efficiently maintain them. It improves reliability in addition to facilitating preventive maintenance for a range of industries and organizations.
Hippo CMMS
Hippo CMMS is a user-friendly cloud solution to help facility managers streamline and centralize their organization’s maintenance management activities. It comes equipped to optimize work orders, perform preventive repairs, monitor assets and equipment, control spare parts and material inventory, as well as manage vendor or client contacts. It is scalable for SMBs or enterprises alike.
Planon
Planon provides facility and integrated workspace management to organizations of all sizes. It helps building owners and managers create workplaces that encourage learning, productivity and innovation.Users can choose from specialized versions that include IWMS, asset management, real estate management, sustainability management and more. With over 35 years of experience and thousands of customers worldwide, it provides highly integrated space and facility management.
Axxerion
Axxerion is a property, storage and maintenance management platform that provides flexible asset, facility and inventory management features. It simplifies maintenance operations, centralizes communication, and collects data to promote better business decisions and accurate forecasting. Its scalability and flexibility make it ideal for organizations of all sizes in diverse industries. It’s available for cloud deployment.
Asset Essentials by Brightly
Asset Essentials by Brightly (formerly known as Dude Solutions) is a cloud-based and mobile-enabled enterprise work and asset management platform designed to help users maintain and monitor their physical assets. It helps asset-centric operations enhance visibility, streamline workflows, improve processes and extend the lifespans of their assets.
Assetworks
AssetWorks helps users manage assets like vehicles, buildings, infrastructure, facilities and more. Its offerings include management of fleets and fuel, enterprise risks and assets, surplus assets and more. It streamlines processes and improves operations through better facility staffing, machinery management and workflows. It helps users handle consumables, equipment and properties efficiently and cost-effectively. Leveraging multiple modules enable companies to improve ROI, promote data transparency and reduce operating costs.
QWare
Q Ware offers simple fixed asset maintenance for SMBs from a wide range of industries. This C S Company product aims to assist facility managers by streamlining their accounting, asset tracking and maintenance tasks from a centralized hub. It simplifies lifecycle management, optimizes technician tasks, facilitates work orders and more.
TheWorxHub
The WorxHub by Brightly (formerly Dude Solutions) is a cloud-deployed maintenance and operations management solution specially designed for healthcare organizations managing senior living facilities. It offers work order management, surveys and inspections, asset management, capital planning, preventive maintenance and reporting. It also helps achieve compliance, monitor energy consumption, regulate workflows and manage security. It manages transportation, room bookings and assets. It helps maximize revenue, encourage communication and create a better experience for residents. It integrates with popular tools like Cubigo, Viibrant, TouchTown and more. It provides insights and configurable reports to manage and maintain senior living facilities.
Skedda
Skedda is a SaaS scheduling and booking solution for venues that rent space to individuals and groups. It is free to use with paid options for additional capabilities. Booking calendars, automated scheduling, interactive maps and online payments streamline user booking while minimizing administrative needs.It is customizable, allowing venue managers to create and set rules for pricing and booking based on user tags, availability, rental durations and time of day. It is accessible through web browsers on desktops, tablets and smartphones with optimized interfaces for each.
EZFacility
EZFaciltiy is a management software mainly focused on sports and fitness centers. It covers facility scheduling, employee management, billing, marketing tools, reporting and more. It also offers membership management, inventory management, league management, revenue management and tracking, and registration management. It helps automate payment processes, calculate rent, send reminders, manage multiple locations and control access to facilities.
Facilitron
Facilitron is an SaaS suite designed to assist owners and staff with managing rentable facilities. It combines scheduling and reservation, maintenance management, building automation and attendee management inclusions to provide comprehensive support for maintaining, automating and renting public and private spaces.Its integrated modules streamline rental processes by syncing schedules with maintenance management, BAS and attendee management to generate work orders, automate building preparations and manage attendance registration. It is suited for a variety of rentals, including public spaces, educational facilities, sports venues and more.
FacilityONE
FacilityOne is a comprehensive facility management software designed to streamline the maintenance and management of physical assets. It caters to a broad spectrum of industries, including healthcare, education, and manufacturing. Key features include asset tracking, work order management, and preventive maintenance scheduling. Users benefit from improved operational efficiency and reduced downtime. Pricing for FacilityOne is typically tailored to an organization's specific needs, making it adaptable for businesses of various sizes. Users often commend its user-friendly interface and robust reporting capabilities, making it a preferred choice over other facility management solutions for its ease of use and scalability. Pros Efficient asset tracking Streamlined work orders Preventive maintenance scheduling Cons Custom pricing Learning curve Integration challenges
Pazo
Pazo is an operations management offering from Trakd Innovation. It connects key players organization-wide, streamlining collaboration and communication between departments. From daily workflows to big-picture planning, users can completely digitize their facility operations in a single cohesive hub.
LeaseQuery
LeaseQuery is a cloud-based accounting and management system that enables property chains to track leases and renewal deadlines. It facilitates accurate financial disclosures and rent calculations. It prepares journal entries for deferred rents and tenant improvements. The unified searchable database allows storing and organizing documents, making it easy to locate them. It equips property managers with operational tools and accounting intelligence.
IFS EAM
IFS EAM delivers reliability-centered maintenance to keep assets running at peak performance for as long as possible. Users can create and manage work orders, schedule and record preventive maintenance, perform KPI reports, and a range of other advanced capabilities through the program’s simple, colorful user interface.
YAROOMS
YAROOMS is a cloud and web-based workspace management software. It helps streamline workflows, manage room and desk bookings, access analytics and assign seatings. It also offers integration, capacity enforcement, reminders, interactive maps, reservation management and more. The Door Digital Signage app is available on iOS, Android and Kindle tablets.
CivicRec
CivicRec, owned by CivicPlus, is a parks and recreation management software that helps with marketing, maintaining facilities, league management, inventory tracking, membership management and more. It offers ticketing, reporting, integration, ADA compliance, instructor management and an activity catalog.
AkitaBox
AkitaBox is a facility management software that offers a visual reporting dashboard, high risk identification, asset and maintenance management, and capital planning. It also provides inspection programs, inventory tracking, work order management, a communication hub and more. It helps reduce maintenance costs and downtime, customize PM schedules, maintain facility hygiene and integrate with other third-party resources. With pricing models based on facilities’ square feet, it is scalable to any size organization.
eFacility
eFacility is a comprehensive facility management software designed to streamline operations for businesses of all sizes. It offers a range of key features such as asset management, space optimization, maintenance management, visitor management, and real-time analytics. With eFacility, businesses can efficiently track and manage assets, allocate spaces effectively, schedule and monitor maintenance tasks, enhance security with visitor management, and gain valuable insights through analytical reports. The software helps businesses improve operational efficiency, reduce costs, and ensure a productive work environment. Whether it's small, medium, or large businesses, eFacility offers a flexible and scalable solution to meet their facility management needs.
Landport
Landport aids facility and property managers in reducing deficiencies and improving workflow processes with streamlined work order management. Access to real-time information enables managers to track maintenance activities progress for buildings, facilities and equipment. It offers tools to manage both on-demand service requests and preventive maintenance. Multi-channel communication methods allow customers to submit service requests via email, phone, voicemail and a dedicated support portal.
Robin
Robin Powered facilitates space management in the workplace. It promotes the optimal utilization of resources with automated scheduling, group scheduling, room booking management and multi-location support. Employees can access real-time office maps and workplace analytics. It allows employees to create digital signage for meeting rooms on various devices such as mobile phones, tablets and televisions. It is available in three different pricing tiers, Basic, Pro and Premier, on an annual subscription basis.
TRIRIGA
TRIRIGA by IBM offers unified workplace, facility and operational management. It improves the financial, operational and environmental performance of an organization’s facilities and workforce. It also helps users maximize ROI on properties and management activities.
OfficeSpace
OfficeSpace provides powerfully simple software to manage office facilities. It offers advanced workplace management to ensure organizations are making the most of their available space as well as letting them know when it’s time to upgrade. Users can expect to streamline many aspects of facility usage and occupancy.
Fixxbook
Fixxbook is a free, web-based sourcing, credentialing and monitoring tool from ServiceChannel. Its searchable directory lets service providers and facility managers directly communicate and collaborate. Facility professionals can verify trade credentials and contractor experience, while contractors can use it for marketing and to get in touch with subcontractors. Users can customize searches to a number of locations and geographical areas and control costs associated with hiring service professionals.
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