How long does it take to implement a CAFM system?

Ask around, and you’ll probably hear a mixed bag of answers. Some say months. Others say years. (Yes, really.)

But here’s the truth: it shouldn’t take that long.

Legacy systems vs. modern platforms

Older CAFM systems were often… slow. They needed on-premise installs, bespoke integrations, and lengthy onboarding. It wasn’t unusual for implementation to stretch over 6–12 months, and feel more like a digital marathon than a software rollout.

Thankfully, times have changed.

Modern CAFM platforms, like expansive, are built for speed. They’re cloud-based, intuitive, and designed to get FM teams up and running in weeks, not months.

What impacts your timeline?

No two implementations are exactly the same, but the key factors that shape rollout time are:

• How many sites you’re onboarding
• Whether you need data migrated from legacy tools
• How complex your asset and contractor setups are
  
  
• The number of users (and how much training they need)
• Any integrations with finance, BMS, or procurement systems

If you’ve got clear priorities and a team that’s ready to move, implementation can be surprisingly fast, and dare we say, painless.

What’s included in the rollout?

A proper CAFM implementation should cover:

• Platform configuration
• Data import (assets, contractors, maintenance schedules, etc.)
• User training (without the jargon)
• Testing, feedback, and go-live support
• Integration with your existing systems if needed
  
  

The goal isn’t just to switch systems, it’s to set your team up to succeed from day one.

You shouldn’t be stuck in onboarding limbo

If the idea of switching systems fills you with dread, you’re not alone. A lot of FM teams delay upgrading because they assume implementation will be too disruptive.

But here’s the thing: it’s way more disruptive to keep using tools that don’t work.

A modern CAFM system should:

• Launch quickly
• Be easy to learn
• Give you value immediately
• Grow with you over time
  
  

TL;DR?

• Older systems can take months to roll out
• Modern CAFM platforms are typically up and running in weeks
• The timeline depends on your setup, but it doesn’t have to be painful
• You should get support with training, data migration, and launch, not just a login

Curious what implementation would look like for your team? Book a demo!