What features should I look for in a CAFM solution?

Not all CAFM systems are created equal.
Some are sleek, intuitive, and genuinely helpful. (expansive)

Others… feel like they were designed in 2003 and haven’t had an update since.

So, what should you actually be looking for in a CAFM solution that supports real operational improvements?

Start with your pain points

Ask: 

“What’s slowing us down right now?”

Is it:

• Asset downtime?
• Contractor delays?
• Manual paperwork?
• Budget tracking?
• Team miscommunication?

A good CAFM should solve your real problems, not just give you more buttons to click.

Key features that actually make a difference

Here’s what to prioritise if you want a system your team will actually use, and benefit from:

1. Work Order Management

This is the heartbeat of any CAFM.

Look for a system that makes it easy to:

• Log faults
• Assign jobs to the right person
• Track progress in real time
• Attach photos, notes, or documentation

2. Planned Preventive Maintenance (PPM)

Reactive jobs are expensive. You want a system that automates PPM schedules based on:

• Asset age
• Usage patterns
• Manufacturer guidance

3. Asset Management

Your CAFM should give you total visibility over your assets:

• Where they are
• When they were last serviced
• Warranty/contractor info
• Cost to maintain vs replace

4. Real-Time Reporting & Dashboards

Data only matters if you can actually use it.

Make sure your CAFM offers:

• Customisable dashboards
• Visual KPIs
• Downloadable reports
• Budget tracking

5. Mobile Access

If your team’s always on the move, your system should be too.

A good CAFM app lets:

• Engineers log jobs on-site
• Managers approve requests remotely
• Everyone work faster without being chained to a desk

6. Contractor Management

Managing third-party contractors shouldn’t feel like herding cats.

Look for features that:

• Schedule jobs automatically
• Track contractor response times and SLAs
• Store compliance documents (RAMS, insurance, accreditations)
• Let you rate or review performance

So you’re always in control.

7. Inventory & Stock Control

Whether it’s filters, lightbulbs or spare parts, you need to know what’s in stock and what’s running low.

Smart CAFM systems can:

• Track usage patterns
• Set minimum stock alerts
• Automate purchase orders

8. Space & Move Management

Planning a relocation or reconfiguring floor space?

You’ll want tools that:

• Map space usage
• Show occupancy trends
• Help plan moves with minimal disruption

9. Compliance Tracking

Missed inspections and expired documents = risk.

Your CAFM should help you:

• Schedule mandatory checks
• Store certifications and audit logs
• Set alerts for upcoming deadlines
• Stay audit-ready with less stress.

Bonus: Cloud-based and user-friendly

Let’s be honest—nobody wants to wait 12 months for implementation or sit through 20 hours of training videos.

Prioritise:

• Cloud-based access (no clunky installs)
• Fast setup
• Simple interface
• Great support team
  
  

If your CAFM is hard to use, your team won’t use it. And then what’s the point?

Don’t get dazzled by features you’ll never use.
Choose a CAFM that solves your day-to-day problems and makes your team’s life easier from day one.

Want to see how fast your team could get going? Book a demo!