If you've ever managed maintenance requests through WhatsApp messages, sticky notes, or a shared spreadsheet that nobody updates, you already know the problem. Things fall through the cracks. Nobody knows what's been fixed and what's still pending. And when something breaks, you're scrambling to figure out who handled it last.

A CMMS — short for Computerized Maintenance Management System — is the software that fixes this. It's the single system where every maintenance request, every asset, and every scheduled task lives, so your operations team actually knows what's happening across your facilities.

How a CMMS Actually Works

At its core, a CMMS does three things.

It captures work orders. When a teacher reports a broken air conditioning unit, or a staff member notices a leaking pipe, that request goes into the system — not into someone's inbox or chat group. Every request gets logged with a location, priority level, photos, and a timestamp.

It assigns and tracks work. The system routes each request to the right technician or team. You can see at a glance what's in progress, what's overdue, and what's been completed. No more chasing people for status updates.

It schedules preventive maintenance. Instead of waiting for things to break, a CMMS lets you set recurring maintenance schedules — quarterly HVAC filter changes, monthly generator inspections, annual fire safety checks. The system creates work orders automatically so nothing gets missed.

Why Spreadsheets Don't Scale

Most operations teams start with spreadsheets. And for a small facility with a handful of requests per week, that might work. But the moment your organization grows — more buildings, more staff, more equipment — spreadsheets become a liability.

The problem isn't that spreadsheets can't store data. It's that they can't enforce workflows. There's no automatic notification when a task is overdue. There's no audit trail showing who changed what. There's no dashboard giving leadership a real-time view of maintenance performance.

A spreadsheet is a passive document. A CMMS is an active system that keeps your operations moving.

Key Features to Look For

Not all CMMS platforms are created equal. If you're evaluating options for your school or workplace, here's what matters most.

Mobile-friendly work orders. Your maintenance team isn't sitting at a desk. They need to receive, update, and close work orders from their phone. Look for a system with a proper mobile app, not just a responsive website.

Preventive maintenance scheduling. This is the feature that saves you the most money long-term. The ability to create recurring maintenance tasks based on time intervals or usage metrics means fewer emergency repairs and longer asset lifespans.

Asset management. Every piece of equipment should have a profile in your CMMS — make, model, location, warranty info, and full maintenance history. When something breaks, you want to instantly see its history instead of digging through filing cabinets.

Reporting and analytics. You need to answer questions like: What's our average response time? Which building generates the most requests? Are we spending more on reactive or preventive maintenance? Good reporting turns your maintenance data into decisions.

CMMS for Schools vs. Commercial Facilities

While the core functionality is the same, schools have unique needs. You're managing maintenance across classrooms, labs, sports facilities, dormitories, and administrative buildings — often with a small team. Seasonal patterns matter too: summer breaks are prime time for major maintenance projects, while the academic year demands fast response times for anything that disrupts learning.

Schools also tend to have tighter budgets and more stakeholders. A good CMMS for education should make it easy for teachers and admin staff to submit requests, while giving the operations team the tools to prioritize and manage workload efficiently.

Getting Started

If you're considering a CMMS for your school or workplace, start by documenting your current workflow. How do requests come in today? Who assigns work? How do you track completion? Understanding your current process — and its gaps — will help you evaluate which platform fits best.

Look for a system that matches your team's technical comfort level. The most powerful CMMS in the world is useless if your team won't adopt it. Simplicity and ease of use should be near the top of your criteria.

Relyant's CMMS module is built specifically for operations teams managing schools and workplace facilities. See how it works →