Why Schools Are Ditching Spreadsheets for Maintenance Management Software
Nov 28, 2025
Why Schools Are Ditching Spreadsheets for Maintenance Management Software
For years, schools have relied on Excel spreadsheets and paper forms to manage maintenance requests. It's familiar. It's free. And for a while, it works.
Until it doesn't.
That leaky faucet report from three weeks ago? Buried in a shared drive. The broken projector in Room 204? Someone thought someone else was handling it. The air conditioning unit that keeps failing? No one remembers when it was last serviced.
Schools across the country are realizing that spreadsheets weren't built for maintenance management. They're switching to purpose-built software—and the results speak for themselves.
The Hidden Costs of Managing Maintenance in Excel
Spreadsheets seem free, but they come with hidden costs that add up quickly.
Time wasted on manual updates. Every request needs to be manually entered, updated, and tracked. Facilities managers spend hours each week just keeping the spreadsheet current—time that could be spent on actual repairs.
Lost requests. When maintenance requests come in through email, paper forms, and hallway conversations, things slip through the cracks. A single missed request can lead to bigger problems: a small leak becomes water damage, a flickering light becomes a safety hazard.
No accountability. Who's responsible for this repair? When was it assigned? Is it done? Spreadsheets don't answer these questions without constant manual follow-up.
Zero visibility. Teachers submit requests and hear nothing. Administrators have no idea what's pending. Facilities teams feel blamed for delays they can't control. Everyone's frustrated.
Common Problems Schools Face with Spreadsheets
If your school manages maintenance in spreadsheets, these scenarios probably sound familiar.
The lost request. A teacher emails about a broken door lock. The email gets buried. A week later, the teacher asks again—and no one has any record of the original request.
The status mystery. A principal asks about the gym floor repair. The facilities manager has to dig through emails, texts, and spreadsheet tabs to piece together what's happening.
The repeat failure. The same projector breaks down every few months. Without maintenance history, no one realizes it's a pattern until the repair costs exceed the replacement cost.
The blame game. Requests fall through the cracks and everyone points fingers. Teachers think facilities is slow. Facilities thinks teachers don't submit proper requests. No one has the data to know what's actually happening.
What Modern Maintenance Software Offers Instead
Purpose-built maintenance management software solves these problems by design.
One place for every request. No more scattered emails and paper forms. Staff submit requests through a simple link or QR code. Every request lands in one system, automatically logged and time-stamped.
Real-time status tracking. Everyone sees what's happening. Teachers know their request was received. Facilities managers see their full workload. Administrators get visibility without chasing updates.
Clear accountability. Every request is assigned to someone with a due date. Nothing sits in limbo. The system shows who's responsible and what's pending.
Full maintenance history. When equipment breaks, you see every past repair. Patterns emerge. You make smarter decisions about repair versus replace. Budget conversations get easier.
Reporting that matters. See response times, completion rates, and recurring issues. Identify bottlenecks. Prove your team's impact with real data.
How Schools Benefit from Purpose-Built Tools
Schools that switch from spreadsheets to maintenance software see immediate improvements.
Faster response times. Requests go directly to the right person with all the details attached. No more delays from miscommunication or lost paperwork.
Happier staff. Teachers feel heard when they can track their request. Facilities teams feel organized instead of overwhelmed. The frustration and finger-pointing decreases.
Better decisions. With data on every asset and repair, you know where your budget is going. You can justify equipment replacements, plan preventive maintenance, and allocate resources wisely.
Scalability. As your school grows or adds buildings, a spreadsheet becomes unmanageable. Software scales with you—same process, same visibility, no matter the size.
Signs Your School Has Outgrown Spreadsheets
Not sure if it's time to switch? Here are clear signs your current system isn't working.
Staff complain that requests get lost or ignored
You spend more time updating spreadsheets than fixing things
No one knows the status of open requests without asking
The same equipment keeps breaking with no record of past repairs
Your facilities team feels constantly behind
Administrators have no visibility into maintenance operations
If any of these sound familiar, it's time to consider a better approach.
Making the Switch
Switching from spreadsheets to maintenance software doesn't have to be painful. Modern platforms are designed for quick setup and easy adoption—no IT department required.
Look for software that offers school-specific templates, simple request submission for staff, and a clean dashboard for facilities teams. The right tool should make everyone's job easier, not add another layer of complexity.
Ready to ditch the spreadsheets?
Reliant is maintenance management software built specifically for schools. Capture every request, track every asset, and keep your campus running smoothly—all from one simple platform.