CAFM Software Selection Checklist for facility management teams compare
software against your operating needs
Use a 12-point checklist to compare facility management software through practical
demonstrations, documented evidence and agreed acceptance criteria. Record gaps before choosing a
vendor.
Use a 12-point checklist to compare facility management software through practical
demonstrations, documented evidence and agreed acceptance criteria. Record gaps before choosing a
vendor.
01
Portfolio structure
Can you represent clients, sites, service scope and ownership without duplicating records?
02
Asset register
Can you import and maintain asset IDs, locations, categories and service history?
03
Preventive maintenance
Can you schedule tasks, manage recurrence and review missed or overdue work?
04
Reactive work orders
Can you demonstrate assignment, priority, escalation, completion and approval?
05
Technician workflow
Can field teams use the proposed workflow on their actual devices and connectivity?
06
AMC and contract tracking
Can you track service obligations, coverage, expiry and renewal responsibilities?
CAFM Software Selection Checklist
Unlock the 12-Point Checklist
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Use a 12-point checklist to compare facility management software through practical
demonstrations, documented evidence and agreed acceptance criteria. Record gaps before choosing
a vendor.
Your details stay in this page and are not submitted automatically. After
unlocking, you can choose to email Quantbit through your email application.
Practical answers for your facility management team.
Use your own weights and acceptance criteria. Mark an item complete only
after reviewing suitable evidence or testing the required scenario.
It is a buyer evaluation checklist. Use a CAFMX demonstration to confirm
the scope of each requirement.
Use Print / Save PDF after unlocking the checklist. The checked items and
notes are included in the printable copy.
Include the people who will operate, administer, support and review the
software. This usually means operations managers, supervisors, technicians, IT representatives,
finance reviewers and owners of client reporting. Each group should assess the requirements relevant
to its work using agreed demonstration scenarios. Assign one evaluation owner to consolidate
feedback, distinguish essential requirements from preferences and ensure that the final decision
reflects the organisation’s operating needs.
Begin by separating mandatory requirements from desirable capabilities.
Mandatory requirements should have clear acceptance criteria, while desirable capabilities can be
weighted according to their operational value. Agree the priorities before comparing vendors so that
the evaluation does not change simply because one demonstration is more persuasive. Record the
reason for each priority and identify any acceptable workaround, additional implementation effort or
dependency that could affect the decision.
Ask the vendor to demonstrate complete workflows using representative
records rather than showing isolated screens. Include task creation, assignment, technician updates,
completion evidence, approval and reporting where these are required. Test difficult cases such as
overdue work, rejected completion, missing data and restricted access. Record what was demonstrated,
what remains unconfirmed and what requires additional configuration or integration before treating a
requirement as satisfied.
Ask technicians to complete realistic tasks using the devices and
connectivity conditions expected at your sites. Observe whether they can find assigned work,
understand instructions, enter required information and submit completion evidence without excessive
assistance. Review the number of steps, clarity of error messages and suitability of the interface
for field use. If unreliable connectivity is a concern, explicitly test the proposed behaviour and
confirm any limitations with the vendor.
Review the quality and structure of your existing client, site, asset,
contract and user records. Identify missing required fields, duplicate identifiers, inconsistent
naming and outdated information before preparing an import. Agree the field mapping and run a trial
migration using a representative sample. Reconcile imported records against the source, record
errors and assign corrective actions before approving a wider migration.
Compare the full cost of the agreed scope rather than considering the
subscription price alone. Include one-time implementation, recurring software charges, site or user
charges, integrations, migration, training and support where applicable. Document assumptions about
portfolio growth and any services excluded from the quote. Ask vendors to explain which charges can
change as your requirements expand, and use the same comparison period for every offer.
Confirm which records can be exported, which formats are available and
which user roles can perform an export. Ask whether attachments, history and identifiers are
included where your business needs them. Test a representative export and check that the resulting
data is usable outside the application. Also confirm the contractual arrangements for data access
and export when the service ends, including any additional charges or time limits.
Plan Your Facility Management Workflow with CAFMX
Bring your operating scope, current process and questions to a discussion with Quantbit.
