Posted 8th July 2025 by Rob Whalley

What Makes a Good CAFM System?

Choosing the right CAFM (Computer-Aided Facilities Management) system is essential for streamlining operations, improving compliance, and gaining full visibility of your entire estate. But with a crowded market, what should you consider in a good CAFM solution?

At Tabs FM, we’ve worked with clients across healthcare, education, commercial property, and the public sector, so we know what makes a system stand out.

1. Easy to Use for All Roles

A good CAFM system should be intuitive, requiring minimal training. Whether you're a facilities manager, mobile engineer, or helpdesk operator, you need:

A clean, modern user interface
Mobile-friendly access for remote workers
Custom dashboards for different user roles
Fast onboarding with minimal disruption

2. Modular and Scalable

Your needs will evolve—your CAFM system should too. Look for a modular structure that can scale with your organisation. Popular modules include:

Reactive maintenance & helpdesk
Planned Preventative Maintenance (PPM)
Asset & equipment management
Property management with lease tracking
Compliance management (H&S, SFG20, F-Gas)
Space, room, and resource booking

3. Powerful Reporting and Live Insights

Data is at the heart of informed facilities decisions. A good CAFM solution provides:

Real-time dashboards and KPIs
Custom reports by location, asset, team, or contractor
Exportable audit trails for compliance
Automated reporting schedules

4. Seamless System Integrations

Your CAFM platform should connect with your wider estate and business tools. Look for:

Finance integrations (e.g., Xero, Sage, SAP)
BMS and IoT data feeds
SFG20 or HTM compliance libraries
HR and contractor management systems
GIS and mapping tools

5. Compliance & Risk Management

For sectors like healthcare and education, compliance isn’t optional. A strong CAFM system helps you:

Automate statutory tasks
Store and retrieve certificates easily
Manage audits and inspections
Reduce risk across your portfolio

6. Mobile CAFM for Engineers

Your field teams need access on the move. A mobile-first CAFM system provides:

Job updates in real time
Offline functionality for poor connectivity areas
Digital signatures and photo capture
Asset scanning via QR or barcodes

7. Custom Workflows and Automation

Facilities teams operate differently depending on their size and sector. Look for:

Configurable workflows for job routing and approvals
SLA and priority rules tailored to your operation
Automated notifications and escalation triggers

8. Dedicated Support & Development

A good CAFM system comes with great people behind it. You should expect:

UK-based support and system training
Responsive development team for new features
Client-led enhancement roadmap
Transparent onboarding and account management

Why Choose Tabs FM?

Tabs CAFM delivers all of the above—and more. With a highly configurable platform, powerful automation tools, and sector-specific modules, Tabs FM helps you manage people, places, and processes from one centralised system.

We work in close partnership with our clients to continually evolve the system around their operational goals. Whether you're managing hospitals, research centres, office portfolios, or public buildings, we’ve got the tools and expertise to support you.

To discuss your CAFM needs, please contact sales@tabsfm.com