The best CAFM software for the hospitality business

What is CAFM software?

CAFM software is designed to help organisations manage facilities, assets, and operations more efficiently. From tracking maintenance schedules to ensuring compliance, CAFM systems provide a centralised hub for data and insights, allowing you to maintain complete control over your entire portfolio from one place, improving decision-making and streamlining daily tasks.  

Why CAFM software is essential for hospitality businesses

Hospitality is a detail-driven industry. Whether it's maintaining kitchen equipment, managing staff schedules, or keeping energy costs down, every little thing matters. Here’s why CAFM software stands out:  

• Streamlined maintenance: Proactive asset management minimises downtime and ensures facilities remain guest-ready. Many companies tout their CAFM's ability to order and schedule maintenance all from one place. This feature, which so many companies focus on, essentially comes down to the system’s ability to place orders. If you think less about services and more about supplies, then the system’s relevance to restaurants becomes much more apparent. 

Through a CAFM, you can place orders on ingredients, kitchen equipment, uniforms and so much more. The genius of the best CAFMs is that they can work autonomously. With an understanding of your budget and needs, the best CAFM software can keep your restaurant stocked with everything you need, when you need it. 

• Cost efficiency: By optimising resource allocation and energy use, a CAFM can significantly reduce operational costs. The best CAFM software allows its users to manage all spending through a connected, constantly updating system that details your budgets and outgoings.   

• Improved compliance: Keep up with health, safety, and environmental regulations effortlessly.  When operating venues that are sometimes scattered around the country, keeping on top of maintenance obligations, health and safety testing and fire drills can easily become a headache. The best CAFM software can help your business keep track of which venue is in need of servicing and store all compliance certification centrally. 

In the event of contractor call-outs, outside parties can have their credentials checked before they begin the job to ensure they are also meeting health and safety standards while on your property.

• Enhanced guest experience: By focusing on operational efficiency, you can free up time to prioritise customer satisfaction.  

Top features to look for in CAFM systems

When selecting the best CAFM system for your hospitality business, consider these key features:  

1. Customisable Dashboards: Gain insights at a glance with tailored views of key metrics.  

2. Mobile Accessibility: Enable your team to manage tasks on the go.  

3. Integration with IoT Devices: Streamline energy management and asset monitoring.  

4. Scalability: Ensure the system grows with your business needs.  

Advantages and disadvantages of CAFM software  

Advantages: 

• Boosts operational efficiency and productivity.  

• Reduces long-term costs by preventing major breakdowns.  

• Improves data accuracy with centralised systems.  

Disadvantages: 

• Initial setup can be costly and time-consuming.  

• Requires staff training to maximise utility.  

• Not all CAFM solutions are tailored to the unique demands of hospitality.  

Alternatives to CAFM software  

While CAFM systems are a powerful tool, they may not suit every business. Here are a few alternatives:  

• Manual Records: Simple but prone to errors, time-consuming and can be easily lost or damaged.  

• Consultancy Services: Outsourcing operational management to experts. This can be a more expensive route, but may suit some businesses who can be less hands on. 

• Third-Party Software: Consider tools focused on single specific tasks, like stock control or scheduling.  

Best CAFM systems for hospitality 

Based on user reviews, features, and compatibility with the hospitality industry, here are some of the best CAFM systems:  

1. Access Maintain CAFM Software 

   Tailored for hospitality businesses with robust asset management and compliance tools.  

2. MaintainX  

   Focused on mobile-first maintenance management.  

3. Facilio  

   A comprehensive platform with strong energy management capabilities.  

4. Planon  

   For larger-scale facilities requiring detailed customisation.  

In a 2019 survey, 84% of clients said that they would recommend Access Maintain.

While you may find that other CAFM solutions give you what you need, Access Maintain offers an adaptable and comprehensive range of features, which can support venues of all sizes.

Maintain’s potential value for hospitality venues is helped, in large part by the fact that it is, at its core, built with hospitality in mind and the processes and automations are adapted to the specific needs of hospitality businesses.

How to choose the best CAFM solution 

When comparing CAFM solutions, keep these tips in mind:  

• Identify your core operational challenges.  
• Look for systems offering a free trial or demo.  
• Read customer reviews to gauge real-world performance.  
• Ensure the provider offers strong customer support and regular updates.  

CAFM software can transform the way hospitality businesses operate, offering a blend of efficiency, compliance, and cost savings. In this article we’ve looked at the pros and cons of using CAFM software, compared alternatives, and highlighted the key features that can elevate your business.  

Whether you choose a full CAFM suite like The Access Group or an alternative solution, remember: the best tool is the one that fits seamlessly into your operations.