Work order management
Staff report a broken heater or a leaking roof from any device, with a photo and room number. The facilities team assigns, prioritizes and closes each job with a full history per room and building.
Custom build for schools and districts
Facilities management software for schools, built around your campus
We build custom facilities systems for schools and districts: work orders, preventive maintenance, asset registers, room booking, vendor tracking and compliance logs.
Most schools run maintenance on paper forms, a shared inbox and a spreadsheet nobody trusts. Timeline Digital builds the system around your buildings, your approval chains and your term calendar, and the source code is yours on full payment.
Where it breaks today
Six problems school facilities teams bring us
Most schools run maintenance on paper forms, a shared inbox and a spreadsheet nobody trusts. Each problem is paired with what the system does about it.
Repairs reported on paper forms and a shared inbox
The system: Staff report a fault from any device with a photo and room number; the facilities team assigns, tracks and closes it.
Planned maintenance lands in exam week
The system: Preventive schedules for HVAC, boilers, fire systems and playgrounds, tied to the term calendar.
Nobody knows which storeroom the projectors are in
The system: An asset register by campus, building and room, with condition, warranty and service history.
Hall and lab bookings clash
The system: Room and facility booking with conflict checks and approvals, including after-hours community lettings.
Contractor insurance expires unnoticed
The system: Vendor records, quotes and invoices linked to work orders, with alerts before certificates and contracts expire.
Inspection records scattered before an audit
The system: Fire drills, water tests and playground inspections logged with a due date, an owner and a signed record.
Direct answer
School facilities software, the short answer
Facilities management software for schools puts maintenance requests, preventive schedules, assets, room bookings, vendors and compliance records in one system instead of paper forms and spreadsheets. Timeline Digital builds it custom for each school or district. We work in five steps (Understand, Plan, Select Technology, Pilot, Build & Scale), starting with how your buildings and approval chains actually run. Every build starts with a free pilot of 2 to 3 key modules, and the source code is yours on full payment. This is a build service, not a downloadable product.
What a school facilities build includes
- Work orders staff can submit from their phones
- Preventive maintenance tied to the term calendar
- Asset register across every building and campus
- Compliance and inspection logs with due dates
- Free pilot, source code yours on full payment
What does facilities management software for schools actually do?
Facilities management software for schools tracks every maintenance request, asset and inspection across a campus in one system. Staff submit work orders from their phones, the facilities team schedules preventive maintenance, and administrators see asset condition, vendor costs and compliance status in real time, instead of chasing paper forms and spreadsheets.
Preventive maintenance
Recurring schedules for HVAC, boilers, fire systems, playgrounds and buses, tied to your term calendar so planned work lands in the holidays, not in exam week.
Asset register
Every asset from lab equipment to projectors, with location, condition, warranty and service history. Audits become a report you print, not a two-week hunt.
Room and hall booking
Booking for halls, labs and sports facilities with conflict checks and approval flows, including community lettings if your district rents facilities out after hours.
Vendor and contract tracking
Contractor records, quotes and invoices linked to the work orders they belong to, with alerts before insurance certificates and service contracts expire.
Compliance and inspection logs
Fire drills, water testing, asbestos checks and playground inspections, each with a due date, an owner and a signed record ready for the next audit.
School asset management software that knows what your district owns
The asset register is often where the payback is clearest. A district can end up rebuying equipment it already owns because nobody knows which storeroom it sits in. A custom register is structured for how schools actually hold assets: by campus, building and room, with categories for IT equipment, lab gear, furniture, HVAC plant and transport.
Each item carries its purchase date, warranty, condition and full service history, so replacement budgets come from data rather than guesswork. When a projector moves from one school to another, the transfer is recorded in seconds and the audit trail stays intact.
Should your district build custom or buy an off-the-shelf CMMS?
Buy an off-the-shelf CMMS when generic work order tracking is enough. Build custom when you need school-specific workflows, term-aware scheduling, integration with the systems you already run, or a system and data you own outright.
Off-the-shelf CMMS products built specifically for schools are an established category, and if generic work order tracking fits your district, one of them may be the right choice; what we offer here is a custom build service, not a downloadable product.
| What matters | Custom build | Off-the-shelf CMMS |
|---|---|---|
| Fit to school workflows | Built around your approval chains, buildings and term calendar | Generic maintenance workflows you adapt to |
| Licensing | Your own system, no per-user licence | Per-user or per-facility subscription |
| Asset register | Structured for classrooms, labs, IT, HVAC and transport | Generic asset fields, school context bolted on |
| Integrations | Connects to your school systems, accounting and access control | Limited to what the vendor marketplace offers |
| Changes and reports | New fields, forms and reports added when you need them | Wait for the vendor roadmap |
| Data ownership | Your database and your source code | Vendor holds the data, you export on exit |
How scope grows, from one school to a district
There is no fixed timeframe: the schedule is set from your requirements, whether for one school or many, and the free pilot is ready in about 2 days. What we can show is how scope usually grows, and which modules typically go into the free pilot first.
| Scope | What it includes | Usually piloted first |
|---|---|---|
| Single school | Work orders, asset register, mobile requests, basic reports | Work orders and mobile requests |
| District platform | Preventive maintenance, room booking, vendor tracking, cross-school dashboards | Work orders and the asset register |
| Large district build | SIS, accounting and access control integrations, compliance module, high user counts | The integration that matters most, plus work orders |
Does it work with your school management system?
Yes. A custom build integrates with whatever your school already runs. We connect facilities data to your student information system for room and timetable data, to your accounting software for purchase orders and vendor invoices, and to access control or helpdesk tools where they exist, so nobody enters the same data twice.
If you are also looking at the academic side, we build that too, and we publish our own free Timeline School Manager, an offline Windows app for student records, fees, attendance and results. Our school management software guide compares free, cloud and custom options, and the free school management system page lists every module of the free app. Facilities and academic systems can share one login and one database when we build both as a custom system.
How we build it, start to handover
Custom software built around the way your business works. We start with your buildings, rooms, assets and approval chains. Before the full build, you choose a few key modules, usually work orders or the asset register, for us to build first; data loading, staff training and a school-by-school go-live follow in Build & Scale.
Step 1: Understand
We learn how your business works.
Your requirements, workflow, challenges and goals, understood before anything is recommended.
Step 2: Plan
We design the right solution around your workflow.
Modules, workflows, roles, approvals, reports and integrations, agreed before development.
Step 3: Select Technology
Choose the right technical foundation.
Technology options matched to your users, security, budget and growth, not one fixed stack.
- Free pilot
Step 4: Pilot
Test our work before full project development.
Free. You choose 2 to 3 key modules and we build them first, so you can judge our work.
The full project starts only after you approve the pilot.
- Full project
Step 5: Build & Scale
From approved pilot to complete digital system.
Full development, testing, deployment, training and support, built to grow with you.
See our full custom software development process for what each step involves.
Free pilot
Let your facilities team test it first
Before you commit to the full project, we build 2 to 3 of your key modules as working software, free of charge, ready in about 2 days. Your team tests the pilot, and the full build starts only after you approve it.
See how the free pilot worksUnderstand
We learn your requirements and how your organisation works today.
Select pilot modules
Together we choose 2 to 3 key modules that prove the solution.
Build the working pilot
We build those modules as real, working software, free of charge.
You test it
Your team uses the pilot. The full project starts only after you approve it.
Proof level: Capability
What we can show you
We have no published school facilities case study, and we will not imply one. What we can show: Timeline School Manager, our own free product for schools, which proves how we handle school records, fees and attendance; and the work orders, approval workflows, role-based access and reporting patterns in our published public-sector platform in Qatar. Facilities modules are capability we build to your buildings and approval chains, and the free pilot lets your team test 2 to 3 of them first.
- Timeline School Manager: our own free product for school records, fees and attendance
- Qatar Government Digital Platform: the published case study (workflows, roles, reporting)
- How We Work: the five steps and the free pilot
How delivery works
Delivered remotely from our Islamabad headquarters, with scheduled video meetings in your working hours; on-site visits only when agreed in the contract.
Office hours: Monday to Friday, 9:00 to 18:00 Pakistan time (PKT, UTC+5).
Behind every project is Timeline Digital, a custom software development company founded in 2013 in Islamabad, Pakistan, with 1,200+ developers and 85+ management professionals, including group-company employees. Every build follows the same five steps, and the full project starts only after you approve the free pilot.
School facilities software FAQs
Is this a ready-made product we can download?
No. This page describes a custom build service, not a packaged product. Timeline Digital designs and builds facilities management software around your schools, your buildings and your approval chains, then hands over the source code. Facilities operations vary too much between districts for one template to fit well. Our free downloadable product for schools, Timeline School Manager, covers the academic side (students, fees, attendance and results), not facilities.
What is the difference between a CMMS and facilities management software for schools?
A CMMS, a computerized maintenance management system, focuses on work orders and equipment upkeep. Facilities management software for schools covers that plus the school-specific parts: room and hall booking, term-aware maintenance windows, playground and fire inspections, community lettings and assets tracked across classrooms and labs. A generic CMMS can be adapted to a school, but the school context has to be bolted on.
How long does it take to build?
There is no fixed timeframe: the schedule for your facilities software is set from your requirements in the Plan step. The free pilot of 2 to 3 key modules is ready in about 2 days, and with 1,200+ developers we have the capacity to deliver a complete system in as little as 2 weeks. Long-term support under a service level agreement (SLA) follows launch. The pilot modules are usually work orders or the asset register, and the rest starts once you approve the pilot.
How much does facilities management software for schools cost?
Timeline Digital does not publish prices for custom software, because every project is custom. The price is set in three steps: we analyse your requirements, build a free pilot of 2 to 3 key modules, and after you approve the pilot we agree the scope, milestones and commercial terms in writing. Any change request outside the approved scope is reviewed and agreed with you before extra work begins. The pilot itself is free, so your facilities team sees working software before any price is agreed.
Can teachers and staff submit maintenance requests from their phones?
Yes. The request flow is a mobile-friendly web app, so a teacher reports a fault in under a minute with a photo and the room number attached. Every teacher, cleaner and administrator can have an account. Requests route to the right person automatically based on category and building.
Can it track assets across multiple schools in a district?
Yes. The asset register holds every item with its school, building, room, condition, warranty and service history, and records transfers when equipment moves between campuses. District administrators get one view across every school, while each school manages only its own assets. Annual audits, insurance claims and replacement budgeting all come from the same live register instead of a dozen spreadsheets.
Who owns the software after delivery?
You do, once the project is paid in full. The school or district receives the project source code, the database and the deployment, with no vendor lock-in. Your IT team can host it, or we host and maintain it under a support agreement. Either way the system and its data belong to you, and it grows with your schools as staff numbers change.
Tell us how your schools handle maintenance today
Describe your buildings, your team and the part that hurts most, usually work orders or the asset audit. We will understand how it works today, plan the system around it, and build the modules you choose first as a pilot, so your facilities team can judge our work before the full build.
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