Purpose-built for Australian schools, universities, and TAFE campuses. Manage large building portfolios, grounds, assets, and contractor access — with student data protection built in.
Australian educational institutions — from primary schools to research universities — manage some of the most diverse and publicly accountable built environments in the country. A university campus can encompass hundreds of buildings, spanning teaching spaces, laboratories, student accommodation, sports facilities, research centres, heritage-listed buildings, and outdoor grounds, each with distinct maintenance requirements and compliance obligations.
Australian educational institutions are subject to the Australian Privacy Principles and, in some states, specific education privacy legislation. Universities and TAFEs handle large volumes of student data and are increasingly subject to government-mandated data sovereignty requirements — particularly for institutions that receive public funding or are associated with research involving sensitive information.
While maintenance records don't contain student academic data, facilities management systems connected to broader institutional networks must meet the data residency requirements of the parent institution's IT governance framework. For institutions with policies requiring on-premises data storage, a self-hosted CMMS is the appropriate choice. inFM can be deployed on institutional infrastructure, ensuring all maintenance data is managed within the institution's network boundary.
A large university may manage several hundred buildings with hundreds of thousands of square metres of floor space. Each building category — lecture theatres, laboratories, libraries, student unions, sports facilities, accommodation blocks — has different asset types, maintenance schedules, and compliance requirements. Managing this diversity through spreadsheets or disconnected work request systems creates data gaps, compliance risks, and inefficiency.
A well-structured asset hierarchy in inFM allows facilities teams to model the institution's estate accurately: Campus → Precinct → Building → Floor → Room → Asset. This structure supports targeted maintenance planning, building condition assessment, and long-term asset lifecycle management.
Educational facilities management extends beyond buildings to include extensive outdoor areas: playing fields, gardens, car parks, pathways, outdoor seating areas, signage, sporting infrastructure, and environmental systems. These assets require regular inspection and maintenance and are often managed separately from building services. inFM's flexible asset classification supports outdoor and grounds assets within the same system as building assets, providing a unified view of the entire estate.
Educational institutions routinely use external contractors for specialist maintenance tasks: HVAC servicing, fire safety inspections, electrical testing, lift maintenance, and building works. Managing contractor access in school environments carries additional obligations — contractors working at schools must hold valid Working With Children (WWC) clearances in most Australian states and territories.
inFM's contractor management module allows institutions to record contractor compliance details (including licence numbers, insurance certificates, and clearance documents), restrict contractor access to their assigned work orders, and maintain a complete history of all contractor-performed maintenance for audit purposes.
Educational institutions — particularly public schools and government-funded universities — operate under significant budget constraints. Effective facilities management is increasingly important for demonstrating responsible asset stewardship, justifying capital works budgets, and prioritising maintenance expenditure. inFM's reporting tools allow facilities managers to track maintenance costs by building, asset class, and trade, supporting evidence-based budget submissions and long-term asset lifecycle planning.
Six capabilities designed for the scale and complexity of Australian educational institution facilities management.
Model your institution's entire estate in a structured hierarchy — from the top-level campus down to individual buildings, floors, rooms, and assets. Configure asset types for every category: HVAC, electrical, plumbing, fire safety, IT infrastructure, teaching equipment, sports facilities, and grounds assets. Each level of the hierarchy supports its own maintenance schedules and reporting.
Schedule recurring maintenance for all asset classes across your entire estate. Automatically generate work orders at the correct intervals — weekly, monthly, annually, or by usage cycles — and assign them to the appropriate trade or contractor. During academic breaks, schedule intensive PM programs for HVAC, electrical testing, and building fabric inspections without disrupting teaching activities.
Deploy inFM on your institution's own infrastructure to keep all facilities data within your network. Meets the data residency requirements of institutions with on-premises policies. No student identifiers are ever stored in inFM, but institutional operational data — building inventories, contractor records, maintenance histories — can be kept entirely within your firewall, reducing data governance risk.
Manage your contractor register within inFM. Assign work orders to specific contractors, track their time on campus, and maintain records of contractor qualifications, insurance, and compliance documents. Role-based access controls ensure contractors see only their assigned jobs. All contractor-performed work is recorded against the asset for the full maintenance history.
Track maintenance costs across your estate by building, asset class, trade, and time period. Generate reports that support capital works budget submissions, departmental cost allocations, and long-term asset lifecycle planning. Export maintenance histories for accreditation, insurance, or government reporting requirements. Demonstrate the value of your FM program with clear data.
For institutions managing multiple campuses — a university with city and regional campuses, or a school district managing multiple schools — inFM's multi-domain architecture provides each campus with its own managed environment while allowing central FM administrators to view the full portfolio. Each campus team manages their own workload while sharing asset templates and maintenance standards set at the institutional level.
Common questions about using inFM for education sector facilities management.
Talk to the inFM team about deploying a structured, scalable facilities management system for your school, university, or TAFE.