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MaintainX is a leading maintenance and asset management platform built for industrial and frontline teams. It helps organizations streamline operations, enhance asset management, and empower frontline workers while delivering insights that drive efficiency...Read more about MaintainX
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Maintenance Care is a cloud-based solution that helps small to large organizations manage work requests, preventive maintenance and assets. Its work order management system enables users to manage incoming tasks with customized web forms, notes, images and...Read more about Maintenance Care
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Asset Essentials is a web-based tool that assists asset managers, operations teams, and facility managers with daily maintenance and work order management. The platform offers teams access to information and tools across all devices. Users can manage all w...Read more about Asset Essentials
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Occupier is a commercial lease management and lease accounting built for commercial tenants in retail, office, healthcare and industrial spaces. Occupier's cloud-based real estate platform automates deal tracking, lease administration, and lease accounting...Read more about Occupier
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UpKeep is a web-based CMMS offering a mobile-first solution for maintenance teams, streamlining operations with asset and workflow management tools. Key features include work order management, enabling users to create, assign, and complete orders via a mob...Read more about UpKeep
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TheWorxHub, designed by Brightly Software specifically for healthcare, is the most user-friendly, cloud-based CMMS solution today, combining asset management, compliance readiness, and safety rounding — all into one solution. Now a Siemens company, Brightl...Read more about TheWorxHub
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Skedda is a leading global desk management and hybrid work platform, serving over 12,000 customers and nearly two million users, including IBM, Siemens, Mercedes-Benz, and Harvard University. We are defining the future of the workplace experience, helping ...Read more about Skedda
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Quickbase is a no-code collaborative work management platform that empowers citizen developers to improve operations through real-time insights and automations across complex processes and disparate systems. Here's why Quickbase is trusted by more than 80%...Read more about Quickbase
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Eptura Asset is a comprehensive platform designed to help organizations effectively manage their assets and facilities. By leveraging the platform, businesses can automate daily asset management operations, allowing technicians to focus on critical tasks t...Read more about Eptura Asset
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Collectiveview software is a cloud-based facilities management solution suitable for midsize to large businesses. Key features include maintenance management, asset management, space management, move management and lease administration. The Collectiveview...Read more about viewWORK
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Empower your workforce with Archibus by Eptura, a single integrated platform for managing all aspects of your organization’s facilities and infrastructure. Providing both on-premise and cloud solutions, Archibus can introduce operational efficiency into yo...Read more about Archibus
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Watchwire is a cloud-based sustainability and energy management solution designed to help the real estate industry manage utility consumption, budgeting, sustainability, and more. It comes with customizable dashboards, which allows assets managers, sustain...Read more about WatchWire
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eWorkOrders CMMS is a cloud-based computerized maintenance management system designed to streamline maintenance operations and equipment management. The software offers a comprehensive set of features, including work order management, service request inter...Read more about eWorkOrders CMMS
Entronix is a cloud-­based energy management platform that provides consumption monitoring, demand prediction, fault detection and tenant-billing modules in a suite. The platform can be used by small to midsize organizations managing one or multiple lo...Read more about Entronix EMP
EnergyCAP’s comprehensive software platform has been empowering organizations to take full control of their energy data, optimize costs, and make data-driven decisions for over 40 years. UtilityManagement, the platform’s core, streamlines utility bill p...Read more about EnergyCAP
OfficeSpace Software is a cloud-based platform that helps organizations allocate workspace. Users can manage day-to-day employee relocations and large-scale organizational moves. The software can be used across a variety of industry segments, including ban...Read more about OfficeSpace
Robin is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, information technology and at the mid-market and enterprise level. Key features inclu...Read more about Robin
Trackplan is a cloud-based computer-aided facility management (CAFM) solution designed for businesses of all sizes. It offers job management, scheduling, planned maintenance and compliance management, site and asset management, electronic forms (inspection...Read more about Trackplan
Cetaris Fleet is a cloud-based solution that helps businesses streamline maintenance operations for vehicles through data capturing and analysis. Key features include fleet maintenance, preventative maintenance, inventory management and warranty tracking. ...Read more about Cetaris
Wisp by Gensler, is a full-service space management solution to combine software, implementation and ongoing drawing maintenance. Interactive floor plans are combined with occupant data for real time space reporting. Key features include a desk reservation...Read more about Wisp
Urbest is a collaborative software that helps teams to organise communication, tracking, management and evaluation of tasks for general services and maintenance. Get rid of emails, SMS and other spreadsheets by putting all your tasks in Urbest. The calenda...Read more about Urbest
Streamline your hotel’s maintenance operations with Snapfix. Designed for simplicity, Snapfix uses photos for clear communication and a traffic light system for seamless collaboration. Easily track, manage, and resolve tasks in real time, ensuring efficie...Read more about Snapfix
The YAROOMS Workplace Experience Platform is your one-stop shop for an amazing workplace experience. We offer easy-to-use solutions that help companies efficiently manage people and spaces in a flexible work environment, including: * Desk booking - a pow...Read more about YAROOMS
Concept3D is a cloud-based mapping platform designed to help businesses in healthcare, education, hospitality and other sectors design 3D maps and virtual tour experiences for clients. With the built-in content management system (CMS), administrators can s...Read more about Concept3D
Common Areas is a cloud-based maintenance management solution for property, facility and field service managers. It allows users to organize, schedule and track their teams and tasks online. Key features include multi-location management, issue reporting, ...Read more about Common Areas
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Buyers Guide
This detailed guide will help you find and buy the right integrated workplace management systems (iwms) software for you and your business.
Last Updated on January 27, 2025Facility, maintenance and real estate managers require specific functionality to efficiently maintain properties and track information. Software solutions designed to handle this functionality are known as Integrated Workplace Management Systems (IWMSs).
In this guide, we will explain what makes up an IWMS, what it can do and the benefits it can offer.
Here’s what we’ll cover:
What Is an Integrated Workplace Management System?
Components of an Integrated Workplace Management System
Benefits of an Integrated Workplace Management System
What Is an Integrated Workplace Management System?
In the past, managers would use several separate systems to meet their needs. But this changed when vendors first began offering a Web-based software platform that integrated the five modules needed most often by facility and real estate managers—an Integrated Workplace Management System.
Gartner coined the IWMS term in 2004 to describe the combination of these five applications:
Real estate and lease management
Facilities and space management
Maintenance management
Environmental sustainability
Capital project management
An IWMS is more than a repository for all of the data these applications gather; the system, in fact, offers coordination of activities occurring in each of these areas of an enterprise.
Therefore, an IWMS performs best for organizations with hundreds or thousands of assets, and reveals how various departmental activities impact each other.
Today, several major software vendors offer their own IWMSs. When they’re scattered across different systems or departments, the quality of data about facilities and assets can suffer—but IWMSs give managers all the features they need in one convenient package.
Common Features of IWMS Software
The following five component modules make up an IWMS:
Real estate and lease management | As in property management software, real estate management modules give users a centralized database of information about buildings, such as size, value, condition, function, occupancy and maintenance costs. Create requests for proposal (RFPs) and manage the entire lifecycle of a building, from acquisition to disposal. Users can also manage leases or other important documentation. |
Facilities management features help users manage physical building space, equipment maintenance, portfolios and records of important data. | |
Where facilities management modules help users manage buildings, maintenance management tools help users manage assets—such as equipment and vehicles—with the goal of reducing maintenance costs and keeping assets at peak performance. | |
These features help users track the status of large, long-term capital projects (for example, the construction of an apartment complex). This can include budgeting, inventory management, assigning tasks and roles to workers, document storage/sharing and invoicing. | |
Environmental sustainability | Sustainability features can monitor and identify excessive usage of energy, water and other resources, and may include functionality to help bring a building within LEED certification standards. |
Benefits of an Integrated Workplace Management System
The main goal of an IWMS is to provide the most useful features for facilities and real estate management within a single software platform. This translates into many other benefits, such as:
Centralizing information in a database. When using multiple systems to manage a workplace, transferring data quickly and accurately between them is a challenge, and can introduce human error. IWMS vendors solve this issue by sharing information across integrated modules automatically.
Optimizing space and resources. IWMS software can help organizations analyze their use of physical space, whether it’s an office, a manufacturing plant or a warehouse. Moving employees and assets around an existing office or into a new space (called a “churn”) can be costly, and software can help plan for future usage efficiently.
Reducing energy usage. By monitoring and analyzing the energy efficiency of a facility, organizations can identify cost-cutting opportunities that also reduce the facility’s carbon footprint.
Use Cases for an IWMS
An IWMS contains many applications, so it can be difficult to envision the exact situations in which the system adds value to an organization. Software Advice recently spoke with two IWMS experts to learn some useful ways this software benefits users:
Coordinating activities to avoid interruptions: Let’s say a company’s maintenance team uses a CMMS to plan preventive maintenance work orders, and its executive team has a separate calendar to reserve meeting rooms. With an IWMS, these schedules can be viewed by both groups so that planned maintenance on an air handler above a conference room will be performed before or after an important executive meeting.
Automate minor environmental adjustments: Employees work best when they’re comfortable, but it’s sometimes a hassle to find someone who can adjust the temperature quickly. A workplace that utilizes an IWMS can offer a simpler, faster way to make minor adjustments—employees can use their smartphone to report that a room is too cold through an online portal. If the system is setup to do so, it can shut off the air conditioning automatically, saving time and increasing workplace comfort.
Read our report to find more detailed information about the applications, benefits, stakeholders and use cases of an IWMS.
How Is It Priced?
IWMSs are priced through a monthly or annual subscription fee, or an upfront license fee. However, it’s important to note that most IWMSs are Web-based.
Pricing Model | Description | Examples |
Subscription-based, “Software-as-a-Service (SaaS)" or Web-based | A monthly or annual fee, typically based on the number of users who access the system and/or the number of assets. However, some pricing models are based on square-footage. | Manhattan IWMS, Planon Accelerator, iOffice IWMS |
Perpetual license fee | A one-time, per-user or per-computer fee. Some products allow multiple users on a single license, while others require an additional license for each user. Updates, support and training may be separate costs. | IBM Tririga, ARCHIBUS IWMS |