eSpace Software


 

eSpace is a cloud-based facilities and maintenance management suite. It caters to schools, churches, offices, and the property and hospitality industries. Primary features include service and resource scheduling, equipment cataloging and tracking, inventory control, vendor management and asset management.

eSpace offers work order management and life-cycle calculator capabilities within a suite. Other features include work-order email notifications, reminders and alerts, data migration, depreciation schedules, tracking a resource’s remaining useful life and capital-reserve budgeting.

Users can manage events, maintenance activities and work orders. eSpace offers integration with Outlook, Google, Eventbrite and other COOL SPACE software modules such as HVAC scheduling and wifi monitoring.

eSpace is available with tiered monthly subscription pricing. The software also offers mobile apps for iOS and Android devices. Customer support is provided via email, through video tutorials, website wiki forums and over the phone.

 

eSpace - Dashboard
 
  • eSpace - Dashboard
    Dashboard
  • eSpace - Equipment management
    Equipment management
  • eSpace - Maintenance schedule
    Maintenance schedule
  • eSpace - Mobile app
    Mobile app
  • eSpace - Work order calendar
    Work order calendar
  • eSpace - Work orders
    Work orders
Supported Operating System(s):
Web browser (OS agnostic)

153 Reviews of eSpace

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Chris from William Chrisman High School

April 2018

April 2018

Costly, but will do what we need.

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Easy to use and Customer service was good when needed.

Pros

Scheduling was easy and useful. The meetings aspect was nice and could set up a bunch, which was really nice. The biggest bonus was that it was really simple to use.

Cons

Can be costly, especially for smaller setups. Others complained about their calendars and other features, but we had no issues. It did seem to have unnecessary features too.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: April 2018

April 2018

 

Chris: Thank you for the feedback and input.

We are constantly learning from our subscribers and would welcome any additional comments related to cost and the unneeded features.

Thanks

Tim Cool

 

Adam from CrossPointe Conference Center

April 2018

April 2018

Overly complex and time-consuming

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Pros

Great tool for a company or facility that needs asset forecasting for budgeting. ERP that integrates event planning with work order management.

Cons

Unless you have someone entirely devoted to managing/administrating, it is too bulky for a small team and requires much more time to manage, thus decreasing efficiency .

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: April 2018

April 2018

 

Adam: Thanks for the candid feedback.

I would welcome additional feedback as to the items would are overwhelming and what suggestions you may have for our team to consider.

For example, we are in the process of writing a "QUICK RESERVATION" tool that will stream line the event creation greatly.

Please tell John I said HEY and would welcome the opportunity to talk directly.

Tim Cool

 

Kenji from Rock Church

April 2018

April 2018

Complete

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Pros

What I like most about this software is that it encompasses all the different types of programs and software we use in organization.

Cons

At this point I have nothing negative to say about this software as it has helped to save money by allowing us to terminate other software

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: April 2018

April 2018

 

Kenji....thanks for the kind words.

I will be out at the Rock in May...anxious to be part of a worship service.

Thanks

Tim Cool

 

Lesha from Celebration Church

March 2018

March 2018

Espace is a great tool that I enjoy using with our staff. It helps uncomplicated things!

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Pros

It is an easy tool for our entire team to use, we can easily schedule different spaces out without any overlap or confusion. The calendar is there as well for us to have a bigger overview of what is going on in different ministries.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Lesha....thank for the kind words and your support!

Let us know if we can further serve you and Celebration!

 

Fernanda from Boston Church of Christ

March 2018

March 2018

Great experience!

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Pros

It's a great software because it is comprehensive and yet compact and I love it that I can access my information remotely.

Cons

The only thing that annoys me is the need for logging in over and over again after being idle. I would like to log in in the morning and stay logged all day!

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Fernanda: Thank you so much for the review and the suggestion. I will have our team check on this.

Tim Cool

 

Diane from Essex Alliance Church
Number of employees: 51-200 employees Employees number: 51-200 employees

March 2018

March 2018

User Friendly programs and customer support has been quick to respond to idea suggestions

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Our staff can easily use this program to schedule events so that the public can view it and that we can identify where events are being held. Running reports on areas is easy and a nice feature to have for end of year reviews.

Pros

The calendar is a quick and easy way for our staff to view room availability and what is happening in our buildings. We love the "room conflict" feature so there is an ease of reserving spaces without causing conflict with multiple users.

Cons

We wish there was a drop down feature on the calendar that you could choose the month and year without having to type it in or scroll through each month. Would also like an easier way to produce invoicing for clients who book rooms.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Diane: Thank you for the kind words and good suggestion.

Thanks for your support.

Tim Cool

 

Karen from Calvary Church of Santa Ana

March 2018

March 2018

Easy to use - easy visibility of availability of rooms on campus.

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Pros

I liked that we could set it up for our campus - rooms, vehicles, chairs, tables, etc all reserved in one place.

Cons

Online viewing reports do not work for our Custodial team. They need to see a day at a time with the details of each event.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Karen...great feedback.

Can you let me know which report the custodians are using? I think we may have some other options for them to consider.

Thanks

Tim Cool

 

Rachel from Elevation Church
Number of employees: 201-500 employees Employees number: 201-500 employees

March 2018

March 2018

Does what it needs to do, but takes a while to get used to

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Ability to reserve a meeting space, both one-time or recurring

Pros

I can schedule spaces for meetings easily now that I understand how it works. It's also easy to make recurring reservations.

Cons

There are so many unnecessary features, so it takes a while to get used to the flow. It would be helpful if there was a base form with the minimum necessary features, with an option to build out more when relevant.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Rachel: thanks for the feedback. We are working on some simple forms to address your concerns.

Could you clarify if the concern is with the event scheduling or work order management?

Thanks

Tim Cool

 

Lisa from CRB

March 2018

March 2018

eSpace is used to manage the resources and space needed for on campus meetings and events.

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Pros

Quickly and easily allows staff to customize singular and ongoing meetings/events. Public events are immediately added to our church calendar upon approval, which can be linked to event pages making it easy for our guests to access information. We use eSpace for it's most basic functions, but it's been an invaluable planning tool for scheduling, resources and setup for 40+ on campus meetings/events per week.

Cons

The latest update makes editing events and spaces more difficult than previous versions. Users often think they've complete the form without selecting the final submit button, leaving events in draft form and requiring follow-up.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Lisa...thanks for the review.

Would love to learn more about which of the changes are causing the greatest confusion for your team.

Thanks

Tim Cool

 

Kevin from Southern Hills Christian Church / City Station

March 2018

March 2018

I love it no more double booking

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Pros

No more double booking and the customer is made to enter ALL the required info prior to submitting a use request.

Cons

I would like to be able to print the space use matrix that has all the rooms on the left side of the screen.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Kevin: Thanks for the great feedback.

Could you elaborate a little more on the requested printing feature? What is the desired out come and use-case? That will help us know options to consider.

Thanks

Tim Cool

 

Roxy from Elevation Church

March 2018

March 2018

this is super helpful to book rooms

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Pros

I love that when you use a big office space you can log in and see what the availability is to book a meeting room

Cons

i don't like that you have to create a mock event to see what the booking of a room rather than just looking at a room and see the availability

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Roxy: Thank for the feedback. We are working on some "quick review" features that we hope will help with your concerns.

Thanks

Tim Cool

 

Grace from Ironwood Springs Christian Ranch

March 2018

March 2018

functional and easy to use for my purposes

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I'm able to communicate quickly and efficiently with my team through espace.

Pros

Its simplicity. It's very easy for me to quickly get online and put in a work request to the rest of our team.

Cons

Doesn't have as many functions as I would like. I would like to see us be able to use it for staff scheduling and building rental management.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Grace: Thanks for the great feedback.

Would love to learn more about the features you would like to see and how you would like to see they integrate with the system.

Thanks

Tim Cool

 

Jessica from Celebration church

March 2018

March 2018

So far it's been pretty amazing for our work management side and creating order with requests

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Pros

Ticketing for work orders. It's a great way for following up on requests, seeing progress and communication between our team and the ministries for what they need

Cons

Hard to search sometimes or scroll though dashboard. If I try to go to another page it scrolls it to the top.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Jessica: Thank for the feedback. We will be reviewing your concerns and may have more questions for you.

Thanks

Tim Cool

 

Philip from Eco Express wash

March 2018

March 2018

Espace is a great help ! Keeping the PMs. Ahead of schedule

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Pros

Easy to use, and allocate job assignments to certain groups and Supervisors Great format
To post and easy to assign work orders.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Philip...thanks for the feedback. We appreciate your support.

Tim Cool

 

Ryan from Wheaton Bible Church
Number of employees: 51-200 employees Employees number: 51-200 employees

March 2018

March 2018

Well made, easy to setup and use. Highly flexible software. Actively developed and supported.

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Great work order and event management functionality.

Pros

The software has a low learning curve and is intuitive. Customer service is responsive and helpful. Work orders can be submitted without a login. Work orders can contain custom forms to aid in more complex or unique requests. eSpace has mobile apps for iOS and Android (most work order systems rely on mobile webpages too much). Great modules to support assets ("Equipment"), inventory, and recurring preventative maintenance work orders. System is actively being actively developed and upgraded on a regular basis. Web interface is well designed and spaced well to use with a tablet or 2in1 laptop computer. Low cost and easy payment options. eSpace functions well as a work order system and event management system which = less administrative work compared to managing 2 systems separately. Easy to setup the system without training, but setup training is provided at a low cost if needed. Overall its a great product supported by a great team. Though some functionality is lacking, I am betting that with time, eSpace will be able to turn their great system into a top competitor in the field.

Cons

The software is lacking some advanced functionality. There is some give and take to have an event management system and work order system tied together in one system. The list of rooms/spaces is truly a mess (very clunky to navigate, constant issues with users selecting multiple rooms by accident because it is not remotely intuitive). The Android app is slow to load work orders (seems to be due to the app attempting to load rooms/spaces). Customer service is responsive, but always tells you to go vote on features rather than giving timelines. Voting on a potential cool new feature is perfectly fine, but having to vote on critical functionality is simply an annoyance.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Ryan: Great Feedback.

Would love to hear more about what WBC sees as critical functionality. That will help me and our team determine priorities for all out subscribers.

Also, we do offer some custom coding options for clients that need features that may not be on the "road-map".

Thanks

Tim Cool

 


March 2018

March 2018

I love the HVAC integration! Adjusting the thermostat has never been easier.

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Pros

I love the opportunity the software provides me to manage facility features from wherever I have my laptop!

Review Source: Capterra
 

Jeremy from Elevation Church

March 2018

March 2018

I use this eSpace for scheduling rooms and meeting spaces at work.

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Pros

I love how easy it is to schedule a space and see what rooms are available for meetings. The dashboard view is also very helpful to see what scheduled events and meetings I have coming up!

Cons

The scheduling process is great on a computer, but it doesn't work as well on a smaller screen like a phone.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Jeremy....thanks for the feedback.

Just curious....have you downloaded the new Event Registration mobile app?

Thanks

Tim Cool

 

Kenny from Church of the Resurrection Downtown

March 2018

March 2018

Great Product for growing campus

Ease-of-use

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Pros

The amount of features and integrations that are available are quite vast. While the software works well for smaller uses, as our campus continues to grow I'm really coming to love and appreciate the huge amount of options that are available for use. Also, the customer service is absolutely top notch. You can get ahold of someone at almost anytime, and they are always happy to help. They are also actively prowling their suggestion board and adding in user requests.

Cons

The only thing I dislike about this software is the limitations placed on the different levels of the software. I find myself needing 1 small element of a higher priced tier, but not willing to pay the price to upgrade because I won't use the rest of those features.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Kenny - Thanks for the feedback. Which added feature do you need that is not in your current tier?

Tim Cool

 

Linda from Calvary Church

March 2018

March 2018

I have been using this system for about 9 months and it's pretty good. There are a lot of steps and

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This is the first of it's kind I've used so I have nothing to compare it to. It's main software for my job and I think it's good so far.

Pros

I like how you can look up information different ways. I like how you can copy events and edit events.

Cons

Alot of steps and screens. I'd like to be able to run reports for tech info only. I do alot of extra work transferring that data to another spread sheet for other people

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Linda...thanks for the great feedback. Would love to to hear more about how we can improve the reporting for you.

Tell Karen HEY!

Thanks

Tim Cool

 

Gretchen from Transfiguration Catholic Church
Number of employees: 11-50 employees Employees number: 11-50 employees

March 2018

March 2018

It's been frustrating learning the quirks with the system, but overall not terrible.

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Pros

The customer support has been the best part of this software. I also really appreciate the constant updates that occur.

Cons

I think that this system could use a lot of work. There are constant updates which I really appreciate, but I think the sofware isn't nearly as intuitive as it should be. I can go to many websites and fill in information, click the NEXT button, and go to the page that I think I should go to. This system isn't like that. I click NEXT and it takes me to a different area. Or I think I'm submitting something, but it doesn't work the way I want. I'm a 33 year old, tech savvy woman who only has issues with eSpace. Yes, there are countless articles and videos to watch to learn how to do something, but I think if the system was set up better, these aids wouldn't be necessary all of the time.

Review Source: Capterra

  Response: Cool Solutions Group, Cool Solutions Group

Date: March 2018

March 2018

 

Gretchen: Thank you for your candor. I would welcome any specific suggestions for the work flow and intuitiveness. Feel free to email us at support@coolsolutionsgorup.com to further this discussion.

Thanks

Tim Cool