Comparisons
School maintenance software in Spain: six criteria and seven products according to their own websites
In a school the fault is seen by the caretaker or a teacher between lessons: the radiator in room 12, the gym blind, the tap in the infants' toilets. Who fixes it depends on who owns the building: in a state school, often the council or the education authority; in a private or state-funded private school, a contractor or in-house maintenance. The products that come up range from university campus CMMS to an incident form built by a secondary school. Here are six criteria to choose, seven products described with what their own websites said on 9 November 2026 and, finally, Bedel, which publishes this page and is not a CMMS.
Six questions before choosing for a school
A CMMS keeps the inventory, the planned maintenance and the work orders. In a school, software works or not according to these six things:
- Who owns the building. If the council or the education authority handles major maintenance, the school mainly needs to report well and keep a record of when it reported. If the school or its contractor does it, it also needs to organise the work.
- Who reports. The caretaker, teachers, kitchen staff, the office. Check whether they can report between lessons without learning another app or asking for a login.
- Pupils and families, out of the report. A fault report needs the room and the fault, not a child. Ask who can open reports and what data is kept.
- The outside people. The council technician, the heating firm or the lift company. Ask how it reaches them and whether they must log in.
- Weekends and holidays. A burst pipe on a Saturday or in August, with the school closed. Ask who it rings.
- Dated inspections. Heating and air conditioning, fire protection, low voltage, lifts, legionella and, where there are any, playground equipment and the kitchen. Which apply to you, in school regulations.
Seven products, described with their own websites
The ones that come up when searching for school maintenance software or school incident management in Spain. Each cell sums up its website on 9 November 2026; “not mentioned” means the page we read is silent on it, not that the product cannot do it.
| Product | Who it presents itself for | Who reports, and how | The outside people | Also | |
|---|---|---|---|---|---|
| Infraspeak | Schools and universities, including several campuses | Service requests; the page does not say who opens them | Supplier management in its platform | Not mentioned | Audits, assets and compliance |
| SuMapp | Educational facilities; website with Mexican content | Its mobile checklist and incident app | Not detailed on that page | Only as a chat with its sales team | Scheduled inspections and reports |
| usBIM.maint (ACCA) | School buildings, on the BIM model | Requests geolocated on the model; it presents email, notes and phone as the problem | Maintenance workers, with their mobile app | Not mentioned | Emergency plans and inventories |
| Oxmaint | K-12 schools, colleges and universities | A request portal for students and teaching staff | Not detailed on that page | Not mentioned | Planned maintenance of HVAC, fire, electrics and playground equipment |
| UpKeep | Schools and higher education; US company | A branded portal where any number of requesters send requests | Not detailed on that page | Not mentioned | Work orders and planned maintenance |
| SIGO | A council's schools (its Castellón case) | Heads and school office, through a central channel per school | Heating and electrical subcontractors, integrated in the platform | Not mentioned | Tasks for caretakers and each school's material stock |
| Vega | Secondary schools; «made in a secondary school» | A single report form with category and urgency | Not mentioned | Not mentioned | IT incidents and pupils' entry and exit control |
What each product's website said on 9 November 2026. We do not score or link to any of them.
What shows when you put them side by side
- None of the seven takes reports on WhatsApp. usBIM.maint presents email, notes and phone as the problem; SuMapp only uses WhatsApp to talk to its sales team.
- Who reports varies a lot: heads and the office in SIGO; any requester through a portal in UpKeep and Oxmaint, students included in Oxmaint; a single form in Vega.
- SIGO is the only one that tells the case of a council building, with the council, caretakers and subcontractors in the same flow.
- Outside people appear clearly in SIGO, Infraspeak and usBIM.maint; for the rest, the page does not say how the job reaches them.
- None says on that page what happens to a fault at the weekend or in the holidays.
Bedel in a school: the caretaker's report, with its time
Bedel publishes this page and is not in the table: it is not a CMMS. It answers the second, third and fifth criteria. The people on the school's list (caretaker, teachers, kitchen, office) report by writing to the school's WhatsApp with text, a photo or a voice note. The report carries the place and the fault, never a pupil, and neither pupils nor families write to Bedel. It reaches the phone of whoever fixes it: the school's maintenance, the contractor or the council technician, if they join with their number. Anything urgent rings the on-call phone on a Saturday; the rest waits until Monday with its time. An Excel file keeps the time of the report, of who took it and of the fix. How it works in a school, in school maintenance requests; in an academy, in academy maintenance requests.
What it does not do, to compare honestly:
- It is not a CMMS: no equipment inventory and no works planning.
- It is not a channel with pupils or families, and it handles no pupil data.
- It does not replace the council's or authority's official form, where there is one: it keeps the time the report was made.
- There is no view bringing together all of a network's schools: each school is an account, with its own number and Excel file.
If you keep it on paper or in a spreadsheet for now, there is the school maintenance report template. CMMS for any building with activity, in best CMMS.
Frequently asked questions
Which maintenance software suits a school?
It depends on who maintains the building. If the council or the authority does, the school just needs to report well and record the time; if the school or its contractor does, a CMMS with planned maintenance may pay off. Either way, what matters most is that the caretaker or a teacher can report with no effort. Try a real case: the classroom radiator that won't heat on a Monday in January.
Is there school maintenance software where faults are reported on WhatsApp?
According to their websites on 9 November 2026, none of the seven takes reports on WhatsApp: they ask for their portal, app or a form. Bedel, which publishes this page, works that way: the caretaker or a teacher writes to the school's WhatsApp and the report reaches whoever fixes it, with its time.
Can pupils or families report?
Not in Bedel: the people on the school's list report. If a pupil mentions something in class, the teacher or the caretaker writes it.
What if the building belongs to the council?
The report can reach the council technician if they join the list with their number. Anything that must go through the official form still does, and Bedel keeps the time the report was made, which is what you need to claim.
Does the law require a fault log in a school in Spain?
Not in that format, as far as we know: Royal Decree 486/1997 requires periodic maintenance of workplaces, not a log of reports with times. If you are asked for one, Bedel's Excel file has it ready. The dated inspections of each installation, in school regulations.
Does Bedel replace a CMMS for the school?
No. It keeps no inventory and plans no works, and today connects with no other software. It covers what happens inside during term: the fault someone sees, reported and followed until it is fixed, with its times.
Comparisons
- CMMS on WhatsApp for premises and residencesWhat a CMMS is, what a team really needs from maintenance, how corrective and preventive differ, and when WhatsApp is enough and when you need dedicated software.
- Automatic incident handling on WhatsAppWhich part of an incident can be answered and moved on its own over WhatsApp, what a person still does, and how it differs from an auto-reply or a chatbot.
- WhatsApp for hotels: guest customer serviceThe four types of WhatsApp software for a hotel, what each one solves, and why guest service usually fails after the conversation: when what the guest asked for has to be fixed.
- Maintenance software for hotels in Spain, 2026Six criteria built for a hotel, ten products described with what their websites say, and where Bedel fits, which is not one of them.
- Maintenance software for restaurants, 2026Six criteria built for a kitchen, nine products described with what their websites say, and where Bedel fits, which is not one of them.
- Maintenance software for buildings in Spain, 2026Six criteria built for a building, ten products described with what their websites say, from CMMS to block management, and where Bedel fits.
- Incident management software in Spain, 2026Six criteria so you don't buy a help desk when what gets lost is faults, eight products described with their own websites, and where Bedel fits.
- Incident management app in Spain, 2026Eight incident apps described with their own websites, six criteria to choose, and the question almost nobody asks: who has to install it.
- Gym maintenance software in Spain, 2026Six criteria built for a gym, seven products described with what their websites say, from CMMS to membership software, and where Bedel fits.
- Clinic maintenance software in Spain, 2026For clinics and clinic groups, not hospitals: six criteria, seven products described with what their websites say and where Bedel fits.
- Store maintenance software in Spain, 2026For a shop or a store network: six criteria, five products described with what their websites say and where Bedel fits.
- WhatsApp at work in Spain: group or incident managerWhatsApp groups at work in Spain: what the AEPD has ruled, what the right to disconnect adds and how a group compares with an incident manager for faults on business premises.
- CMMS or Excel for maintaining business premisesWhen a spreadsheet is enough and when a CMMS is needed, how to build the preventive plan in Excel and which records the law says to keep.
- Best CMMS for businesses with premises: criteriaSix criteria built for premises, seven CMMS described with what their websites say, and where Bedel fits, which is not one of them.
Rules by sector
- Restaurants and barsThe obligations of a restaurant or a bar in Spain: what is specific to the kitchen and the checks on the premises, each with the condition that triggers it, how often it applies and its article.
- GymsA gym: no national law; qualifications, insurance and notices under each region's sports professions act, plus low voltage, Legionella, pool, RIPCI and defibrillator as premises.
- HotelsA hotel: guest register and reporting within 24 hours, regional classification, low voltage and lift as a public-assembly venue, RIPCI, Legionella, pool, kitchen and defibrillator.
- Residents' associationsThe obligations of a Spanish residents' association: upkeep, reserve fund, owners' meeting and administrator under the Horizontal Property Act, building logbook, building inspection and the checks on each communal installation.
- Shops and franchisesA shop: responsible declaration up to 750 m², opening hours, prices, franchises with no register since 2018, complaint forms, accessibility adjustments and the inspections of premises open to the public.
- OfficesThe obligations of an office in Spain: temperature and upkeep of the premises, screen work, health and safety, coordination with contractors, internal reporting channel, right to disconnect and building checks.
- SchoolsA school: minimum facilities, protocols against violence and a wellbeing coordinator, canteen and menus from April 2026, self-protection and the building inspections.
- Industrial unitsAn industrial unit: fire inspection every five years under the 2025 regulation, chemical storage (APQ), air receivers, work equipment, low voltage, cooling towers and self-protection.