Facility Management Template

Stay on top of inspections, maintenance, and repair tasks—without spreadsheets or paper checklists.

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Overview

This free template helps you centralize everything related to facility operations in one place—tasks, checklists, site photos, staff updates, and more.

It includes a sample database you can copy and customize, but it’s flexible enough to connect with any Softr-supported data source, including Google Sheets, Notion, HubSpot, monday.com, and more. Whether you're managing a single site or multiple locations, this template helps you streamline day-to-day operations with less manual work.

Why use this facility management template

Track and assign tasks with ease: Assign to team members, track statuses, and ensure nothing falls through the cracks.
Get visibility into facility performance: View completed and outstanding items through a dashboard with built-in KPIs.
Enable mobile access for field staff: Let technicians and contractors check off tasks and upload documents on the go.

Template features:

Role-based access
Set access levels for Admins, Maintenance Leads, and Staff to ensure users see only what’s relevant to them.
Task management
Staff can view and resolve their assigned tasks, with status filters for easy tracking.
KPI dashboard
Track completed, overdue, and upcoming tasks to stay ahead of maintenance issues.
Document uploads
Store inspection reports, checklists, permits, and manuals—all searchable and downloadable from the app.
Mobile-friendly interface
A responsive design that works across desktop, tablet, and mobile devices—ideal for teams on the move.

Who is this facility management template for?

This template is designed for teams managing physical spaces, maintenance tasks, or property assets. Examples:

Office & building managers: Coordinate repairs, inspections, and cleanings across multiple locations.
Operations teams: Stay on top of equipment servicing and safety compliance.
Construction & trade businesses: Track field work, subcontractors, and site reports in one place.
School & campus administrators: Manage classroom repairs, janitorial schedules, and maintenance requests.
Nonprofits or religious organizations: Organize volunteer workdays, building upkeep, and facility rentals.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your facility management portal template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Connect and map your data: Connect to any of 14+ data sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks. Map your data to replace mock content in pre-set fields and pages.
3
Customize logic and branding: Adjust layouts with drag-and-drop. Set user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your facility management portal is ready! Publish and share the URL with your clients to start collaborating.

Frequently asked questions

Do I need a Softr account to use the template?
Yes, you’ll need a free Softr account to use the template.
Can I use this with field teams?
Yes, this template is mobile-responsive, making it easy for field staff and technicians to view and update tasks from any device.
Can I add photo uploads or site-specific notes?
Absolutely. You can add form blocks or file upload fields to collect images, notes, or signatures for each location or task.
What if I want to use another data source instead of Airtable?
You can! Just use included database as a reference for how to structure your data, then connect your other Softr-supported data source instead (including Google Sheets, monday.com, Notion, SQL data sources, and more).