Posted 16th September 2025 by Rob Whalley

Training for CAFM Success: Ensuring Your Teams Get the Best from Your System

Implementing a Computer-Aided Facilities Management (CAFM) system is a transformative step for any organisation. But while selecting the right software is important, success often hinges on how well users are trained. A CAFM platform touches multiple departments—from facilities and estates teams to contractors and front-line staff—so ensuring everyone is confident and capable is key to long-term adoption.

Below, we explore the types of training available, how to plan a training strategy, who should be trained, and the best delivery methods in today’s hybrid working world.

Types of CAFM Training

Not all users need the same depth of knowledge. Training should be tailored to roles and responsibilities:

• Administrator Training – for system managers who configure workflows, user permissions, reporting, and integrations.
• Facilities/Estates Teams – covering reactive maintenance, planned preventive maintenance (PPM), asset management, and compliance modules.
• Contractor Training – focusing on mobile apps, job updates, certification uploads, and service-level compliance.
• Self-Service/End-User Training – showing staff how to log requests, book rooms/resources, or track job progress through a web portal.
• Specialist Training – such as F-Gas tracking, SFG20 scheduling, or system integration for advanced users.

Training Materials

Different people learn in different ways, so a mix of materials works best:

• Live Guidance – interactive walkthroughs of modules and workflows.
• Step-by-Step User Guides – PDF or online manuals for reference.
• Video Tutorials – short clips for quick “how-to” reminders.
• E-Learning Modules – self-paced lessons for remote or large teams.
• Knowledge Base/FAQs – searchable online content for common questions.

Providing ongoing access to these resources ensures learning doesn’t stop after go-live.

Planning Your Training Programme

A structured plan prevents training from being rushed or overlooked:

1. Assess user groups – identify who needs which training.
2. Define learning outcomes – what should each group be able to do after training?
3. Create a timeline – align training with project milestones (e.g., before go-live, at first PPM cycle, after new module release).
4. Plan refresher sessions – ensure knowledge is retained, especially as staff turnover or new modules are introduced.
5. Evaluate and improve – gather feedback and adjust content for future sessions.

Who Should Be Trained?

• System Administrators – for full control and configuration.
• Facilities and Maintenance Teams – the day-to-day operators.
• Contractors – so they can interact with jobs, compliance checks, and reporting.
• Staff Users – to encourage self-service and reduce helpdesk load.
• Senior Managers – training on dashboards, KPIs, and reporting for strategic oversight.

How to Train: Delivery Methods

The main options are:

• Onsite Classroom Training – still valuable for small teams or system administrators.
• Remote Live Training (via Teams/Zoom) – now the most common, allowing flexible scheduling and reduced travel.
• Blended Training – mixing live sessions with recorded tutorials and self-paced content.
• Train-the-Trainer – equipping internal champions to deliver ongoing training to their colleagues.

Since COVID-19, many organisations have shifted towards remote training, with positive results. Remote training is now often preferred because it is cost-effective, flexible, and accessible for geographically dispersed teams.

Post-Training Support

Training doesn’t end after go-live. Ongoing account management, helpdesk support, and refresher training ensure users remain confident. Vendor-client collaboration also helps adapt training to new modules and evolving needs.

Final Thoughts

A CAFM system is only as effective as the people using it. A thoughtful, role-based training programme ensures maximum adoption, reduces support calls, and helps you realise the full return on investment. By planning carefully, tailoring training to different users, and embracing flexible delivery methods, organisations can empower their teams to use CAFM with confidence—whether they’re in the office, on-site, or remote.

At Tabs FM, we recognise that training is at the heart of a successful CAFM implementation. Our expert consultants deliver tailored sessions for administrators, facilities teams, contractors, and staff users—whether face-to-face or through interactive remote training. We also provide detailed user guides, ad hoc session, drop in sessions, and ongoing refresher courses to ensure knowledge grows alongside your system. With a dedicated account management team and train-the-trainer options, we empower your organisation to get the very best out of Tabs CAFM, both at go-live and throughout your long-term journey with us.