Posted 18th November 2025 By Rob Whalley

Beyond CMMS: Why Forward-Thinking Organisations Are Moving to CAFM Software

Many organisations start their facilities journey with a Computerised Maintenance Management System (CMMS). It’s a logical first step — a central place to log jobs, plan PPMs, and monitor assets.

But as estates grow, and responsibilities extend into compliance, property, health & safety, and sustainability, maintenance-only systems start to feel restrictive. That’s when organisations begin to explore CAFM — Computer-Aided Facilities Management — a platform that connects people, assets, compliance, and property data into a single, intelligent system.

A CMMS helps you manage maintenance. A CAFM helps you manage the entire estate.

1. CMMS: The Foundation of Maintenance Management

A CMMS focuses on maintenance activities — ideal for reactive teams or single-site operations.
Typical features include:

• Reactive job logging and tracking
• Preventive maintenance (PPM) scheduling
• Asset registers and service histories
• Stock and parts management
• Basic KPI and SLA reports

These features are valuable for controlling day-to-day maintenance. However, many organisations soon outgrow this narrow scope. As estates expand, compliance obligations tighten, and health & safety expectations rise, maintenance alone isn’t enough.

The CMMS Limitations

• Lacks visibility beyond maintenance
• Minimal compliance or audit functionality
• No health & safety or permit management
• Limited integration with other business systems
• Data often stored in silos
• Difficult to scale across multi-site estates

2. CAFM: A Broader View of Facilities and Estate Management

CAFM goes beyond maintenance to support every aspect of estate management — combining data from maintenance, compliance, property, projects, and H&S into a unified, interactive platform.

With CAFM, estate managers gain full visibility of buildings, people, and processes, enabling smarter, safer, and more compliant operations.

What Makes CAFM Different

CMMS Focus	CAFM Advantage
Maintenance scheduling and job tracking	Complete estate lifecycle management
Asset-based reporting	Multi-site, multi-discipline visibility
Reactive maintenance workflows	Preventive, compliance, and risk workflows
Separate H&S or compliance systems	Integrated Health & Safety and compliance modules
Limited analytics	Real-time dashboards and BI reporting
Single department use	Cross-functional collaboration

3. The Expanded Scope of CAFM

Property & Lease Management

Track buildings, leases, rent reviews, key dates, and associated documentation in one central location. Automated reminders ensure lease milestones and property obligations are never missed.

Compliance & Risk Management

Ensure statutory compliance with automated PPM schedules, certifications, and asset-specific regulations — from SFG20 and F-Gas to LOLER, Legionella, and fire safety.

CAFM provides audit trails, expiry alerts, and management dashboards to demonstrate compliance readiness at any time.

Health & Safety Management

One of the biggest differences between CMMS and CAFM lies in Health & Safety coverage.

CAFM systems like Tabs FM include:

• Permit-to-Work workflows – digitally issue, approve, and track permits for high-risk activities (e.g. hot works, confined spaces).
• Accident, Incident, and Near-Miss logging – record, investigate, and report incidents in line with company policy and HSE requirements.
• Dynamic risk assessments – link hazards and control measures directly to jobs or projects.
• Audit and inspection trails – evidence compliance and corrective actions for internal or external review.

Where CMMS stops at asset maintenance, CAFM extends into health, safety, and wellbeing — keeping people as protected as your assets.

Space & Resource Management

Understand how buildings are used. CAFM enables teams to optimise workspace layouts, room bookings, and resource allocation, supporting modern, hybrid working environments.

Project & Capital Works

Plan and deliver capital projects directly within the CAFM environment — tracking budgets, timelines, milestones, and tasks while linking to assets and contractors.

Dashboards & Business Intelligence

Bring together maintenance, compliance, and financial data in a single view. CAFM dashboards enable instant insight into cost trends, SLA performance, asset reliability, and risk exposure.

Integrations

Modern CAFM platforms integrate with HR, finance, BMS/IoT, and BIM data to create a true digital estate ecosystem — connecting real-time information from multiple systems into one live picture.

4. Signs You’ve Outgrown Your CMMS

If any of these sound familiar, it’s time to consider CAFM:

If your CMMS...	Then CAFM can...
Can’t track compliance or safety data	Automate compliance tasks and H&S reporting
Only supports maintenance workflows	Integrate property, project, and compliance management
Requires spreadsheets for leases or risk registers	Store everything in one auditable system
Doesn’t handle permits or incidents	Digitise permit-to-work and incident management
Produces static reports	Provide interactive dashboards and live analytics
Struggles with multi-site scalability	Offer modular scalability across diverse estates

5. The Benefits of Upgrading to CAFM

1. Centralised Estate Visibility
   Every asset, site, and compliance record accessible in one system.
2. Enhanced Compliance Oversight
   Automatically schedule statutory inspections and generate audit evidence.
3. Improved Health & Safety Governance
   Manage permits, accidents, incidents, and near-misses with full traceability.
4. Operational Efficiency
   Replace manual processes with automated workflows and mobile accessibility.
5. Smarter Decision-Making
   Use real-time dashboards, KPIs, and Power BI integration to inform investment and maintenance strategy.
6. Collaborative Working
   Contractors, internal teams, and management share the same live data — reducing duplication and delays.
7. Scalability and Flexibility
   Start with maintenance, expand into compliance, property, and H&S as maturity increases.

CAFM transforms facilities management from a reactive function into a proactive, strategic asset.

6. Tabs FM: Built for the Entire Estate Lifecycle

Tabs FM delivers all the advantages of CAFM in a modular, UK-developed platform designed to grow with your organisation.

Start Simple, Scale Easily

• Begin with Reactive and Planned Maintenance modules.
• Add Compliance, Health & Safety, Asset, Property, and Project Management when ready.
• Integrate with SFG20, IoT sensors, and third-party systems through secure APIs.

Health & Safety Integration

Tabs FM’s H&S functionality ensures safety is never an afterthought:

• Digital permit-to-work management
• Accident, incident, and near-miss logging
• Risk assessments linked directly to tasks or projects
• Audit reporting for continuous improvement and compliance tracking

UK Hosting and Support

With UK-based data centres and support, Tabs FM ensures your CAFM solution meets GDPR, Cyber Essentials, and ISO 27001 standards — providing secure, reliable, and compliant operations.

7. The Future Belongs to Integrated CAFM

Facilities and estates management is evolving rapidly. Organisations can no longer rely on reactive, maintenance-only systems. They need tools that connect data, ensure compliance, and protect people.
CAFM platforms like Tabs FM go beyond maintenance — uniting assets, compliance, health & safety, and property into a single ecosystem.

If your CMMS can’t keep pace with growing compliance, safety, and data demands, it’s time to move beyond maintenance and embrace full CAFM capability.

Ready to go beyond CMMS?

Explore Tabs FM’s CAFM platform and discover how it can give you complete visibility and control over your facilities, assets, and compliance.