From leaky pipes to lecture hall logistics, campus operations are complex.
We build facilities management software that helps universities stay ahead of maintenance, streamline workflows, and gain clearer visibility across buildings and assets.
years in EdTech
years of AI development
clients worldwide
Campus operations problems usually start as small gaps – a CMMS that doesn’t sync with the ERP, inspection records kept in spreadsheets, a work order queue with no priority logic. Those gaps compound into deferred maintenance liability and capital planning based on guesswork.
Without priority scoring and automated routing, technicians respond to whatever arrived last. We build triage workflows that distinguish reactive from preventive work and reduce time-to-dispatch for critical requests.
Asset lifecycle tracking and repair forecasting – integrated with actual maintenance history – give capital planners data to work from instead of estimates.
CAFM and CMMS platforms from ten years ago were never designed to expose REST APIs or connect to a modern ERP. We handle the integration layer: data model mapping, BACnet and Modbus protocol translation, and middleware that stays stable across platform upgrades.
When facilities, procurement, and finance maintain separate records, data consistency requires constant manual reconciliation. We design integration architectures where purchase requests, work orders, and asset records stay synchronized across systems.
Inspection documentation assembled manually before a deadline creates liability gaps. We automate inspection reminders, vendor certification tracking, and reporting workflows so the audit trail exists before anyone asks for it.
Scheduling failures usually trace back to multiple systems claiming authority over the same calendar. We build scheduling engines that connect maintenance windows, event bookings, and academic schedules so conflicts surface in advance.
Maintenance activity, asset records, inspections, and compliance documentation in one system — reducing time spent reconciling records across platforms.
Work order management with priority scoring and technician assignment logic built around your actual triage rules.
Automated work orders, inspection reminders, and maintenance scheduling replace manual spreadsheet coordination across departments.
Occupancy data against scheduled bookings shows how classrooms and shared spaces are actually used – the gap between booked and occupied time is usually large and directly actionable.
Audit preparation, maintenance documentation, and inspection tracking embedded in daily workflows rather than assembled retroactively.
Deferred maintenance tracking software for university operations, integrated with asset lifecycle records and repair history, gives capital planners forecasts. IWMS for higher education environments often requires this across multiple campuses and asset classes simultaneously.
The experience, ownership, and continuity that make complex projects work. The teams and experience behind every engagement — and the reason clients keep coming back.
We have worked in higher education software long enough to have encountered the integration failure modes that appear in real deployments — data model mismatches between CMMS and ERP, SSO complexity across legacy identity providers, BAS protocols that need custom translation layers.
6+ years of AI development means our predictive maintenance models are tested against real asset failure data, with model architecture, integration, and production monitoring all maintained by the team that built them.
The engineers who built the system handle post-launch enhancements, integration updates, and operational issues with full architecture context.
We design federated data models and tenant-scoped permissions from the start, so systems scale to additional campuses without structural rework.
The average Aristek client relationship spans five or more years – the same team that built the system stays involved through enhancements and new requirements.
Small inefficiencies across campus can quietly turn into bigger maintenance headaches over time.
We help universities uncover what is slowing maintenance, scheduling, and day-to-day campus coordination, and where improvements can make the biggest difference.
Facilities management software works best when it’s like one campus nervous system.
We build integrations that keep maintenance, facilities, and operations teams connected through shared data.
Integrate AI models and automation into facilities workflows to support maintenance prioritization, occupancy analysis, reporting, and inspection-related processes.
Build integrations that synchronize purchase requests, maintenance spending, invoices, and operational data across departments.
Integrate single sign-on and identity providers to support role-based permissions, authentication, and centralized access management.
Develop integrations with HVAC, lighting, energy, and environmental systems so facilities teams can access building data, alerts, and equipment status inside existing workflows.
Embed campus maps and GIS platforms to help teams locate assets, buildings, maintenance activity, and infrastructure data.
Integrate service request forms, maintenance tickets, room scheduling, and facilities updates with student portals, campus apps, and internal systems.
Integrate occupancy sensors, smart meters, environmental monitoring, and equipment telemetry into dashboards, work orders, and reporting workflows.
Discovery & business analysis | Review facilities workflows, maintenance operations, scheduling, integrations, reporting, and system limitations across departments. Timeline: 1-3 weeks Team: Business Analyst, Solution Architect, EdTech/Facilities Consultant You get: Software scope, integration priorities, feature requirements, delivery timeline, and implementation roadmap. |
Architecture & UX design | Define system structure, user roles, permissions, facilities workflows, and user journeys for maintenance teams, operations, and administrators. Timeline: 2-4 weeks Team: Solution Architect, UX/UI Designer, Business Analyst You get: System architecture, workflow logic, permissions model, wireframes, and integration approach. |
Development & integrations | Build campus facilities management software, APIs, automation, reporting, mobile functionality, and AI-powered capabilities. Timeline: 6-20+ weeks, depending on scope Team: Backend & Frontend Engineers, QA, DevOps, Project Manager What’s included: BMS/BAS integrations, IoT sensors, student portals, SSO, work order systems, campus asset management, scheduling workflows, reporting dashboards, and custom functionality. You get: A working higher education facilities management software environment ready for testing. |
Testing & deployment | Validate workflows, integrations, permissions, security, and performance before launch. Timeline: 2-4 weeks Team: QA Engineers, Developers, Product Stakeholders You get: A tested university facilities management software solution, validated workflows, deployment support, and launch readiness. |
Support & optimization | Improve workflows, expand integrations, refine reporting, and support changing campus needs after launch. Engagement: Ongoing or milestone-based Team: Developers, QA, Support Engineers, Product Consultants You get: A campus facilities management system that evolves with operational priorities, campus growth, and new requirements. |
Some universities can make packaged software work. Universities managing multiple campuses, legacy systems, or complex workflows often need more flexibility.
We’ll help evaluate tradeoffs based on your workflows, integrations, reporting needs, and growth plans.
The cost of custom higher education facilities management software depends on the scope, integrations, and campus complexity. The biggest cost drivers usually include required features and workflows, ERP, SIS, BMS/BAS, or SSO integrations, reporting and permissions complexity, and mobile functionality and campus scale.
The feature set and integrations usually affect price more than the number of buildings. For example, a standalone facilities maintenance software solution costs less than campus facilities management software connected to ERP systems, IoT sensors, or building automation platforms.
We stay transparent about costs from the start. Beyond development, universities often budget for hosting, third-party APIs, onboarding, and ongoing support. Costs depend on system requirements and integrations. Additional costs may include IoT or BMS/BAS integrations, staff training, security and compliance requirements, ongoing maintenance and updates.
Yes. Most university facilities management software requires ongoing support after launch. Hosting, security updates, integrations, and feature improvements are usually part of long-term planning.
The level of ongoing investment depends on how complex the system is and how many connected platforms need maintenance.
Yes. Many universities modernize existing CAFM, IWMS, CMMS, or EAM systems instead of replacing them completely. The process begins with an assessment of:
Yes. AI can support campus facilities management in practical ways, especially for maintenance planning and reporting. Universities often begin with one focused use case before expanding further. Common examples include predictive maintenance, maintenance request prioritization, occupancy insights, and automated reporting. For example, AI can flag assets likely to fail based on maintenance history or surface unusual usage patterns across buildings.
