Managing rooms, scheduling volunteers, and keeping up with maintenance tasks can quickly become overwhelming. But does your ministry need church facility management software to keep all those plates spinning?

For most churches, facility management platforms are overkill.

Here's why...

What is Church Facility Management Software?

Think of facility management software as your logistics command center. It handles room bookings, work orders, preventative maintenance tasks, and keeps tabs on resources like tables, chairs, or even that elusive coffee machine that always seems to disappear before an event.

Sounds amazing, especially if your church juggles multiple services, Bible studies, and outreach events every week. But here’s the catch: while it promises streamlined processes, you’re essentially paying for features you might already have.

What Churches Need Maintenance Management?

• Large churches or mega-churches with multiple campuses
• Organizations renting facilities to outside groups
• Churches with extensive property and maintenance needs

In other words, if your church operates like a bustling airport—with multiple campuses, frequent rentals to outside groups, or a packed calendar of events—specialized facility management software might make sense. It can also be a lifesaver for churches with extensive maintenance needs (think large older buildings with a long to-do list).

But let’s face it... most churches don’t fall into that category. If your ministry is small or mid-sized, you’re likely managing one main building and a few key spaces. So, do you really need to overcomplicate things?

Why It’s Likely Overkill for Most Churches

Most churches are small to mid-sized, with less than 200 weekly attendees. For these ministries, dedicated facility management software is like renting a moving truck to carry a single grocery bag—it’s way more than you need.

Most Church Management systems already offer tools for scheduling rooms, tracking resources, and coordinating events. Plus, they’re designed with ministry in mind, so everything integrates seamlessly with the rest of your church operations. Why pay for a second tool that only adds cost and complexity?

And speaking of cost, facility management software typically runs between $30 and $100 per month. That’s money you could put toward actual ministry instead of extra software.

Church Management Software Already Meets Facility Needs

Here’s the good news: your ChMS probably already has you covered.

• Centralized scheduling: Book rooms, manage maintenance schedules, and avoid double-booking—all from one calendar.
• Effortless communication: Send emails or texts to your setup crew or volunteers without leaving the platform. 
• Auto reminders: Set up maintenance tasks with auto reminders to keep your crew and volunteers on top of things. 
• Event workflows: Plan every detail of your event, from assigning tasks to tracking progress.

Picture this:

Imagine organizing a church conference. You can reserve the sanctuary, notify your tech team, schedule volunteers, and confirm every detail—all without juggling multiple software tools.

Potential Pitfalls of Adding Another Tool

More tools don’t always mean better results. Adding a separate facility management system can bring unexpected headaches:

• Steeper learning curves: Training staff and volunteers on a new platform takes time.
• Multiple Platforms: If your systems don’t integrate, you’re stuck entering the same info twice.
• Extra costs: For smaller churches, the return on investment just doesn’t add up.

Before jumping into new software, take a closer look at what you already have. List your current facility needs and match them against your ChMS features. Chances are, the solution is already at your fingertips.

Not sure how to unlock all the features of your ChMS? Reach out to your software provider for guidance—they’re there to help! If you don't have a ChMS, reach out to our team to get started with your ChurchTrac free trial today!

Church Facility Management FAQs

• What is church facility management? It’s just a fancy way of saying “taking care of the church building and grounds.” This includes making sure everything is clean, safe, and running smoothly so your church can focus on ministry.
• Why is church facility management important? A well-maintained church makes a great first impression and shows that you care about the people who walk through your doors. Plus, staying on top of maintenance saves money in the long run.
• How can we save money on facility maintenance? Two words: preventive maintenance. Taking care of small issues early (like HVAC system checkups or roof inspections) can save you from those big, budget-breaking repairs later. Energy-efficient upgrades like LED lights help too!
• How often should we perform routine maintenance? This depends on the system or area. For example, HVAC systems should be inspected twice a year, while things like roof inspections might be annual. Create a maintenance calendar to stay on track.
• What should be included in a facility audit? Check your building’s structural integrity, safety systems (fire alarms, extinguishers), HVAC, plumbing, electrical, and parking lot condition. It’s also smart to assess the building’s accessibility for people with disabilities.
• Do we need a facility-use policy? Yep! Having a clear policy helps avoid confusion and keeps things running smoothly when different groups want to use your space. Lay out the rules for things like scheduling, fees (if any), and cleanup.
• Should we insure our church facilities? Absolutely. Having the right insurance covers you for accidents, natural disasters, or other emergencies. Make sure your policy is up-to-date and fits the size and use of your property.
• How do we plan for facility upgrades or expansions? Start with a list of needs and priorities. Get input from your team and congregation, set a realistic budget, and consider working with professionals who’ve done church projects before.

Focus More On Ministry, not Maintenance

Church facility management software may sound like the answer to your prayers, but for most ministries, it’s unnecessary. Your ChMS is already equipped to handle facility operations, along with everything else that keeps your church running smoothly.

Save yourself the cost, complexity, and learning curve. Dive deeper into your current software’s features and see how it can meet the needs of your ministry. You might be surprised. With a simpler system, you’ll have more time and energy to focus on what really matters: growing your ministry and serving your people.