Implementation and Support

Implementation is easy and we guarantee it

Making the switch to a digital platform shouldn’t be burdensome. Yet every day, facility owners delay moving to a different system because of a reluctance to begin a new implementation process.

Getting started with Facilitron is markedly different. We take on the burden — it’s our investment in you so that the path to getting started, tracking data, and getting results is quick and easy.

Getting Started: Configuration and Training

Getting started with Facilitron begins with our implementation team. They’re the heroes of Facilitron—configuring your account from top to bottom, photographing your properties, setting up rates and rate categories, adding users, roles, permissions, and importing all your existing data—so you’re ready to go on day one.

After you’re set up, our implementation team gets all your key personnel up to speed on how simple and easy it is to use the Facilitron platform—both through in-person classes and webinar trainings.

Computer monitor showing Facilitron calendar.

Implementation Components

Facilitron’s Implementation team will photograph gyms, fields, standard classrooms, theaters, parking lots, multipurpose rooms, cafeterias, and any other facilities available for public use. In order to best showcase facilities, 360-degree photos, aerial photos (using photographic drones), and standard photos are professionally captured. Photos are added to the account with rates, descriptions, location data and more.

After you’re set up, our implementation team gets all your key personnel up to speed on how simple and easy it is to use the Facilitron platform—both through in-person classes and webinar trainings.

Computer monitor showing Facilitron calendar.

Account Configuration

After digitally cataloging facilities and adding photos, the implementation team builds out the account and sub-accounts (each location or property has it’s own account) of the entire organization. This includes every room, field, gym and auditorium, including facilities that may not be available for public use.

The implementation team creates all rate categories, available services such as utilities or custodial and equipment such as scoreboards or audio/visual—everything customizable by facility. Implementation also configures terms and conditions, insurance requirements, digital application questions, payment policies and approval hierarchies, and sets up general availability.

Lastly, implementation creates user accounts, roles, permissions, communication preferences and more, including creating renter organizations and the workflows and preferences for the maintenance system.

Import of Existing Data

Facilitron imports all existing reservations, activity calendars, and athletic team schedules, reactive and scheduled work orders, inspection profiles and more into the Facilitron platform—including creating all renter organization accounts and communicating with renters about the new process.

Training and Support

Once your account is setup and ready to go, Facilitron schedules and conducts in-person and web-based trainings for all necessary personnel. In addition to these trainings, support materials are available on our support site.

Hyper-Care Period and Transition to Account Manager

After launch is a period of hyper-care during which any loose ends having to do with configuration can be tied up and any additional trainings of personnel can occur. Your account will begin to transition from your implementation project leader to your account manager, who you were introduced to during implementation.

Your account manager works with your team on day-to-day issues and also to help you develop your program by sharing best practices, analyzing your data and helping you update processes and procedures that the platform may have revealed are not up-to-date or following organizational policy. This smooth transition to your account manager and our account support team assures that you have a smooth and successful launch.

Implementation Timeline

Depending on the size of a district and how fast it wants to move, the implementation process can take as little as one month for a 100-campus district, or just weeks for a smaller district. These are the steps:


Kickoff Meeting

The process starts with a kickoff meeting with our amazing Implementation Team. They are responsible for creating your account and configuring it with all your schools and buildings, rates, requirements, services, and equipment. They're also responsible for setting up each facility’s general availability as well as all existing schedules and reservations. They create accounts for your current renters and set all the roles and permissions for your administrative team. Though we’ve worked with hundreds of public facility owners, we understand each community and school system is different. Our goals are to use our experience and combine it with your specific needs and current processes to get the best results for your admins and users. The kickoff meeting is usually a short call to discuss the overall onboarding process and all its major milestones.


Photos & Digital Facility Catalog

The next step in our implementation process is creating a digital catalog of all your facilities. We coordinate with you to schedule a time for our team to visit your campuses to acquire the photos that will be used in your digital facility catalog—including important information such as capacities, square footage, amenities, special requirements, and more. For large outdoor facilities and campuses, we bring drones to capture aerial photos that make your facilities look their best. For large indoor buildings such as gymnasiums or multi-purpose rooms, we have special 360 cameras that can capture a panoramic view of your larger facilities.


Calendar Syncronization

Once all properties are catalogued, we’ll ingest your current internal and external events into the Facilitron system, so your system is ready to go from day one. We create all renter accounts and configure all user's roles and permissions to allow the proper access for everyone from administrators to support staff such as custodians or maintenance. The result is a complete system with a consolidated calendar of all events across all facilities, filterable by campus, facility type, availability and more.


Site Reviews

After your account has been configured, our onboarding team will meet with your administrative lead to review the configuration as well as to follow up to make sure that all the reservations and requests from your current schedule are transferred into the new system—both internal and external events. We’ll work with you to determine which facilities you want to make available to the public and when they’re available for public use. We’ll assign fee schedules to each facility and assign rate categories to your renters so they get served their appropriate fee schedule for their type of group. Once we proof all the renter-side facility listings to ensure specifications, photos and search criteria are optimized, then we're ready for launch.


Staff Training

Once everything is configured and approved, we'll meet with your team as a group or through one-on-one sessions to ensure everyone is fully trained and knows how to operate the system. We’ll review how the community makes requests, how to review and approve those requests, and how to create and approve internal schedules. Web trainings can also be set up for anyone you add to the system or who missed initial training sessions. In addition, our support site is always available with training articles, videos, and FAQs, and our customer support team is available 24/7 after launch to ensure everyone is comfortable and things are running smoothly.


Go Live

Once your sites and systems are set up, we’ll take your system "Live!" The facilities you’ve made available to the public will be available in our Marketplace to be discovered and requested. We work closely with our partners, especially after launch, to make sure everything starts off smoothly. Facilitron handles invoicing, payments, refunds, proof of insurance, confirmation of nonprofit status, and customer support for renters, taking a great deal of burden off your day-to-day.


Facility Performance and Cost Analysis

During the partnership, Facilitron’s data experts will analyze facility usage, cost, renter satisfaction, and other metrics. After the first six months of activation, we provide a comprehensive real-data cost analysis to get the ultimate understanding of facility use and cost recovery. Our cost analysis and analytics report help you identify loss, improve efficiencies, and becomes the guide for discussions that can lead to new district policies.

Lifetime Support

It doesn’t stop there. A Facilitron partnership includes ongoing analysis and business insights that enable districts to create policies that have a major impact on the health and performance of schools and public facilities—all while creating a more open and transparent relationship between you and your communities. Public facilities provide critical infrastructure for communities to support programs that benefit both continuing education and the community.

Ongoing consultive services include:

  • Cost recovery analysis
  • Revenue projection anaysis
  • Policy recommendations
  • In-depth reporting analysis
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Learn why thousands of schools have chosen Facilitron for their facility management and event scheduling platform.