How Device Cards Improve Facility Management Initiatives in Schools

Managing school facilities involves much more than fixing what’s broken. It means staying ahead of maintenance needs, keeping track of thousands of assets across campus, and ensuring your team is always ready for the next inspection or audit. That’s a lot to juggle—especially without the right tools in place.

One of the most overlooked, but powerful tools schools can use to streamline operations is the device card.

What Are Device Cards?

Device cards are digital records that store all relevant information about a specific piece of equipment in one place. Each card typically includes:

• Equipment name and location

• Make, model, and serial number

• Service and maintenance history

• Warranties, manuals, or photos

• Status updates or open work orders

They’re like a digital ID tag for each asset—easy to search, update, and access from a desktop, tablet, or mobile device.

Why Device Cards Matter in School Facility Management

Device cards aren’t just digital records. They’re the key to transforming how your team manages equipment, schedules preventive maintenance, and prepares for compliance checks. Instead of searching through binders or outdated spreadsheets, technicians can instantly access everything they need about a specific asset—right from their mobile device.

Here’s how that improves your day-to-day operations:

1. Smarter Maintenance Workflows

Device cards give your maintenance team fast, reliable access to asset details—like make, model, location, and service history. This means less time spent tracking down information and more time resolving issues.

Need to check when an HVAC unit was last serviced? It's on the device card. Wondering if a piece of kitchen equipment is still under warranty? That’s there too.

By linking device cards to digital work orders, your team can update service notes, close tasks, and attach photos all in one place—reducing paperwork and improving accuracy.

2. Better Asset Tracking Across Campuses

In multi-building or multi-site districts, it’s easy for assets to get lost in the shuffle—especially when staff changes occur. Device cards create a central, digital record for every piece of equipment in your facility.

This improves visibility into:

• Where assets are located

• What condition they’re in

• What they’ve cost you in repairs

Whether it’s a projector in a classroom or a defibrillator in the gym, you can track it, service it, and justify its value over time.

3. Stronger Compliance and Audit Readiness

School districts are no strangers to inspections—from fire marshals to state auditors. When those moments come, being able to quickly show the maintenance history and inspection records of key equipment can make a big difference.

Device cards help your team:

• Keep preventive maintenance on schedule

• Document repairs and inspections in real time

• Demonstrate compliance with safety and operational standards

With everything stored digitally, you can pull up exactly what you need—when you need it.

FacilityONE Makes It Easy

At FacilityONE, we make it easy to create and manage device cards as part of your school’s overall facility strategy. Through F1 MAPS, you can attach each card to its exact location on a digital floor plan—giving your team instant access to key details during daily maintenance or emergencies. With F1 WORKS, device cards tie directly to your work order and PM workflows for seamless tracking.