eSPACE

eSPACE

We focus on your facility so you can focus on your mission.

4.4/5 (307 reviews)

eSPACE Overview

eSPACE, offered by Cool Solutions Group, is a web-based facilities management software that allows organizations to manage member schedules, track equipment & work orders, and handle integration with HVAC service providers. eSPACE is based on modular architecture and gives users the option of either purchasing individual modules, or an integrated suite.

eSPACE is comprised of three main modules; event scheduling, work order management, and HVAC scheduling integration. The product’s event scheduling functionalities act as a single source for all customer scheduling needs such as space, rooms, resource, and service allocation. The event scheduling functionality also offers features such as real-time conflict detection between events, designing & maintaining online forms, allowing unlimited user access in advanced versions, allowing calendar views to remain public or private, and the ability to generate ad-hoc & customized reports. The product also offers a work order management functionality that enables administrators to track equipment such as light fixtures, HVAC, plumbing fixtures, and IT equipment, among others. The work order management functionality also offers other features such as inventory control, tracking inventories across multiple locations, work-order related email notifications & alerts, vendor & staff workflow management, and requests for new work orders.

eSPACE provides integration with HVAC systems with its event scheduler module, reducing manpower costs related to manual setting of HVAC systems. The product also offers integration with several building automation systems, as well as with third-party softwares such as Eventbrite, MS Outlook, and Gmail.

Pricing

Starting from
US$50,00/month
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Australia, Canada, United Kingdom, United States

Supported Languages

English

eSPACE Reviews

Overall rating
4.4/5
93% positive reviews
163
Excellent
122
Very good
17
Average
5
Poor
0
Terrible
Ryan M.

Well made, easy to setup and use. Highly flexible software. Actively developed and supported.

Used Daily for 1-5 months
Reviewed on 2018/03/05
Review Source: Capterra

Great work order and event management functionality.

Pros

The software has a low learning curve and is intuitive. Customer service is responsive and helpful. Work orders can be submitted without a login. Work orders can contain custom forms to aid in more complex or unique requests. eSpace has mobile apps for iOS and Android (most work order systems rely on mobile webpages too much). Great modules to support assets ("Equipment"), inventory, and recurring preventative maintenance work orders. System is actively being actively developed and upgraded on a regular basis. Web interface is well designed and spaced well to use with a tablet or 2in1 laptop computer. Low cost and easy payment options. eSpace functions well as a work order system and event management system which = less administrative work compared to managing 2 systems separately. Easy to setup the system without training, but setup training is provided at a low cost if needed. Overall its a great product supported by a great team. Though some functionality is lacking, I am betting that with time, eSpace will be able to turn their great system into a top competitor in the field.

Cons

The software is lacking some advanced functionality. There is some give and take to have an event management system and work order system tied together in one system. The list of rooms/spaces is truly a mess (very clunky to navigate, constant issues with users selecting multiple rooms by accident because it is not remotely intuitive). The Android app is slow to load work orders (seems to be due to the app attempting to load rooms/spaces). Customer service is responsive, but always tells you to go vote on features rather than giving timelines. Voting on a potential cool new feature is perfectly fine, but having to vote on critical functionality is simply an annoyance.

Response from Cool Solutions Group

Ryan: Great Feedback.

Would love to hear more about what WBC sees as critical functionality. That will help me and our team determine priorities for all out subscribers.

Also, we do offer some custom coding options for clients that need features that may not be on the "road-map".

Thanks

Tim Cool

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Bradd J.

Highly satisfied, improved operational efficiencies, better organized multi-site management

Used Daily for 1+ year
Reviewed on 2018/03/01
Review Source: Capterra

Pros

We have been very pleased with the transition over to eSpace. The software has helped us to be much more effective across six campus locations and managing work requests that originate from our 150+ clients. The Preventative Maintenance function makes future planning easy so that I can focus on the proactive responsibilities of my job, rather than trying to remember when the boiler inspection is due. The Life Cycle Calculator is also a valuable tool for budget planning. There are other opportunities to advance our efficiencies such as the HVAC integration that we have not yet capitalized on, but is evident to us of a greater level of intentionality more than just work requests and asset inventory. The support team is always available for our questions and responds typically by the end of day. Working with the Cool Solutions Team feels very much like a partnership to fulfill our churches Mission and Vision from the sticks and bricks to all the nations.

Cons

The cons more come from our side in that so many functions are available to us that we under utilize for the betterment of our facilities. Without much time spent within the software, it can feel overwhelming. But this in no way reflects our overall satisfaction of the product.

Response from Cool Solutions Group

Bradd...thanks for the feedback. Let us know if any additional training is needed for your team.

Tim Cool

Rating breakdown

Value for Money
Ease of Use
Customer Support

Erik H.

eSPACE makes all our facility work possible!

Used Daily for 1+ year
Reviewed on 2018/03/01
Review Source: Capterra

Modernized our work order system. Standardized the information our set up teams receive about each event.

Pros

This is the most comprehensive and easiest to use facility management software I have ever used. We have been able to improve our event set up progress both in accuracy (not missing a resources) and on time completion (having the set up ready). Our housekeeping team has been able to utilize the Maintenance PM feature to modernize how we know what to clean when. Before this feature daily lists had to be created to each housekeeper which often changed week to week. Now each housekeeper can access their daily work order which is recurring week to week.
The customer support is also great! Any issue I have has been resolved quickly or implemented as a future development making the software better for everyone.

Cons

Sometimes changes occur or new features are added that you hear very little about. Also if Items from the post idea wall get enough votes to be implemented send a notification and reward the users who have ideas implemented.

Response from Cool Solutions Group

Erik....thanks for the feedback.

Would love to know what added information we could provide you in addition to the WHAT'S NEW notifications. We want to make sure you are getting what is needed.

Thanks

Tim Cool

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

8.0/10
Patricia P.

Using eSpace and working with the support team has consistently been a pleasant experience for me.

Used Daily for 2+ years
Reviewed on 2018/02/27
Review Source: Capterra

Pros

The ability to have a calendar easily accessible to our entire staff that also manages the room reservations with straightforward steps to create an event has become a vital element of our office life. Operating within eSpace is intuitive and the adjusting the settings is simple, allowing for maximum functionality according to varying needs.

Cons

In the most recent upgrade, the Spaces and Services into an "Items" tab, which does mean that our team is no longer forced to see the Services page - we are not in the habit of looking for the Services and now it's too easy to "Next" over to the subsequent steps without seeing that section. This is particularly problematic for when different teams on our staff run reports based on the services requested for events, yet many of the events needing a service have not asked for them by accident.

Response from Cool Solutions Group

Patricia: Thank for the feedback on "Items". Very helpful for our team to know the real-life applications of our subscribers.

Thanks!

Tim Cool

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Karen B.

A new user's perspective

Used Daily for 1-5 months
Reviewed on 2018/11/05
Review Source: Capterra

So for I am liking this software. I work in adult ministries and handle 100+ different small groups, studies and events every semester for over 4000 adults. We joke at our church that our building is an "event venue that does church". We are swapping rooms constantly from ladies classes or senior events in the mornings to meetings in the afternoons to support groups in the evenings. I think the software will be helpful.

Pros

seems intuitive; I can go back to add something I forgot very easily and not have to click back through pages that didn't change. When I had questions - the help chat was great with info and response time.

Cons

I wish that the ability to add the "last meeting/month before it ends" notification to a contact about the last occurrence before the event is submitted. At my church where we are using this, most of my events have an outside (of staff) contact that is the one making the reservation. Currently I add them as a contact and the event has to be approved and then I have to go back into the event to mark event notifications that I want one sent, but (second challenge) I can only send it to myself or a sub-admin and not the outside contact that makes the decision to extend. In my world, I have 154 events i just entered into your software, with 154 different contacts that I need those people to get the notification, not me getting it and then forwarding to the contact. At the end of each semester I will be spending a lot of time just forwarding email. A very inefficient use of time.

Response from Cool Solutions Group

Karen: Thank you so much for the feedback. I would like to explore this further with our development team.

Thanks again.

Tim Cool
[email protected]

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

7.0/10

eSPACE Pricing

Starting from
US$50,00/month
Pricing options
Free Trial
Subscription
Value for money

Event Scheduler:
• Deluxe - $50 per month (Unlimited User)
• Premium - $100 per month (Unlimited User)
• Unlimited - $150 per month (Unlimited User)

Work Order Management:
• Deluxe - $50 per month (Unlimited User)
• Premium - $100 per month (Unlimited User)
• Unlimited - $150 per month (Unlimited User)

FACILITeSPACE: - Major building system integration
Call for pricing

eSPACE Features

  • API
  • Automatic Notifications
  • Automatic Reminders
  • Calendar Management
  • Customizable Reporting
  • Data Import/Export
  • Inventory Management
  • Inventory Tracking
  • Third Party Integration

  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Billing & Invoicing
  • Client Portal
  • Customer Database
  • Document Storage
  • Electronic Payments
  • Invoice Management
  • Reporting & Statistics
  • Search Functionality

Additional information for eSPACE

Key features of eSPACE

  • Develop customized forms
  • Events scheduler module
  • Generate customized reports
  • Importing data from outside applications
  • Integration with building automation systems
  • Integration with outlook
  • Inventory control
  • Manage events across multiple locations
  • Manage events scheduling
  • Manage work orders
  • Proactive work order email notifications
  • Proactive work order reminders
  • Public and private calendar views
  • Real-time events conflict detection
  • Single source for all resource scheduling needs
  • Track inventory status
  • Vendor management
  • Vendor workflow management
  • Work order alerts

Benefits

● eSPACE is a modular facilities management software that allows users to purchase any of its three modules separately, or together as a part of an integrated suite.

● The product offers integration with third-party calendar management suites such as Outlook and Gmail, as well as with third party events management software such as Eventbrite.

● The software allows users to automatically import or migrate data from third party data sources, saving time & resources.

● The product offers detailed customer support options that include forums, a knowledgebase, FAQ’s, and video tutorials, as well as traditional phone based & online support.

● The solution includes built-in training options that guide and explain each feature in the program in an easy to understand format.

eSPACE FAQs

Below are some frequently asked questions for eSPACE.

Q. What type of pricing plans does eSPACE offer?

eSPACE offers the following pricing plans:

Starting from: US$50,00/month

Pricing model: Subscription

Free Trial: Available

Event Scheduler:
• Deluxe - $50 per month (Unlimited User)
• Premium - $100 per month (Unlimited User)
• Unlimited - $150 per month (Unlimited User)

Work Order Management:
• Deluxe - $50 per month (Unlimited User)
• Premium - $100 per month (Unlimited User)
• Unlimited - $150 per month (Unlimited User)

FACILITeSPACE: - Major building system integration
Call for pricing

Q. What are the main features of eSPACE?

eSPACE offers the following features:

  • Develop customized forms
  • Events scheduler module
  • Generate customized reports
  • Importing data from outside applications
  • Integration with building automation systems
  • Integration with outlook
  • Inventory control
  • Manage events across multiple locations
  • Manage events scheduling
  • Manage work orders
  • Proactive work order email notifications
  • Proactive work order reminders
  • Public and private calendar views
  • Real-time events conflict detection
  • Single source for all resource scheduling needs
  • Track inventory status
  • Vendor management
  • Vendor workflow management
  • Work order alerts

Q. Who are the typical users of eSPACE?

eSPACE has the following typical customers:

Mid Size Business, Non Profit, Small Business

Q. What languages does eSPACE support?

eSPACE supports the following languages:

English

Q. What type of pricing plans does eSPACE offer?

eSPACE has the following pricing plans:

Subscription

Q. Does eSPACE support mobile devices?

eSPACE supports the following devices:

Android, iPhone, iPad

Q. What other apps does eSPACE integrate with?

eSPACE integrates with the following applications:

Gmail, Microsoft Outlook

Q. What level of support does eSPACE offer?

eSPACE offers the following support options:

FAQs, Forum, Knowledge Base, Online Support, Phone Support, Video Tutorials