We focus on your facility so you can focus on your mission.
4.6/5 (159 reviews)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.
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.
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]
So much easier than the previous software we used, and with higher capabilities (even if we don't utilize them). I like it a lot.
Pros
It's intuitive, and moves you step by step through the process. Making room reservations is easy. I really like eSPACE a lot.
Cons
1. Have to navigate back to Dashboard before searching for another event. This is a waste of time, they should put a Search option at the top of every screen, not just the Dashboard. This also seems super intuitive, not sure why they haven't done this yet. They must not ever have to search and look at multiple reservations back to back. It's annoying.
2. The "email me one month before event ends" reminder option DOES NOT WORK. I have brought this to their attention several times, but it is not fixed. This is crucial for the work I do, and it is ridiculous that this doesn't work.
Christina: Thank you for the review and the candid comments. I just viewed the ticket you set up with Lorrie and also see where the development team has escalated this issue.
I am sorry for the inconvenience. We will remedy as soon as possible.
Thanks
Tim Cool
[email protected]
We have just recently started using espace event scheduling and the work order system and are very pleased with it. The combination of modules available under Cool Solutions makes so much sense. I am glad they have figured this out so well! I have had plenty of questions for them and have ALWAYS received quick and thorough responses. So glad to have found this!
Pros
They are so customer focused! They have created a place within the software where the customers can post ideas of what we feel could be helpful for us and others. What a concept! Asking the end user for input. Love it!
Also, the tracking of equipment in the work order system will be very helpful come budget time. There is documentation of equipment, it's age, it's service record, etc. for better planning of the funds God has given us to steward. We can expect at least fewer "surprise" expenses.
Cons
When moving our data from a previous software we were told our recurring events would come over into espace as recurring. This didn't happen and has been quite time intensive to take all the individual events and recreate them into recurring events.
Hi Laurie...I am so sorry for the challenge with the recurring events. I believe we have corrected that....and should help future imports.
Thanks for your support.
Tim Cool
We are now able to provide everyone with up-to-the-minute calendaring information. They can access it anywhere, especially with the phone app. Everyone can enter their own requests, and we no longer are "surprised" when an event was supposedly scheduled but somehow was never calendared. We also are able to know room set-ups and anticipate work flow for our maintenance staff. Resource shortages are managed prior to events, instead of scrambling at the last minute. We are extremely happy and impressed with eSpace.
Pros
Online program that can be used anywhere for ALL to see immediate additions and changes. We are now paperless and so much more efficient and effective with our scheduling.
Cons
We have some folks that are resistant to change. With so many features, the program came seem overwhelming at first. Our learning curve was a lot longer than we expected.
Susie: Thank for the feedback. We would welcome any input as to how best to streamline the onboarding process. Also, please let us know if training would be helpful.
Thanks
Tim Cool
[email protected]
The Customer Service folks are very easy to work with and have quick responses. The Work Order Management Software has allowed our small crew be very efficient and effective with our time.
Love the programs they offer.
Pros
A simple and easy to use and understand Dashboard.
The Maintenance portion can effectively be used by any user and has an excellent preventative maintenance program.
Its quite amazing how the event calendar, maintenance management, and thermostat program all work together. Take so much work and thinking power out of the equation.
Cons
The App is quirky and not easy to use. It doesn't serve my team very well so we just use the desk top version.
David....thanks for the review....good stuff.
I would love to hear more about the app. What things seem to be quirky.
Thanks...tell Jonathan I said HEY!
Tim Cool
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 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.
Below are some frequently asked questions for eSPACE.
eSPACE offers the following pricing plans:
Starting from: $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
eSPACE offers the following features:
eSPACE has the following typical customers:
Mid Size Business, Non Profit, Small Business
eSPACE supports the following languages:
English
eSPACE has the following pricing plans:
Subscription
eSPACE supports the following devices:
Android, iPhone, iPad
eSPACE integrates with the following applications:
Gmail, Microsoft Outlook
eSPACE offers the following support options:
FAQs, Forum, Knowledge Base, Online Support, Phone Support, Video Tutorials
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.