Document Management and Process Automation for District Facilities and Operations

Digitize facilities management, streamline operational workflows, and improve cross-departmental communication — all within one secure, scalable platform.

Smarter Operations for Safer, More Efficient Schools

The Softdocs Platform empowers district operations and facilities teams to replace paperwork, spreadsheets, and siloed processes with a cloud-native solution for managing day-to-day activities — from maintenance requests to safety compliance.

With Softdocs, K-12 operational leaders can:

  • Centralize maintenance, asset, and building documentation
  • Digitally manage work orders and inspections
  • Automate approval workflows for purchases and safety plans
  • Ensure documentation is accessible and audit-ready

Softdocs for Your District’s Facilities & Operations

Work Order Management

Digitally submit, assign, and track maintenance and repair requests. Automated workflows ensure proper routing to facilities staff, with real-time status updates for requesters and administrators.

Facility Records Management

Store blueprints, inspections, HVAC manuals, safety checklists, and building certifications in a secure, searchable repository accessible from any location.

Safety & Compliance Documentation

Distribute and track emergency plans, chemical inventory logs, fire drill records, and OSHA compliance documents — with digital sign-offs and audit trails.

Capital Projects & Renovations

Organize documentation related to ongoing construction, renovation, and bond-funded projects. Ensure all stakeholders have access to the latest plans and approvals.

Transportation & Asset Tracking

Manage transportation documentation such as driver certifications and route approvals, and track custodial, HVAC, and tech equipment inventory with expiration alerts.

Softdocs has made everything easier for our employees. They can quickly access what they need from any device, whether it’s a phone, tablet, or computer. We were initially nervous about migrating, but Softdocs worked closely with us to ensure a smooth transition. Now we have more freedom to tailor processes to our needs.

Hollye Beck, Benefits Coordinator Auburn City Schools

Critical Features for Modern Human Resources

security

Security

Data is protected using Microsoft Azure, with NIST 800-53 and SOC 2 Type I & II compliance.

accessibility

Accessibility

The platform is WCAG 2.2 AA compliant, web/mobile-friendly, and built with accessibility in mind.

ux

User Experience

Our software is purpose-built to provide an intuitive, simple, and powerful user experience.

cloud

Cloud-Native

End the burden of on-prem software with low-code/no-code process automation tools.

Solution Focus: Digital Work Orders

Replace paper forms and phone calls with a fully digital work order request and routing system. Staff can easily submit maintenance issues online, while facilities managers gain real-time visibility into status and backlog.

Automated approvals, mobile access, and audit-friendly records help districts resolve issues faster, reduce downtime, and support safer school environments.

Platform Capabilities Powering Student Services

Document Management

Secure student records, HR, finance, and other documents within an integrated repository.
User-Friendly eForms

Build user-friendly eForms to securely and reliably capture precise key data.
Unlimited eSignatures

Expedite approval processes with unlimited electronic signatures.

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