12 Non-Negotiables When Buying School Compliance Software

(Because looking good on demo day means nothing if it’s a nightmare by term two)

Buying compliance software isn’t just a procurement exercise — it’s a long-term partnership. Pick the wrong platform and you’ll be tied into years of spreadsheets, gaps, and “sorry, that’s not included.”

This isn’t about features. It’s about what should now be standard. Below are the 12 things your software should do if it’s going to help you run a safe, strategic, and future-ready estate.

How to Use This Guide

1. Stick to the list.

2. Ignore the flashy demos. 

3. Choose the one that makes your job easier, every day.

1. One Platform That Actually Covers Everything

Look for one system that handles compliance, project tracking, asset management, helpdesk, and documentation — not five tools stitched together.

Why it matters: If it only handles compliance or only handles estates, you're back to bolt-ons and parallel spreadsheets before the end of the year.

2. Helpdesk That Replaces Emails, Not Just Adds to Them

A modern helpdesk isn’t just a ticket inbox — it should be baked into every module. Fail a test? A ticket opens. Raise a project alert? A thread starts. Replies stay in one place — instead of living in a group inbox called “Facilities maybe?”

Why it matters: If you're still forwarding contractor replies and digging through inboxes, your helpdesk is just creating noise, not solving problems.

3. RAG Ratings That Actually Mean Something

Red-Amber-Green is only useful if it’s consistent. That’s why you should choose software that uses a smart algorithm to assign colours based on actual risk—not guesswork. Some platforms even go a step further by flagging the most urgent issues in a darker red, because sometimes “red” just doesn’t scream “OFSTED IS TOMORROW” loud enough.

Why it matters: This stops different sites scoring the same issue differently. Everyone — from caretaker to COO — sees the same risk, scored the same way.

4. MAT Capital Planning Without the Spreadsheet Acrobatics

If you are a trust, you should be able to scope, tender, track, and report on projects from feasibility to final invoice. Inside the platform. No Excel required. No more trying to align cell borders at 11pm.

Why it matters: If you’re still juggling a spreadsheet on the side, your “system” is too basic.

5. MAT Surveys That Generate Strategy, Not Admin

Condition and suitability surveys should happen in-platform and feed directly into planning—not sit in someone’s inbox as an Excel file, or leave you guessing what “CND-SYS-02 FINAL v3_edited_latest” actually means.

Why it matters: You get consistent data, automatic prioritisation, and strategic insight in minutes when baked into a platform—not days spent digging through folders and needing a code-breaker to figure out what really matters across the estate.

6. A Proper Process for Small Works

Even a £4K classroom fit-out has statutory duties. Your platform should guide site teams through it — including CDM checks, sign-offs, quote requests, and audit trails.

Why it matters: Every school should follow the same, compliant process — so nothing gets missed, and nobody's exposed.

7. Separate Modules for Site and Contractor Tests

Daily tests (like fire doors and water checks) really need a module of their own. Contractor-led tests (like gas or alarms) need another — with built-in scheduling and certification tracking. You wouldn’t ask the site team to PAT test the gas boiler, would you?

Why it matters: One is about in-house compliance by 5pm. The other is about managing external risks with proof and planning. Don’t let a platform blur the lines.

8. Asset Tracking That Actually Helps With Budgeting

Your asset register should show not just what you own, but its condition, lifespan, and replacement cost — and roll that into your forward planning.

Why it matters: It’s not just about tracking. It’s about making the case for funding and avoiding surprise breakdowns.

9. A Contractor Database That Puts Competence First

The best contractors should show up based on relevance, reviews or performance — not because they paid to be featured.

Why it matters: You want the right person for the job, not whoever paid for a top spot. That’s how you protect pupils, value, and outcomes.

10. A Document Hub That Actually Finds Things

Certificates, documents, policies — whatever it is, you should be able to find it in seconds, not five folders deep. Or asking “Where did Dave save that again?” for the third time this term.

Why it matters: During an audit, the question isn’t “do you have it?” — it’s “can you show me now?” That’s what this should solve.

11. Onboarding That Takes Weeks, Not Terms

Your platform should be ready to roll across a school within a week or two. No waiting. No excuses. And definitely no 12-month horror stories. (Yes, I’ve come across several “12 months in, and still in onboarding…” situations — it shouldn’t happen.)

Why it matters: If someone’s still “rolling it out” after two terms, something’s broken. Ask upfront how long it takes — and what they actually do for you.

12. Ongoing, Real Human Support

You should be able to pick up the phone, speak to someone who knows the system — and get answers fast. No tickets. No bots. No being left to figure it out alone.

Why it matters: Software alone doesn’t guarantee compliance. And yes, there are platforms that include real, hands-on support at no extra cost. Anything less isn’t good enough.

You’re choosing a partner, not just a product. The difference will show within six months. Don’t compromise on the basics — ask where the gaps are, and choose software that works with your team, not just for it. That’s how you future-proof your estates function — don’t just go for the cheapest option. Your future self will thank you — and so will your inbox.

This might be useful to someone in your network — feel free to share it on!

Statlog - The complete solution for premises management, trusted by educational leaders