Industries

CMMS and asset finance for schools and education

In short

Cohiva Control is a maintenance and asset management system built for schools, universities and TAFEs that run plant across many buildings and campuses. It combines an asset register, work orders, preventive maintenance, inspections and a hard contractor-compliance gate with native fixed-asset depreciation that posts journals to your accounting ledger. Everything sits in a database that is isolated per operator, which suits a sector with capital plant spread across a large estate.

CMMS and asset finance for schools and education

An education estate is a maintenance challenge spread across a lot of ground. A school, a TAFE or a university campus is not one building but many, each full of plant that has to keep working while people learn around it. Cohiva Control is built for operators who run that kind of dispersed physical plant, and it joins the maintenance side to the finance side so the asset you service is the asset you depreciate.

The plant you depend on

Education sites run a wide spread of equipment. Classrooms and lecture theatres depend on HVAC, lighting and increasingly on AV and IT services. Sports facilities, gyms and aquatic centres bring their own plant, from pumps and filtration to courts and equipment. Science and trade labs add fume cupboards, specialist equipment and services that need careful upkeep. Then there are the shared building services, boilers, hot water, fire systems and lifts, plus grounds equipment and often a vehicle fleet.

In Cohiva Control every one of those is a registered asset with a stable identity. The register carries hierarchy, so you can model a campus, a building and the plant inside it, which matters when you are trying to find one pump among hundreds of assets. Each asset has its own immutable code you can put on a QR label, so a technician on site can scan it and see the full history, condition and open work, and that code is never reused when an asset is transferred or disposed.

Maintenance that fits the academic calendar

Education has a rhythm few other sectors share: the heavy work happens when the buildings are empty. Cohiva Control lets you schedule preventive maintenance on a time interval or a meter interval, so routine checks run through term and the larger jobs can be planned into holiday windows. Schedules generate work orders automatically, and that generation is idempotent, so a re-run will not flood your team with duplicate jobs. PM compliance is tracked against the schedule, so you can see what is on track and what has slipped before an audit or a board report asks.

When something needs fixing, the work order moves through a server-enforced state machine, from open to assigned, in progress, pending parts, completed and verified. Illegal jumps are rejected and every transition is written to an append-only history row, so you have a defensible record of who did what and when across a large team.

Inspections that turn into action

Routine inspections are part of running a safe campus, from plant rooms to playgrounds and sports facilities. Cohiva Control inspection templates capture pass or fail checks, numeric readings, photos and signatures, and a failed item can raise a work order automatically, closing the loop between finding a problem and fixing it. Once an inspection is submitted it is versioned and immutable, so the record reflects what was actually observed.

A hard line on contractor compliance

Education sites bring a steady stream of trades onto grounds where students are present, which makes contractor compliance more than a formality. Cohiva Control enforces it. A contractor whose public liability insurance, trade licence or site induction is expired, missing or unverified cannot be assigned to a work order. This is a hard block, not a reminder, with no override available even to an administrator. You configure which documents you require, including site inductions, and the system enforces them every time someone is assigned, which helps you comply with your own contractor management and site-safety policies without relying on memory.

Maintenance and depreciation in one place

Education estates carry significant capital plant, and most maintenance tools leave the books to a separate fixed-asset register. Cohiva Control carries each asset through to native depreciation across six methods, straight-line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 for leases, with money held to the cent rather than as a floating point number. Each monthly run writes to an append-only depreciation ledger and can post the journal to Xero, QuickBooks, NetSuite or Cohiva Crunch. Because the same record drives both maintenance and finance, you are not reconciling two systems at year end. This is general information about how the product calculates depreciation, not accounting advice; confirm treatment with your finance team.

Built for Australian operators across sites

Cohiva Control is Australian-built and supports AASB 16 lease accounting, which matters when plant or facilities sit on a lease. It is database per tenant, so each operator runs in an isolated database, and you can manage many campuses in the one platform. See how preventive maintenance and the contractor compliance gate work, and how local councils use the same approach across a public estate.

Part of the Cohiva platform

Cohiva Control is part of the wider Cohiva platform. Leisure and aquatic operators often run Cohiva Complex for centre management, and finance teams connect to Cohiva Crunch for the general ledger. You can see the whole platform at www.cohiva.app.

Frequently asked questions

Can Cohiva Control handle assets across many buildings and campuses?
Yes. The asset register carries hierarchy, so you can model a campus, a building and the plant inside it, and run multiple sites in the one system. Each operator's data sits in its own isolated database.
Can we concentrate maintenance in the holidays?
Yes. Preventive maintenance schedules generate work orders on time or meter intervals, and you can plan the heavier jobs into holiday windows when buildings are clear. Schedules generate work without duplicates and PM compliance is tracked against them.
How does the contractor compliance gate help on campus?
A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order. It is a hard block at the system level, with no override, which helps you enforce your own contractor and child-safe site policies for trades working on campus.
Does it depreciate our capital plant?
Yes. Cohiva Control runs six depreciation methods including AASB 16 leases and posts the monthly journal to Xero, QuickBooks, NetSuite or Cohiva Crunch, so the asset you maintain is the asset you depreciate.
Is it suitable for a TAFE or university estate?
Yes. A larger estate with sports facilities, labs, pools and grounds suits the asset register, preventive maintenance and contractor gate, with native depreciation of capital plant in the same system.