![[Hidden] Alachua County Public Schools](https://www.gofmx.com/wp-content/webp-express/webp-images/uploads/2025/08/download-6.png.webp)
Before FMX
Alachua County Public Schools (ACPS) serves approximately 30,000 students across more than 40 campuses in north-central Florida. Like many public school districts, ACPS faced operational and financial pressure. Its teams were short-staffed and often dealt with a growing maintenance work order backlog.
Additionally, facility rental processes were manual and time-consuming. Compiling districtwide facility data, from generators to capital projects, required hours of digging through spreadsheets and paperwork.
Staff also lacked access to real-time building-level data without readily available comprehensive facility condition assessments (FCA), which made capital planning and preventive maintenance harder. Meanwhile, field technicians and school-level administrators were doing their best with limited resources and limited tools.
District leaders needed a solution to streamline facility rentals, increase efficiency, and bring visibility to critical department operations. ACPS turned to FMX.
Benefits after FMX implementation
$51K+
in rental revenue within months of launching
30 minutes
average turnaround time for facility rental approvals (previously took days or longer)
100+
facility rentals booked within the first two months of implementation
Results
FCAs, asset management, and capital planning
ACPS completed a significant FCA project to get its building data into the system.
This enabled users to track assets and building condition scores and prioritize long-term capital investments.
The team is working to expand the use of the capital planning, asset management, and upcoming project management products. They aim to build a more strategic, data-backed approach to capital investment that evolves with each building and budget cycle.
“We’re excited to get our projects into the system,” Eunice said. “It’s just going to make us more and more efficient.”
Simplified facility rentals
ACPS implemented FMX’s facility rental module in February and saw immediate returns. Rental requests that once took days to process now take about 30 minutes from submission to approval.
“We tried to do this manually before. It was really difficult. FMX was a game changer,” said Eunice.
The team created eight rental categories with clear fees and insurance requirements. Renters can submit requests 24/7 through a custom portal, and communication happens directly within FMX. No more lost paperwork, back-and-forth emails, or liability questions.
Staff also created QR-code cards to drive adoption. These were distributed districtwide so community members could scan and submit rental requests instantly.
“This is our best module,” Eunice said. “It’s working exactly the way we hoped it would.”
As a result, the school system generated $51,000 in previously untapped revenue. This figure is set to increase as the community becomes more accustomed to using district facilities.
Improved accountability and safety
FMX supported ACPS in enforcing consistent policies around liability insurance and rental approvals, reducing the risk of costly oversights.
By routing all facility use requests through FMX, the district ensures the risk management team signs off before any event is approved. This new process eliminates liability for principals and improves compliance districtwide.
Looking ahead
Alachua County Public Schools made major strides in streamlining operations, increasing efficiency, and generating new revenue streams. From work order management and asset tracking to community rentals and capital planning, FMX has empowered the district to operate smarter and more transparently.
As they expand FMX usage across departments and explore new modules like capital project tracking, the district is building a more data-informed, sustainable facilities operation to better support its schools, staff, and students.