Raw exports don't tell a story
Work-order lists show activity, not risk. A failing fire alarm and a squeaky door look the same in a spreadsheet, and trustees are left asking which one actually matters.
Facilities briefs for K-12 districts and colleges
Your board needs a risk‑ranked story, not a work‑order dump.
Capbriefly turns the facilities data you already have into a plain-language, board-ready brief every month: top risks ranked safety-first, fix-now vs. defer cost bands, vendor bid comparisons, and talking points for your superintendent or president.
- Uses the data you already have
- No new software
- No student data
- Human-reviewed
Monthly Board Brief
October
Top risks, ranked safety first
- SafetyFire alarm system replacementFix now
- SafetyCorridor fire door hardwareFix now
- ComplianceHigh school central plantAward contract
- ClassroomMiddle school roof replacementPlan next year
Fix now
Plan next year
Defer & monitor
The problem
The data exists. The board story doesn't.
Every district and campus already tracks work orders, capital projects and inspections. But a board can't make a funding decision from a 300-line CMMS export, and pulling the story out by hand takes days your team doesn't have.
Board packets eat staff time
Facilities directors and business offices lose days each cycle reconciling exports, chasing estimates and formatting slides, time that should go to running buildings.
Decisions get deferred
Without a clear fix-now vs. defer picture, urgent safety and compliance items compete with everything else, and backlogs keep growing.
40.9%
of superintendents' time goes to facility planning, according to AASA's 2025 superintendent study.
$156/GSF
in deferred capital renewal, per Gordian's 2026 State of Facilities report.
How it works
Three steps. Nothing new to install.
We work from the exports and documents your team already produces. There's no new system to buy, no portal to learn and no change to how your staff log work.
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1
Send your exports
Work-order exports from your CMMS (SchoolDude/Brightly, TMA, AssetWorks and others), your capital project list and recent inspection reports. Spreadsheets and PDFs are fine.
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2
We analyze and rank
We clean and connect the data, find repeat failures and open findings, and rank risks safety first, then compliance, then classroom disruption, then cost. Cost bands and bid comparisons are built from your own estimates.
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3
You get a board-ready brief
A plain-language brief with decisions requested, cost bands and talking points, reviewed by a person before it reaches you and ready to drop into your board packet.
What's in every brief
Everything a board needs to decide, in plain language.
Top risk assets, ranked safety-first
Life-safety and compliance items rise to the top, with a short “why it matters” for each asset and a recommended action.
Fix-now vs. defer cost bands
Projects sorted into fix now, plan next year, and defer & monitor, each with a realistic cost range instead of false precision.
Vendor bid comparisons
Side-by-side bid tables that normalize scope and exclusions so trustees can see what each price actually includes.
Leadership talking points
Talking points for your superintendent or president, plus the questions trustees are likely to ask and clear answers to them.
Trends and repeat failures
Month-over-month work-order trends and the assets that keep breaking, the clearest evidence for replacing rather than repairing.
Decisions requested
A short, numbered list of what the board is being asked to approve this month, written so it can go straight onto the agenda.
Sample brief
See what your board would receive.
A six-page brief for “Cedar Ridge Unified School District,” a fictional district of eight schools. Sample with fictional data: every building, work order, vendor and bid is made up to show the format.
Download the full sample (PDF, 6 pages)
Sample with fictional data
Who it's for
Built for the people who have to explain the buildings.
Built by a founder with a background in facility-services sales to K-12 districts and higher-ed campuses, who knows the questions boards actually ask.
K-12 districts
Facilities directors, CFOs & business managers, superintendents
- Monthly facilities updates for the board of education
- Bond, levy and capital-plan conversations backed by your own data
- Clear priorities when safety citations and budget season collide
Higher education
Facilities VPs, CFOs & presidents' offices
- Board of trustees and finance committee packets
- Deferred-maintenance and capital renewal prioritization across campus
- Talking points for the president's cabinet
Pricing
Simple monthly pricing.
One flat monthly fee per district or campus, covering your monthly brief, built from your exports and reviewed by a person before it goes out.
Plans start at
$1,500/month
per district or campus
Founding-client pricing available
Get a free sample briefFAQ
Common questions
How do you handle data security?
We only work with facilities and operations data: work orders, assets, capital projects, inspections and bids. We never ask for or accept student data, which keeps the service FERPA-friendly. Files are shared through the secure method your district or campus prefers, access is limited to the people preparing your brief, and we delete your files on request. We're happy to review your data-sharing agreement.
What systems do you work with?
If it exports to a spreadsheet or PDF, we can work with it. That includes CMMS work-order exports from SchoolDude/Brightly, TMA and AssetWorks, plus capital project lists, facility condition assessments and inspection reports. You don't need to install or change any software.
What's the turnaround?
We set a monthly delivery date that lands ahead of your board packet deadline. The first brief takes a little longer while we map your exports. After that, each month's brief follows a predictable schedule.
Does this replace our facilities or business office staff?
No. Your team still knows the buildings best. Capbriefly takes over the time-consuming work of turning exports into a board-ready story, so your staff can spend their time on the buildings. Your team reviews and approves every brief before it goes to the board.
Who checks the brief before we see it?
A person reviews every brief before it goes out. AI does the heavy lifting on cleaning, connecting and ranking the data. A human checks the numbers, the risk rankings and the narrative for accuracy and local context.
How do contracts and purchasing work?
We work within your purchasing process, whether that's a purchase order, board approval or your standard vendor paperwork. Engagements are monthly subscriptions per district or campus, and we can start with a free sample brief built from your own exports before you commit.
See your own data as a board‑ready brief.
Send us a recent work-order export and your capital project list, and we'll send back a free sample brief. No commitment and no student data.
Get a free sample briefOr email hello@capbriefly.com