How to choose RMM software: a 12-point checklist

Most RMM products look alike on a feature list. The differences show up when you enroll real machines, patch them on a schedule, and try to fix something at 2 AM. Use this checklist to compare tools on what matters, then prove it in a trial.

The checklist

1. Does it cover every operating system you run? Windows, macOS and Linux agents, including servers without a screen.
2. Is remote access built in, and unattended? Can you reach the login screen after a reboot? Are there limits on concurrent sessions?
3. Can you patch operating systems and third-party apps? Look for schedules, maintenance windows, soak or deferral periods, and a compliance view.
4. How does software deployment work? Which installer types are supported (MSI, EXE, PKG, DMG, DEB, RPM)? Does it install only where missing, and re-install if removed?
5. How deep is automation? Conditions with durations, multiple actions, waits, checks, escalation, and ready-made playbooks.
6. Are policies group-based? Rules should follow group membership, not hand-picked lists of machines.
7. What does security look like? Firewall status, open ports, disk encryption (BitLocker) status, and recovery key storage.
8. Can you produce reports someone else will read? PDF, CSV or Excel, scoped to a group, and scheduled by email.
9. How is access controlled? Roles, custom permissions, multi-factor authentication, and sharing a subset of machines with a contractor.
10. Does it have an API? A REST API for scripts and, increasingly, an AI integration such as MCP.
11. What will it cost in two years? Model your growth in devices and technicians against the vendor's pricing model. See RMM pricing explained.
12. What else do you need around it? A help desk, a password manager, documentation, backup, MDM for phones? Count those costs too.

How to run a trial that tells you something

• Enroll a mix of machines. At least one Windows laptop, one Windows server, one Mac and one Linux box if you have them.
• Patch one group on a schedule and check the compliance report the next day.
• Deploy one real application to a group, then uninstall it from one machine and see whether it comes back.
• Build one automation for a real problem, such as low disk space, and test it.
• Reboot a machine and reconnect to its login screen remotely.
• Ask a colleague who wasn't in the demo to complete a task without help. Usability problems show up fast.

Red flags

• Prices you can't see until after a sales call, when you're a small team.
• Key features locked to the most expensive tier.
• Remote access that depends on a separate subscription with its own limits.
• No macOS or Linux patching when you have those machines.

Try Optanik against the list

Optanik covers the checklist above for Windows, macOS and Linux, and you can test it on one machine for free or explore a full sample fleet in the live demo. It doesn't include backup, phone MDM or client invoicing, so if you need those, include them in your comparison.