For Wieland Gebäudereinigung we built a platform that works exactly the way the business works. Nothing off the shelf.
The organising was spread across chat groups, spreadsheets, loose bits of paper and phone calls. Every answer cost time and patience.
The platform runs as a progressive web app. Open it once in the browser, add it to the home screen, done. On the phone for staff out on the job, on the desktop for management and the office.
Light and dark mode, quick to operate, usable even with poor reception. Notifications arrive straight on the device, for new assignments, messages or documents.
Schedule appointments, assign the customer and the service, allocate staff. Every assignment has a clear status from planned to completed. The job sheet is created and signed by the customer directly on the phone.
Staff record their hours straight from the phone, with no detour via paper. The hours are equally visible to the company and to the employee. If someone goes over their monthly hours, the scheduler is notified. Where planned and actual hours for an assignment do not match, a query is opened.
Records, reports and paperwork are filed automatically and can be found at any time, with no searching. Management uploads documents and payslips straight into the employee's account. Paperwork such as briefings is signed by staff on the phone and sent straight back.
Requests and approvals run digitally, and clear reports appear at the touch of a button instead of being assembled by hand. Every employee can see their leave balance at any time and request leave directly.
The whole of scheduling in one system, tailored to the business rather than assembled from a kit. Reports and evidence photos can be added to every assignment. If someone drops out at short notice, open shifts can be released for staff to apply for.
Connected to Microsoft 365 and Lexoffice. Documents are filed in the cloud automatically and invoices come together without being maintained twice. Appointments and assignments are linked to the Outlook calendar, and changes are visible immediately in both directions.
Team and management talk to each other inside the platform. Messages land where the assignment is running, with no separate chat groups.
Staff request materials directly in their app. Stock is visible in real time, target and actual at a glance. Vans carrying materials are recorded separately, so it is always clear where the material currently is. The whole of stock keeping runs in the system, from issuing materials to stocktaking.
Plan campaigns, for instance a spring clean for window cleaning. Customers are reminded 24 hours before the appointment by text or email. Anyone who has not booked for a while automatically receives a win-back email.
Instead of chat groups, spreadsheets and scraps of paper there is now one tool that covers the whole working day. That noticeably cuts admin effort and software costs, and gives back time for what it is all about: clean results.