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“We work in a fast-paced environment, so the time savings we’ve achieved using Okappy are extremely important to us”
Ahson Pacha, Director, EverythingIT

EverythingIT delivers expert ICT support and services from its headquarters in Dublin, Ireland. Its full range of specialist services includes: ICT consultancy, business continuity, cyber security, virtualisation, asset management, system monitoring and backup services, relocation, hosting, and network services. Founded in 2010, EverythingIT serves businesses of all sizes and industries throughout Ireland and the UK. From simple e-commerce transactions to multifunctional enterprise-wide business process management solutions, EverythingIT develops, manages, and maintains the systems a business needs to thrive and scale in today’s competitive marketplace.

Each day, EverythingIT schedules the support and services work that its teams need to deliver for the day. During an early morning team meeting, the team works through the day’s work.

“We’ve had problems scheduling jobs,” explains Ahson Pascha, Director at EverythingIT. “We were using an Excel spreadsheet on SharePoint, but this had limitations. Our biggest problem was that it was impossible to track back.”

“There was a lot of manual entry, a lot of mistakes and typos,” adds Ahson. “It was double the workload for the sales team, because they’d have to create a quotation in our accounts system, then complete the Excel spreadsheet for the morning meeting. It was not productive at all.”

Knowing that the business needed a more functional and auditable way to schedule work, Ahson began looking for suitable solutions. He reviewed more than 25 solutions before finding Okappy. He says, “When I saw Okappy, I knew it was the right solution.”

Okappy’s intuitive user interface was a key factor in Ahson’s decision.

“I wanted the dashboard to be simple,” he explains. “The Okappy user interface is perfect. You can edit everything from the dashboard, so it is simple and quick to use. I can do everything I need to quickly. For me, that’s the key.”

Okappy’s API was also crucial. EverythingIT pulls information directly from its accounting software into Okappy. This populates Okappy with all the latest jobs. It’s then easy for those jobs to be scheduled.

Working in this new way with Okappy has increased the productivity of the business. Instead of taking half an hour to complete the morning scheduling meeting, scheduling now takes a fraction of the time. “For example,” says Ahson, “this morning’s meeting took just five minutes.”

Each meeting is attended by the internal support and field service engineering teams as well as several people from the sales team. The time savings from the meeting return around four hours back to the business every day.

Ahson says, “In our fast-paced environment, with the industry’s shortage of skilled workers, these productivity improvements have a big impact.”

As a cloud-based job and field service management solution, it’s easy to get started with Okappy. Ahson benefitted from the free trial which he made the most of to understand how Okappy would work within his business.

Ahson explains, “I used the free trial so I could test out the API and how that would work for us. The customer service and support we’ve received from them has been great.”

As well as pulling information from the accounting software, EverythingIT also uses the API to push Okappy data into the helpdesk software it uses. “We simply use the reference field to specify whether a job needs to be tracked long-term. If it does, that’s pushed out into the helpdesk software and a ticket is created,” explains Ahson.

This automation has further streamlined processes for EverythingIT – and Ahson knows there are additional opportunities to benefit from the solution.

“We get 80 to 90 support calls per day. With this demand, we try to do the majority of work remotely,” explains Ahson. “I originally thought the field service team would use the Okappy mobile app. I did test it out and it worked nicely. However, given that we do most of our work virtually, it’s going to be most useful for the internal team.”

Ahson states, “Okappy makes it easy to filter searches by user, date, or whatever. That is crucial. I really appreciate the simplicity with which I can now access historical information.”

“We’ve used Okappy to deliver three big benefits: time savings, automation and historical querying,” concludes Ahson. “Even though we are not using the full functionality, it has been 100 percent worth it.”