Cleaning Scheduling Desktop Application
Case Study - TEKA Services Ltd
TEKA Services is a warm, friendly, efficient cleaning service based in the Cambridgeshire area. Their staff are dedicated, skilled, fully vetted and insured. TEKA Services pride themselves on getting the job done, whilst exceeding their client’s expectations.
As well as providing a cleaning service TEKA Services also provide a range of other maintenance services, such as plumbing, carpentry, clearances, gardening, decorating and furnishing. Aimed at making a landlord’s life easier, TEKA Services provide planned and reactive appointments, with an easy online booking service.
See what TEKA Services have to offer.
As part of their ambition to provide the best cleaning service possible, TEKA Services scoured the market for a software solution that would ensure that they could maximise their productivity, whilst ensuring that all their client’s appointments would be fulfilled. After trying various ‘off the shelf’ software products, the owner of TEKA Services came to the conclusion that a bespoke software system was the only way to fulfil all his requirements.
The owner of TEKA Service’s experience of trying ‘off the shelf’ software, had made him aware of the features that he required. He had found products that had these requirements but they were so intertwined with unwanted features, that it made the software complicated to use. On the other hand, the simpler systems lacked features that were very important to the company.
TEKA Services approached us with a set of requirements that were quite specific. They required a software solution that could store all information related to a job. The system would need to streamline the process of assigning cleaners to appointments with various views of the data. On top of this they wanted to use the system as the basis for tracking the financials associated with each job and automatically calculate employees wages.
It was decided that a desktop application would be the ideal solution for TEKA Services, as it would not be used by customers and could easily be installed on the relevant office machines. As many jobs were repeated at regular intervals, it was very important to the owner of TEKA Services that staff would not have to add each future appointment individually. Therefore, we provided users with the ability to state the interval for repeat appointments and how many repetitions were required, so the system could automatically add them to the database.
Automatic calculations were carried out and displayed as users entered data, so they could see instantly when appointments were fully booked; how many employees would be working on the job and how many hours still needed to be allocated. The system also held details of each job, warned users when they had not allowed enough travel time and provided different views of the same data, including a calendar and scheduler.
Reports were available so that management could have an overview of the financials for each job and how much each employee should be paid, without the need to get their calculator out, at the end of the month.
TEKA Services office staff found that scheduling work was more efficient and less error prone than prior to having their new software solution. They found that they were able to see who was booked on what job and when, by using the different views of the data. The ability to automatically create a schedule for an employee and email it to that employee, via the system was also of great benefit to them.
The drag and drop nature of the scheduler and the ability to visually see when cleaners were available, speeded up the procedure for scheduling work. All changes were reflected in the calendar view, enabling them to schedule the work daily and then switch to see a week overview.
Management were able to quickly get an overview of how much each job was making and the end of the month pay day became far less time consuming. The integrated user permission system ensured that users could only see what management wanted them too.
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