The Client Profile
Industry: National Facilities Management (Integrated Services)
Operations: A massive logistical footprint covering 400+ sites, including corporate offices, retail malls, and industrial plants.
Services Provided: A diverse mix of security, commercial cleaning, maintenance, and landscaping.
The Challenge: Managing thousands of staff across different service lines was a coordination nightmare. The company struggled to verify if cleaners had finished specific zones, if security patrols were active, or if maintenance tasks were being ignored. They were "flying blind" at scale.
The Problem: The "Scale Penalty" & Service Silos
As this company grew to 400+ sites, their manual oversight broke down. Each service line (Cleaning vs. Security) used different systems, or worse—paper logs.
The Accountability Gap: No way to prove to a client that a specific floor was cleaned at 02:00 AM or that a perimeter was checked.
Service Inconsistency: High-performing teams at one site were offset by "blind spots" at others, leading to service-level agreement (SLA) breaches.
Data Fragmentation: 400 sites meant 400 sets of paper logs, making it impossible to generate a unified "National Operations" report for the Board.
The Solution: The Shepherd Integrated Platform
The company implemented Shepherd by Atex Solutions to centralize their entire multi-service operation into a single "Command Center."
1. Digital Checklists for Every Service Line
The company replaced clipboards with the Shepherd Checklists & Tasks module.
Cleaning Teams: Received digital room-by-room checklists with Photo Evidence requirements to prove "Job Complete."
Security Teams: Used NFC Triggers to verify patrols in real-time.
Maintenance: Logged incidents (e.g., a broken light) with a photo that instantly alerted the regional facilities manager.
2. Regional Hierarchy & Site Health
Using Shepherd’s Regional Hierarchy, the company organized sites by province and service type.
Live Site Health Monitor: A dashboard view that flags any site falling below 95% compliance across all services (Cleaning, Security, and Maintenance).
Automated Shift Comms: Shift reminders were sent via WhatsApp to workers, ensuring 400+ sites were staffed correctly every morning.
3. Branded Client Portals: Transparency-as-a-Service
To win and keep major contracts, the company gave clients access to the Shepherd Client Portal.
Clients no longer had to call for updates; they could log in and see their own live "Audit Log"—seeing exactly when the last cleaning was done or who is currently on duty at the gate.
The Results: Efficiency at Scale
Within six months of deployment, the company transformed into a data-driven powerhouse:
| Metric | Result |
|---|---|
| Sites Managed | 400+ Sites controlled by a streamlined central team. |
| SLA Compliance | 99% Completion Rate across all service lines. |
| Admin Savings | 12+ hours saved per manager per week on reporting. |
| Client Satisfaction | Significant reduction in disputes due to indisputable photo & GPS evidence. |
The Verdict
For this facilities giant, Shepherd was the bridge between chaos and control. They proved that you can manage 400+ sites with different services using One System. Every Tool. Zero Chaos.
