A Simple Way to Trace Information!

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All Seasons Case Study

All Seasons Ltd offers clients a comprehensive air conditioning and climate control service. Their services include installation, maintenance and repairs to air conditioning and climate control systems. They provide full Heating Ventilation Air Conditioning systems across varying scales and requirements; covering a range of sectors including retail, commercial, schools, data centres, IT suites, health and leisure, medical and warehouses.
All Seasons’ clients have reaped the benefits of their services including reductions in their heating and electric bills, they have been able to run more sustainably, vastly improving the comfort levels in various environments and ultimately enhancing productivity levels. As a company, All Seasons is passionate about making buildings happier and greener by improving climate control systems.

What were the problems All Seasons Ltd were facing?

As technological advances have made changes to the HVAC industry, All Seasons have grown their expertise in how to properly manage advanced climate systems. As they’ve grown, they found a need to further streamline some of their processes in order to operate as efficiently as possible. With a growing client base, they recognised there was a particular need for a new way to manage incoming and potential jobs.
They found they were struggling to keep up with information with their old system.  Their previous system involved using email and Excel sheets to record when leads came in. They would rely on searching through old emails to try and trace information which was time-consuming and often meant that details would go missing. They were also having to track various physical copies of paperwork in order to keep hold of the information they needed. After the jobs were done they found a lot of this information went missing or was hard to track down. They identified the need for a more reliable system which would ensure all their information was available in one place.

How did Okappy fit in?

All Seasons use Okappy to record when a lead comes through by logging it initially as an enquiry and then updating it as it progresses through to the stage of the lead being won. Okappy helped All Seasons to streamline their processes whilst reducing time and costs.

How has Okappy improved their business?

“If I was off on annual leave for two weeks it’s easy for someone else to pick up and take over. If someone is out of the office on a certain day, for instance, the information is still there and accessible. It makes our work a whole lot easier!” – Ellie Creay, Climate Control Administrator at All Seasons
Okappy has allowed All Seasons to have all their information in one place; making it easy to add leads when they come through and quickly locate their client details.
“Okappy has really improved the way we follow up leads and, in turn, helped us generate more sales and stay on top of our cash flow better.” – Colin Owen, Director at All Seasons Climate Control Ltd.

What are the advantages of using Okappy?

“The simplicity of Okappy was definitely a plus for us. It’s just nice to not have to rely on one sort of person or wait to get the information from them if we were desperately needing it. With Okappy everything is clear in front of us: This is the job, this is for this and that is for that. Everything we need is all in one place. It’s all quite open. Whoever needs the information can get hold of it.”  – Ellie Creay, Climate Control Administrator at All Seasons
All Seasons found that the simplicity of the software and app was one of the main advantages. With a system that is simple and easy to use, rather than relying on one person with all the knowledge, various employees are able to log on when information is required or needs to be logged.

Has Okappy helped All Seasons save time?

“It’s definitely a time-saver, to say the least. I used to spend a lot of time tracing engineers and surveyors and trying to grab hold of different types of paperwork which may or may not be in their folders! Okappy has been a life-saver in terms of tracing information! It has definitely helped us out a great deal! I’d imagine if we worked it out we must save a whole lot of time each week compared to before! Companies like us would definitely need to use it if they could!” – Ellie Creay, Climate Control Administrator at All Seasons.

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