Case Studies
How jpw systems Replaced Phone Tag and Paper Forms with Connecteam
jpw systems is a niche commercial contractor specializing in door hardware integration, access control, and life safety systems for commercial buildings and institutions across Canada.
Industry
Construction and Security
Location
Canada
Products used
Scheduling Time Clock & Timesheets Knowledge Base Forms & Checklists Courses
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“When the information is there, it works. The installation team’s communication has increased, and we’ve had fewer situations where technicians were stuck without what they needed.”
Key Results
- Field information, available instantly. Technicians access wiring diagrams, product references, and project-specific documents from their phones. No more waiting on printed paperwork or calling the office mid-job.
- Safety compliance went from 20% to 60%. Automated daily truck inspection forms replaced paper chasing, tripling completion rates without adding headcount.
- End-of-day field reports now reach the full project team automatically. What used to require follow-up phone calls now flows directly from field to office.
The Challenge: 40 Projects, 19 Technicians, and No Single Source of Truth
Coordinating 19 technicians across 40 active project sites, with delivery windows, subcontractor schedules, and site access all shifting daily, is exactly the kind of problem that exposes every gap in your operations.
- Field technicians worked from printed documents. When a tech was off-site, the paperwork was in his truck. Other team members had no access and had to reprint or call around.
- End-of-day reporting relied on phone calls and informal emails, with no guarantee the right people got the update or that anything was documented.
- Safety compliance forms were paper-based and hard to collect. Without someone actively chasing technicians, submission rates hovered around 20%.
“We were losing a huge amount of time just trying to track down information we already had. It simply wasn’t stored properly.”
How the Team Uses Connecteam to Manage a Mobile, Multi-Site Operation
The company adopted Connecteam to centralize scheduling, field documentation, compliance tracking, and team updates in one place. The goal was simple: stop losing time to information gaps and give technicians what they need before they have to ask.
- The Knowledge Base stores wiring diagrams, product references, and project-specific documents by job and client. Technicians pull them from their phones on site.
- Daily forms are automated. Technicians receive a truck inspection checklist every morning and complete end-of-day reports that auto-send to the project manager, salesperson, and installation manager.
- Courses replaced informal shadow training for onboarding, and the Updates feature ensures policy communications reach the full team with read confirmation.
“I have three knowledge bases. One for general tips and tricks, one broken up by project, one broken up by client. I attach them directly to shifts so technicians have quick access when they’re on a call.”
Results That Affect jpw systems’ Bottom Line
Field Teams Operating with Fewer Delays and Less Guesswork
- Technicians retrieve job documents from their phones instead of relying on printed paperwork in someone else’s truck.
- Last-minute uploads are possible from the office, so a technician on site can get what they need immediately.
- Scheduling and shift assignments are managed digitally, replacing verbal coordination across a team that moves between sites daily.
Safety and Compliance Tracking That Actually Works
- Daily truck inspection forms are automated and reach technicians every morning. Completion rates went from around 20% to 60%.
- Forms are fully digital. If a health and safety audit ever happens, records are searchable and accessible. No paper to chase down from the field.
- Weekly safety talks run through Connecteam Courses, with quizzes to validate technician understanding.
“Connecteam lets us digitize the forms we need for health and safety compliance, so if we’re ever audited, everything is already organized and accessible. We no longer have to worry about paperwork getting lost or buried somewhere.”
Before vs. After Connecteam
| Aspect | Before Connecteam | After Connecteam |
|---|---|---|
| Field Documentation | Printed paperwork in technician trucks, inaccessible when staff were off-site | Project and client documents stored in Knowledge Base, accessible from any phone on any site |
| End-of-Day Reporting | Phone calls and informal emails, no guarantee the right people were informed | Automated forms send directly to the project manager, salesperson, and installation manager |
| Safety Compliance | Paper forms, manually chased, approximately 20% completion rate | Automated daily checklists, completion rate reached approximately 60% |
| Scheduling | Verbal coordination across a mobile team | Digital shifts with documents and notes attached per shift |
| Team Updates | Emails with no confirmation of receipt | Updates feature with read receipts confirming who received and opened each message |
| Technician Training | Shadow training with no standard process or documentation | Onboarding courses and safety training built in Connecteam, completed and tracked in-app |
Why Connecteam Was the Right Move
Running 40 simultaneous projects with a team that routes from home to site and back, without a central place to store job information, track compliance, or confirm that updates landed, means every day carries operational risk. Connecteam gave the installation team a way to close those gaps without adding headcount or manual follow-up.