Whitepaper
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How Skeens Eliminated 100% of Manual Contractor Check-ins While Scaling Multi-Region Operations
- Replace disjointed and manual coordination with a connected, automation-first platform
- Gain real-time visibility into contractor activity, compliance, and service workflows
- Enable scalable, multi-site and multi-client service operations
About Skeens
Headquartered in Indianapolis, Skeens Warehouse Services has been delivering facility maintenance, repair, and operational support to commercial and industrial clients for over 35 years. The company is recognized for its people-first approach, rapid response capability, and ability to manage both planned and emergency work around the clock. Skeens coordinates a nationwide network of contractors, handling everything from reactive repairs to large-scale projects. As they expand into Canada and the UK, Skeens continues to focus on delivering reliable, high-quality service while adopting modern, connected solutions to scale operations efficiently.
Challenges:
Before Facilio, Skeens managed operations through a fragmented mix of incumbent tools—one platform for work order intake, another for internal tracking, and email for contractor communication. Key workflows such as quotes, compliance forms, and invoices were entirely manual. Contractors lacked a self-service interface, and field technicians depended on Skeens’ staff to call in and complete check-ins. Additionally, there was no standardized process for onboarding new clients or maintaining oversight of contractor documentation. This disjointed approach created inefficiencies, slowed response times, and limited Skeens’ ability to scale operations effectively.
Key challenges:
- Disconnected workflows and no real-time visibility
- Manual phone call check-ins for every contractor job
- No structured compliance tracking or contractor document control
- No standardized quote generation workflow
- Inability to scale client onboarding and multi-region coordination
“Facilio has completely transformed how we manage our day-to-day operations. What used to take multiple tools, emails, and manual steps is now streamlined and fully visible in one place.”
Facilio’s Solution
Facilio deployed its Connected CMMS to replace fragmented systems with a centralized, mobile-first platform. The implementation covered contractor onboarding, document compliance, work order dispatch, mobile check-in, and a role-based client portal. Quotes are now submitted through structured workflows. Every stakeholder—from internal teams to third-party contractors—now operates on a single, real-time system.
Solution Highlights
1. One platform for diverse client portfolio
Work Order Overview Dashboard Facilio consolidated contractor management, dispatch tracking, and execution tracking into one connected interface. Skeens now assigns jobs from a central view, monitors real-time progress, and eliminates dependence on fragmented tools and manual calls. Field operations are now unified and highly visible across the organization.
2. Automated compliance & gated access
Compliance Workflow Setup Contractor onboarding includes W9s and three types of insurance uploads. Facilio applies gating logic—if a document expires, contractors are automatically restricted from receiving work orders. This ensures always-on compliance with zero manual follow-up and creates a real-time audit trail.
3. Service Channel integration & check-in sync
Service Channel Integration with Faciliio Work orders from Service Channel are auto synced into Facilio using site ID logic. Skeens dispatches, tracks, and updates these jobs within Facilio’s native interface. Technicians now check in via mobile app, with no shared logins or manual phone calls required—cutting delays and improving accuracy.
4. Multi-client, role-based portal
Facilio provides a secure client portal that allows third-party stakeholders to raise service requests, track job status, and manage their own site visibility. Permissions are role-based, and requests are funnelled into a structured flow, eliminating the use of inbox-driven communication for external clients.
5. Real-time execution and technician enablement
Technicians Mobile App view Contractors and technicians now complete all assigned tasks, check-ins, photo uploads, and completion notes using Facilio’s mobile experience. Admins track task progress live, reducing missed updates and improving close-out times. No training is required for check-in: it's intuitive, fast, and app-optional in the roadmap.
Impact
- Unified contractor coordination and service delivery across a single platform
- Eliminated manual check-ins and removed email-based quote tracking
- Real-time compliance enforcement with zero manual document follow-ups
- Delivered seamless coordination across field teams, contractors, and admins
- Positioned Skeens for global scalability and client growth with automation at its core
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