How Skeens Streamlined 7+ Legacy Workflows and Unified Operations with Connected CMMS

About Skeens

Headquartered in Indianapolis, Skeens Warehouse Services has delivered fast, reliable facility support to commercial and industrial clients for over 35 years. Known for its people-first philosophy and 24/7 contractor responsiveness, Skeens manages a large volume of reactive and planned work.

Challenges:

Before Facilio, Skeens relied on a fragmented mix of incumbent tools, one system for work order intake, another for internal tracking, and emails for contractor coordination. Quotes, compliance forms, and invoices were handled manually. Contractors had no self-service interface. Field technicians needed Skeens’ staff to call and check them in. There was no structured intake process for new clients or oversight across contractor documentation.

Key challenges included:

• 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’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

One platform for diverse client portfolio

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.

Automated compliance & gated access

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.

Service Channel integration & check-in sync

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.

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.

Real-time execution and technician enablement

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