Paratore SA
- Client
- Paratore Giardini SA
- Industry
- Garden design, construction and maintenance
- Services
- Management web app
The request
From Excel sheets to centralised job management
Paratore Giardini SA is a company with over thirty years of experience in garden design, construction and maintenance. With its team it offers a complete service, turning customers’ wishes into reality.
Despite its innovative approach on the creative side, the day-to-day operational management of jobs still relied on Excel sheets and manual procedures. This method was becoming more and more limiting: job planning was complex and unclear, assigning activities to employees was cumbersome and managing customer subscriptions led to errors. Communication between the administrator, technicians and field crews was also problematic.
The need for a digital system that could centralise management, improve coordination and make everyone’s work simpler was therefore clear.
The process
From the team’s habits to the new platform
- 01
Needs analysis
The first step was to analyse the internal organisation in depth, observing how jobs were planned and information was managed. It was essential not to upend the team’s habits, but to turn them into a more orderly, intuitive and accessible flow.
- 02
Operational flow analysis
We worked side by side with the client to understand the real priorities. On one hand, the administrator and technicians needed a tool to keep the progress of activities and customer management under control at all times. On the other, employees needed a simple tool that clearly shows what to do each day and how to report any unforeseen issues.
- 03
User experience design
This analysis allowed us to design a coherent user experience that kept the logic of the old Excel sheets while turning it into a modern, functional digital platform. The goal was to make the switch to the new system simple and natural for the whole team, keeping the daily workflows familiar.
The solution
A custom web app for planning, customers and crews
We built a custom web application designed around the company’s specific needs.
The platform centralises planning, customers, subscriptions, activities and operational communication, offering different tools depending on the user’s role.
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Admin area
Administrators have a complete view of activities: they plan jobs on a yearly and weekly basis through a calendar, create and edit customer records, manage subscriptions, assign activities and tasks to staff, monitor the status of jobs and handle unforeseen issues by rescheduling interventions.
Everything is organised clearly, making it possible to move from the overall picture down to the detail of every single intervention.
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Employee area
Employees access a personal weekly sheet that shows, day by day, the jobs to be done. For each activity they can mark it as completed, add notes or images and, in case of problems, report an unforeseen issue that is automatically put back into the administrator’s planning.
They also always have the essential information about the customer and the site at hand, keeping doubts and interruptions during work to a minimum.
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Job planning
The platform organises interventions through yearly and weekly planning, giving administrators a clear view of scheduled activities and the resources involved.
Activities can be assigned to different employees and updated according to the progress of work or to unforeseen issues reported directly by staff in the field.
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Customer and subscription management
Customer and subscription information is centralised within the platform, removing the need to manage data and deadlines across several Excel sheets.
Every intervention can be linked to the customer’s information and the related service, simplifying both planning and the review of completed work.
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Handling unforeseen issues
Communication between field staff and administration is built directly into the workflow.
When an employee cannot complete an intervention, they can report it directly from their area. The activity goes back into the administrator’s planning, who can handle and reschedule it without losing any information.
The result
Faster, more structured and centralised management
Digitalising the organisational process has made activity management faster, more structured and centralised. Administrators can schedule and monitor jobs more precisely, while employees have a practical, clear tool that guides them through their daily activities.
The new system has removed the dependence on Excel sheets, reducing the risk of errors and simplifying internal communication. Every phase of the work has become smoother: from planning and assigning interventions to carrying them out and monitoring activities.
Thanks to this project, Paratore Giardini SA now has a centralised, scalable platform that meets its current operational needs and can evolve with the company over time.