Case Study

Futurdata saves time and improves efficiency

Futurdata saves time and improves efficiency

Name
Eduardo Gonçalves

Company
Futurdata

Position
General Manager

  • Plan: Enterprise
  • Mobile: iPhone & iPad
  • 6 Users
  • 1 Location
  • 500+ items

Eduardo Gonçalves is the CEO of Futurdata, a leading provider of technology solutions since 2002. They rent out IT equipment and electronics like iPads, laptops, desktops, LCD screens and projectors, which can for example be used by their clients at events.

Finding CHEQROOM

Before using CHEQROOM, Futurdata worked with Excel, paper and pen. They had a big dashboard on which they wrote the name of the customer, which equipment they’d checked out with the appropriate dates etc. This wasn’t easy or efficient, since they always had to search on this dashboard to find when and by whom certain equipment was checked out.

“Without it we’d have had to undoubtedly hire someone extra, and lots of things we can now do we couldn’t before. Because we use it daily, we probably save 2-3 hours every day.” – Eduardo Gonçalves, General Manager

The main reason they decided to look for a better solution was due to their growing business. Before they’d generally have about 10 simultaneous rentals, whilst in the meanwhile this has increased to an average of 40-50. Their amount of items and clients kept growing too, and it was starting to get increasingly complicated to manually manage these larger quantities. “Every day we had to check when our rent outs were due back … now with CHEQROOM it’s all there on the timeline. This was very important for us, because manually we couldn’t keep up. If someone now asks us if certain equipment is available, we can tell them right away instead of having to search through our many papers and spreadsheets”.

Getting Started

An external consultant working for Futurdata started searching for a better solution online and found CHEQROOM next to a couple of other programs. “We opted for CHEQROOM because it’s so simple to use and user friendly, has the main structure we needed and is web-based. “Since CHEQROOM is so user friendly, and we already did a lot of what CHEQROOM does on paper. So getting our staff to start doing this on the computer was very simple.”

The other programs didn’t have the main functions we needed, but CHEQROOM almost has it all. We also liked that it could be accessed from anywhere, so we thought that all our main problems would disappear with CHEQROOM.” And they did.

“Without a solution like CHEQROOM it would be very, very difficult for us to work.” – Eduardo Gonçalves, General Manager

Results

“It used to be difficult to control every item coming in and out of our office. But now when we book a new order we can instantly see the due date and CHEQROOM even warns us of what date we have to pick it back up. This feature is extremely helpful to us.”

“Another things that’s great is we can now look for a specific item with for example the serial number, and we have all its history at our fingertips (e.g. with which customer the equipment was and when). Previously it was very difficult to be able to tell where a specific item had been for the past year. With CHEQROOM you can just scan its code.”

Time and Money Saving

“It’s hard to measure how much money we’ve saved, but I can tell you right now that without a solution like CHEQROOM it would be very, very difficult for us to work. Without it we’d have had to undoubtedly hire someone extra, and lots of things we can now do we couldn’t before. Because we use it daily, we probably save 2-3 hours every day.”

Favorite Features

  • Instant access: “If a customer asks us if we have available equipment I can instantly see if it’s checked out or available.”
  • Due dates: “To have all the due dates of our rent outs is a huge plus – and that CHEQROOM can remind us of this so we can get it back to our facilities sooner.”
  • History timeline: “I really like that you have records of where each item has been.”

Conclusion

“CHEQROOM makes our work much easier, faster, more accurate and reliable, and for us it works very, very well. The logistics issue (the input and output of equipment) is very important to us, and CHEQROOM does this perfectly with their QR codes. Replying to customer questions about availability is now much smoother and more efficient.”

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