365 Alongside

365 Alongside is a building maintenance and property care company built on a simple principle: be alongside their customers, 365 days a year. They deliver responsive, high-quality maintenance services across commercial and residential properties, earning a reputation for reliability and customer-focused outcomes that has driven rapid growth. As their client base and team have expanded, so has the complexity of managing the fleet vehicles, tools, PPE, office equipment, fuel cards, inventory and personal allocations that keep their operation running.

That growth brought operational growing pains. With field teams moving between multiple client sites daily — each carrying tools, equipment and supplies — keeping track of who had what and where it was had become a serious challenge. Tool assignments were tracked informally, if at all. Workers would grab what they needed from the van or storeroom, and there was no reliable record of who had taken what or when it was returned. The result was a steady, costly stream of lost, misplaced and unaccounted-for tools. Replacement costs were adding up, and more importantly, missing tools on a job site meant delays, return trips and frustrated clients.

The compliance burden was equally painful. Building maintenance work requires documented proof that equipment has been inspected, tested and is fit for purpose. 365 Alongside was managing this through paper forms — pre-start checklists, safety inspections, equipment condition reports — that were filled out by hand, collected at the end of the week and filed in folders. Finding a specific record when a client or auditor requested it could take hours. There was always a lingering concern that forms had been missed, lost or filled out incorrectly.

Administrative overhead was the final pain point. Office staff were spending roughly 8–10 hours per week on manual data entry — transcribing paper forms into spreadsheets, reconciling tool inventories, chasing workers for missing paperwork and compiling compliance reports for clients. For a growing business focused on delivering exceptional customer outcomes, this admin burden was pulling the team away from the work that mattered most.

365 Alongside implemented MapTrack to bring their entire operation — fleet vehicles, tools, PPE, office equipment, fuel cards, inventory and personal allocations — under one digital platform. Every trackable item was labelled with a durable QR code, and field workers were trained to use the MapTrack mobile app to scan items in and out as they collected and returned them. For the first time, the business had a clear, real-time record of which assets were assigned to which worker and on which site — creating genuine accountability across the entire team.

The shift from paper to digital forms was one of the most impactful changes. Pre-start checklists, equipment inspection reports and site condition assessments are now completed on mobile devices through MapTrack’s custom forms. Completed forms are timestamped, geotagged and automatically linked to the relevant asset or job, eliminating the need for manual data entry back at the office. Supervisors can see in real time which forms have been completed and flag anything that has been missed before it becomes a compliance gap.

MapTrack’s alerts and automation features further reduced the admin workload. Automated reminders notify workers when a tool is overdue for return, when an inspection is approaching its due date or when a compliance certificate is about to expire. Instead of office staff manually tracking these deadlines in spreadsheets, the system handles it automatically — and escalates to a supervisor if action is not taken.

The reporting dashboards give management clear visibility over tool utilisation, compliance completion rates and asset costs across all sites — data that was previously impossible to compile without days of manual spreadsheet work. For a business growing as fast as 365 Alongside, having this operational backbone in place means they can scale their team and take on new clients without the admin overhead scaling with it.