Complete order management for Actic's staff
An updated system for order management, case management, support, and maintenance system for Actic's staff has saved a lot of time and frustration for the users.
Results
Digitalization and streamlining of internal processes for several hundred employees at Actic.
Saved a lot of time and money thanks to better processes for maintenance and support of the machines at the gyms.
Integrated with Business Central for maximum efficiency.
Background
When they contacted Webbhuset, they had problems with site managers and staff at gyms and facilities facing challenges in ordering materials from Actic's warehouse and suppliers. Mistakes were often made, and the system was perceived as difficult to manage. Users were allowed to handle orders directly in Actic's business system, something that was felt to be limiting for those working in the system as it took a long time and was cumbersome and caused tasks that needed to be done there to be deprioritized.
The challenge
Actic didn't need a traditional e‑commerce that only handles transactions but an order portal where different user roles can perform their tasks. This required a lot of custom development on Magento as there were many features that are not standard, neither in Magento nor any other e‑commerce system. Actic wanted, among other things, their service technicians to be able to manage service cases that site managers report into the system.
Magento is fully integrated with Microsoft Business Central, which is the business system Actic uses. Thanks to the integration, the gym staff does not need to work in NAV, but they can manage everything from Magento. Among other things, prices, articles, users, organizations, inventory documentation, receptions, asset registers, and stock balances per facility are fully integrated between Magento and Microsoft Business Central.
Solution
Below is a selection of functions we have implemented for Actic
Dashboard: An overview view where the site manager can see, for example, current cases and stock balances for their facility.
Order Placement: Ordering of consumables and inventory with a limited range tailored to each facility's focus.
Access Control (ACL): Different people and roles have different rights
Reception: Gym staff should regularly inventory their equipment at the gym, and this is done among other things via QR codes and updated in Magento. If, for example, a dumbbell disappears, it can be removed from the inventory list.
Case Management: Gym staff reports cases to service technicians who receive a notification via Magento and can access their role, take the case, and manage communication and handling within the system.
Maintenance Reporting: This is a recurring activity where those responsible at each facility go through a checklist for the maintenance of the facility's machines. This is then synced via integration to the head office's business system.
Results
The result was that the users got a much more user-friendly system that is entirely cloud-based and can be used even on mobile devices. It is fast, easy to work with, and time-saving, which has led to tasks that need to be performed continuously, such as service, inventories, etc., being handled much more efficiently and no longer perceived as a hindrance for gym staff. A lot of time has been saved for the facilities, and support and maintenance have been reduced as it has become easier to perform their tasks.
