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Problem
Capped Systems, Unmet Demands
A longtime provider of IT networking and cybersecurity solutions, partners with businesses across the U.S. to design and manage secure, resilient technology systems. But as the company scaled operations across five branches—spanning DevOps, cloud hosting, security, and managed services—it ran into critical limitations with its existing toolset. Their reliance on Monday created unexpected bottlenecks, including a hard 150-board connection cap that disrupted workflows and project oversight.
C-level leaders needed accurate, exportable data to make informed decisions, but the system prioritized visual dashboards over raw reporting functionality. As a result, teams resorted to manual workarounds just to meet basic leadership reporting needs. Resource management was also a major gap—departments couldn’t track capacity effectively, making it difficult to forecast workloads or adjust staffing in real time.
These constraints strained cross-functional coordination and exposed the need for a scalable, data-centric platform that could support the provider's growing technical footprint without compromising visibility or agility.
Q1
Solution
Workforce, Workflows, and Workspaces—All Unified
The SmartSuite’s relational database model allowed them to consolidate all project, workforce, and department data in one ecosystem.
They implemented:
- Workforce management & project management modules
- Salesforce API integrations for automatic project triggers
- Capacity tracking dashboards for daily, weekly, and monthly views
- Advanced permissions to manage multi-branch operations in one workspace
One team member highlighted the onboarding experience, “The ability to bring in our Salesforce data through an open API was huge. We could finally automate project creation without hitting a ceiling.” Meanwhile, another praised the flexibility, “SmartSuite wasn’t boxed in. We could build what we needed, whether it was PTO tracking or multi-layered project grouping.”
Q2
Result
Cross-Branch Collaboration, Reclaimed Time
With SmartSuite, they scaled to manage over 150 concurrent projects effortlessly, bypassing previous system restrictions. Their reporting process transformed from scrambling for last-minute data to delivering structured, real-time insights.
The operations team now leverages dashboards to monitor workforce capacity and reallocate resources efficiently, preventing burnout and improving delivery timelines. According to the Director of Engineering, “We finally have a 10,000-foot view. We can drill down into overloaded resources, reassign tasks, and keep projects on track—all without extra BI tools.”
Most notably, the team reclaimed time and reduced friction between departments, laying the groundwork for scalable, cross-branch collaboration.
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