How MaintainX scaled to 1,000+ implementation projects with Rocketlane

About MaintainX

MaintainX is a mobile-first CMMS platform that streamlines maintenance and operations with tools for work order management, asset tracking, and preventive maintenance.

Rola Abdul Ghani, Implementation Services Manager, and Tarek Jaafar, Enterprise Implementation Consultant, lead the Professional Services team, ensuring successful customer onboarding and long-term success.

They were looking to simplify project management and standardize their implementation processes.

As the company scaled, the workload grew rapidly, making it harder to manage projects across teams. A seamless, real-time integration with Salesforce became a top priority to ensure project data flowed smoothly from pre-sales to post-sales.

The Challenge

Homegrown tools couldn't handle rapid growth

MaintainX relied on an internal project management tool that was effective at first but couldn't scale with the growing number of implementation specialists. As the customer base expanded, the tool's limitations in handling larger teams became evident.

Siloed data slowed down teams

The internal tool lacked integration with Salesforce, creating data silos between pre-sales, implementation, and post-sales teams. Valuable information wasn't flowing smoothly between departments, causing avoidable misalignments and unnecessary follow-ups.

Manual processes created bottlenecks

Transferring project data across teams relied heavily on manual processes, leading to inconsistencies and errors. Project statuses were often unclear, and chasing down information became a routine part of the job.

Implementations specialists were stretched too thin

Implementation specialists juggled up to 30 projects at any given time. Relying on memory and manual notes meant that smaller projects were more likely to being overlooked or slip through the cracks.

"We were basically using an internal tool for project management, but it was not scalable for a growing team" — Rola Abdul Ghani, Implementation Services Manager, MaintainX

"We wanted to find a tool that allowed us to do project management internally, but also push data and metrics to Salesforce." — MaintainX

The Solution

Real-time Salesforce integration keeps everyone aligned

Rocketlane's native integration with Salesforce ensured that project data was updated in real-time. This allowed for seamless communication across teams, reducing delays and ensuring project details were always current.

Scaling to 1,000+ projects without compromising quality

Since implementing Rocketlane, MaintainX has completed over 1,000 projects while managing around 300 ongoing implementations simultaneously. The team has scaled without compromising on the quality of their service delivery, ensuring consistent performance across projects.

Teams can stay on top of every project–big or small!

With Rocketlane's task management module, specialists could track project statuses without relying on memory. This ensured no project was forgotten, regardless of its size or complexity.

Dashboards deliver real-time insights on project status and utilization

Dashboards in Rocketlane provided real-time visibility into project progress, resource utilization, and team performance. These insights allowed the team to track project counts, time-to-value, and utilization metrics on a daily, monthly, and quarterly basis.

Custom reporting for smarter resource planning

Custom reporting tools within Rocketlane allow leadership to drill down into project data, uncover utilization trends, and fine-tune resource allocation. This helps identify opportunities for efficiency and ensures that resources are applied where they're needed most.

MaintainX's Rocketlane Playbook

Rocketlane automated project initiation by pulling deal information directly from Salesforce. This removed the need to manually gather data, allowing specialists to start projects with all the necessary details at their fingertips. Rocketlane's integration with Google Calendar streamlined time tracking. Specialists could submit timesheets in minutes, with project-related work automatically categorized as billable or non-billable.

"Any specialist or consultant on the team can manage anywhere between 20 to 30 different projects simultaneously"

"Dashboards are the key reporting item that we use. We've built custom dashboards in Rocket Lane and we look at it actually every single day." — MaintainX

The Impact

Since implementing Rocketlane, MaintainX has completed over 1,000 projects while managing around 300 ongoing implementations simultaneously, scaling without compromising on the quality of their service delivery.