How Optro replaced a fragile reporting stack with real-time visibility across 900 concurrent projects

About Optro

Optro is an enterprise SaaS platform for governance, risk, and compliance. Customers ranging from Fortune 500 companies to private enterprises use Optro to manage audit work, compliance programmes, and general risk management. The platform is multi-module, meaning customers can buy a single product or combination, each requiring distinct implementation paths.

The Challenge

The Roadblocks Before Rocketlane

Optro professional services operation had outgrown its tooling. With 900 concurrent implementations running across a 65-person global team, and a multi-module product that multiplied the complexity of every engagement, the gaps in Monday.com were no longer manageable. Portfolio reporting required a data engineering workaround. Templates required manual cleanup on every project. Time data was unreliable. And customers had no way to see what was happening without asking.

Portfolio reporting that required an engineering workaround

Monday.com had no native portfolio-level reporting. To get any visibility at all into how the team was performing, Optro had to extract data from Monday, pipe it into a Snowflake data warehouse, and build Tableau dashboards on top. The pipeline was fragile, high-maintenance, and consistently unreliable. Leadership was routinely working from stale data, unable to see which projects were at risk or how the team's capacity was holding up.

Templates with no conditional logic, cleaned up by hand

Optro had eight product-specific templates covering implementations across different modules and tiers. Because those templates had no dynamic conditional logic, every new project started with a full list of tasks regardless of what the customer had actually purchased. Someone then had to go through manually and remove everything that did not apply. Across 900 concurrent projects, the cumulative cost of that cleanup was significant.

Time tracking that depended on memory

Understanding how much time each engagement actually consumed was critical for staffing decisions and budget management. With project managers juggling 15 to 20 clients at once, asking them to manually reconstruct their week on a Friday afternoon was not a reliable process. The result was inaccurate time data that leadership could not trust for capacity planning or utilisation analysis.

Status reports that were outdated before they arrived

Customer visibility into implementation progress was entirely manual. The team exported data from their PSA, reformatted it into a PowerPoint, and sent it out as a status report. By the time a client received it, the information was already out of date. There was no way for customers to follow along in real time, and every status question meant another reactive email from the implementation team.

The Solution

The Transformation with Rocketlane

The team at Optro had 4 specific mandates: project management UX, timekeeping, resource management, and portfolio reporting. Rocketlane was evaluated against the full field. Beyond the capabilities, one thing separated it from the legacy PSA market: it was still moving. Most platforms Anna evaluated had not materially changed in years. Optro needed a partner that matched the pace at which they were trying to transform their own organisation.

"There are many legacy PSA systems out there that have been around for a while, but I don't know that they've changed over the last 20 years. We wanted a partner with a good feedback loop, willing to work with us, that matches how fast we're trying to move." — Anna Frey, Senior Director of Implementation, Optro

Dynamic templates that configure themselves

Optro eight product templates now use Rocketlane's conditional logic engine to auto-configure the right project structure from day one. With eight products and three tiers per product, the team effectively manages 24 distinct implementation permutations. Dynamic conditions determine which tasks and phases apply based on what the customer purchased, eliminating the manual per-project cleanup that previously fell to the team. Automation keeps the templates in sync as the product evolves.

Portfolio reporting without the engineering overhead

Rocketlane's native reporting replaced the Monday.com extract, Snowflake pipeline, and Tableau dashboard setup entirely. Anna and her team can now see the full portfolio in one view, identify which projects are at risk, and understand team capacity without pulling data from multiple systems or waiting on engineering support. The backward-looking and forward-looking views now exist in the same place.

"We were getting zero insights directly from Monday. We had to pull everything out to do reporting." — Anna Frey, Senior Director of Implementation, Optro

Time tracking tied to the calendar

With 80% of the team's time spent in client meetings, syncing calendar events to timesheets removes the manual guesswork from time logging entirely. Project managers no longer have to reconstruct their week from memory. Leadership gets accurate utilisation data they can actually trust for staffing decisions and capacity forecasting.

A client portal that replaced the PowerPoint status report

Customers now have real-time visibility into implementation progress through a live Rocketlane portal, without being exposed to internal tasks or team-only information. The reactive status update cycle is gone. Project managers are accountable in a way they were not before, because customers can see the portal at any time and the team knows it.

"If customers are always looking at your portal, you would have to keep it updated. You don't want your project management status to go stale if you know customers are always looking at it." — Anna Frey, Senior Director of Implementation, Optro

Capacity visibility that supports real staffing decisions

Optro now has a single view of team availability, workload, and capacity across the full PS organisation. The forward-looking capacity, that is, understanding when the team is at its limit and where to hire or flex, now exists without manual lookup or estimation.

"Being able to see all of your projects in one pane of view is important. Knowing that each of our project managers could have up to 20 projects at any given time, it's a lot to manage." — Anna Frey, Senior Director of Implementation, Optro

The Impact

What's Next for Optro

Anna is leading an internal AI task force focused on where automation can reduce manual work across the delivery lifecycle. The priority use case is knowledge transfer across handoffs: from sales to implementation, and from implementation to customer success. Today that knowledge lives across Zoom transcripts, emails, and handwritten notes. The goal is to pull it together into a structured handoff that the next team can act on without losing context.

Optro has already explored Rocketlane's Nitro capabilities, including the documentation agent and Signals. Anna's feedback was direct: Signals works at the account level, but she needs it at the project level. That's the kind of specific product input that shapes what comes next. The team is also looking at how AI can help protect scope and manage delivery duration, two areas where professional services organisations consistently face pressure.

"How do you pull all of that information together to summarise it into one concise manner and give it to the next interested party, without losing any knowledge between teams? That's one of the major ones we're thinking through." — Anna Frey, Senior Director of Implementation, Optro