How Tom Bleys automates his maintenance planning and saves planners 70% of their time

The number of maintenance contracts at Tom Bleys Woningventilatie has been growing steadily year after year. Each technician completes an average of 6 to 7 maintenance visits per day, spread across the whole of Flanders. 

In the past, all planning was done manually: every month they pulled a list from Teamleader, emailed each customer individually to ask if they wanted maintenance, tracked responses in Excel, manually proposed a date and time, and then sent a reminder email. It was a time-consuming and error-prone process.

To make this more efficient and scalable, the company switched to Movetex, the smart scheduling software designed specifically for service and maintenance teams.

From manual puzzle-solving to one-click planning

“Planning preventive maintenance used to take up far too much of our time,” says Tom Bleys, managing director. “We were spending hours every day sending emails, following up, and manually adjusting calendars. With the growth we were experiencing, that simply wasn’t sustainable anymore.”

With Movetex Services, everything changed:

• Open maintenance jobs automatically flow in from Teamleader.
• With a single click, the software instantly generates an optimized multi-day schedule: the right technician, the shortest routes, taking into account preferences and available time slots.
• Customers receive a digital appointment proposal by email or SMS that they can accept or decline with one click. If they accept, the appointment is immediately confirmed. If they decline, the job automatically disappears from that day’s schedule and returns to the pool for a new proposal.

“Scheduling maintenance used to cost us hours every day,” Tom Bleys explains. “We had to email each customer separately, keep track of replies, and manually enter everything into the calendars. As our maintenance portfolio grew, it became unmanageable.”

“Movetex does the thinking for us. We barely have to make any adjustments anymore, and we finally have full visibility.”Tom Bleys, Managing Director

Fewer kilometers, more jobs completed, happier customers

Thanks to the smart algorithms, the old fixed regional divisions are no longer needed. Movetex clusters jobs even more effectively, so technicians now drive an average of 18% fewer kilometers while still serving more customers per day. Digital communication means that 85% of appointments are confirmed without any phone calls, and the number of no-shows has dropped significantly.

“Our planners finally have time for other tasks, the technicians drive more efficiently, and customers love how easy it is. This is exactly the professional leap we needed.”Tom Bleys, Managing Director

Ready for further growth

With Movetex Services, the entire maintenance process is now fully automated and transparent. Tom Bleys Woningventilatie can continue to grow without additional administrative burden and keep delivering on its promise of fast, transparent, and high-quality service.