Jack Flash Wortman Oil Stores

Jack Flash Stores are headquartered in Effingham, Illinois. Founded by John Wortman in 1986, Jack Flash convenience stores started as a single store located in Effingham, IL. Built on a commitment to community and customer service, Jack Flash has grown steadily to 18+ stores over nearly four decades. With a diverse store portfolio — including locations with game rooms, liquor departments, and car washes — the company needed an operations solution that could flex to each store's unique profile while delivering consistency across the entire network.

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As Jack Flash expanded, managing daily operations through manual processes became increasingly difficult to scale. Store walkthroughs were tracked on paper, maintenance requests were via outdated legacy tooling, and there was no centralized way for the operations team to see what was getting done — and what wasn't — across locations in real time.

The team needed a platform that could digitize their existing workflows without disrupting store teams, route work orders automatically to the right people, and give leadership a reliable, data-driven picture of network performance. After evaluating their options, Jack Flash selected Xenia for its flexibility, ease of use, and ability to handle both frontline task management and back-office reporting in a single platform.

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From Paper Checklists to Digital Accountability

Jack Flash replaced paper-based and verbal store inspections with a suite of digital checklists in Xenia — covering everything from quick daily store walks to comprehensive inspections spanning 80+ questions across every area of the store. What had previously been inconsistent and untracked is now a structured, scheduled process with a complete record of every submission.

Every inspection creates a timestamped record with photo documentation, flagged items surfaced in real time, and a clear view of completion across the network. Because Jack Flash operates a diverse store portfolio —like locations with game rooms — conditional visibility ensures each store only sees the questions relevant to its setup. The result is consistent accountability without one-size-fits-all checklists that don't fit every location.

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A Purpose-Built Maintenance and IT Portal

Prior to Xenia, Jack Flash tracked work orders through an outdated, cumbersome legacy platform with no mobile access and no real-time notifications. Working with Xenia, the team built a custom work order request form covering both maintenance and IT. Required photo steps capture the issue at submission, giving technicians the visual context they need before they arrive on-site. On the technician side, Jack Flash's maintenance team receives and manages work orders through a role-based view that shows only the tasks relevant to them, keeping their queue clean and focused. Recurring preventative maintenance is handled through Xenia's Projects feature, which schedules preventative maintenance by location and role.

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Reporting That Works for the Operations Team

As the platform matured, Jack Flash built reporting infrastructure that turns day-to-day submissions into actionable intelligence. Two automated reports now land in leadership inboxes on a schedule: a daily store walk completion rate report sent each afternoon, and a weekly completion rate report delivered every Monday morning. Both pull data by location, giving the operations team an at-a-glance view of where things stand across the network.

Custom dashboards surface flagged items by location and by category, enabling the team to spot recurring patterns — such as which stores are repeatedly reporting issues with dispensed beverage equipment — and respond proactively. A work order dashboard tracks open, completed, and overdue requests by location, giving maintenance leadership a real-time pulse on the health of every store. 

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Looking Ahead

Over the next month, Jack Flash will tie manager bonuses directly to Xenia's store walk tracking, making accountability measurable and compensation contingent on store walk completion. This ensures store walks are completed accurately, on time, and with full adherence to required questions and photo documentation.