Skoops

Skoops Ice Cream runs two specialty frozen dessert locations in Barberton and Seville. Each store operates a full set of commercial equipment: electro freeze machines, large and small ice cream cabinets, turbo air milk coolers, novelty freezers, walk-in freezer condensers, food prep tables, and in-store iPads.

Skoops has been a Xenia customer since 2023. Over two years, their usage has expanded from basic task management to a full operational setup covering asset maintenance, HR, product launches, inspections, incident tracking, and reporting.

Two locations mean managing a rotating menu, consistent staff turnover, commercial equipment that needs regular maintenance, and daily standards that have to be maintained at both stores every day.

Before Xenia, most of that happened manually. Checklists were on paper. Tasks were assigned verbally. HR steps looked different depending on who was running them. When a new product was launched, each store figured it out on its own.

Skoops needed a platform that could standardize operations across both locations, give managers visibility into task completion without requiring them to be on-site, and be easy enough for frontline staff to actually use. They chose Xenia.

Tracking Equipment Maintenance Across Both Stores

Skoops registered every piece of equipment in Xenia as a tracked asset. Each asset has its own profile with a maintenance schedule, work order history, and a log of every service completed. Weekly cleaning tasks are auto-created and assigned to the correct location.

When a piece of equipment needs attention, a work order is submitted and linked to that asset's record. The team now has a full maintenance history for every machine across both stores.

Running Daily Checklists Across Two Locations

Opening procedures, closing procedures, daily cleaning, weekly deep cleans, and store inspections are all scheduled in Xenia and auto-assigned by location. Staff completes them on mobile. Managers see completion status in real time without being on-site.

The Seville Weekly Cleaning Checklist has 75 submissions. The Barberton Weekly Cleaning Checklist has 63. The Seville Opening Checklist has 8. Store Inspection has 6. Scheduled task completion is at 100% across both locations over the last 30 days, with zero missed tasks.

Standardizing HR Across Both Locations

Skoops built their HR process into Xenia so every step is consistent regardless of which location a new hire joins or which manager is running it. The Orientation Checklist - In Store has 15 submissions. Employee Separation & Offboarding has 2. Employee Write-Up Form has 4. Employee Access has 8.

Each of these used to happen informally. Now every step is documented, tracked, and stored.

Coordinating New Product Launches Across Both Stores

Skoops built dedicated templates for LTO launch, LTO verification, and seasonal menu prep. When a new product rolls out, the same workflow is deployed to both locations at once. The SkoopsAPP New Product template has 50 submissions. The First - Internal LTO Info template has 21.

Managers can see which store has completed each step and follow up on anything that is still open.

Getting Visibility Across Both Locations

Skoops uses Xenia's reporting to monitor scheduled work completion, task status, employee productivity, and approvals across both stores from a single view. Over the last 30 days, the team completed 22 tasks with zero missed. One employee completed 20 tasks on their own.

Automated report scheduling means the right data reaches the right people on a regular cadence, without anyone having to pull it manually.