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Company Overview

The Gleisdorf District Care Home has a remarkable history: since the 15th century, the Gleisdorf site in Styria has housed a social institution for people in need. Over the centuries, the facility has continuously evolved—today, the Gleisdorf District Care Home (BPH) is a modern care and support center with deep roots in the region.

With the major expansion from 8,000 m² to 14,000 m², the new Schillerhaus opened in 2022, combining different forms of care:

  • Kindergarten
  • Day care
  • Full-day care

The facility provides a home for 200 residents and is staffed by approximately 155 dedicated employees. With an annual revenue of around €9 million, the Schillerhaus is an important social institution in the region.

The Challenge

Like many healthcare facilities, BPH faced a central question during its modernization: how could information management, inventory tracking, and maintenance planning be efficiently digitized without placing additional burden on staff?

With the physical expansion and a growing team, it quickly became clear that knowledge about inventory, equipment, and maintenance schedules was heavily dependent on individual employees. Much of it was handwritten or stored only in the minds of specialized staff.

This situation caused several challenges:

  • Lack of transparency in inventory, defects, and maintenance schedules
  • No standardized documentation of procedures
  • High administrative workload during inspections and inventories
  • Risk of failing to meet regulatory requirements (e.g., hygiene, fire safety, and emergency management) on time

The management team therefore sought a solution that was both user-friendly and comprehensive. It needed to centralize information, clarify responsibilities, and digitally support the growing organization over the long term.

The opening of the new Schillerhaus provided the perfect opportunity to implement this digital transformation—with Timly as a partner.

The Solution

Since April 2022, Timly has been supporting the Gleisdorf District Care Home with the implementation of a comprehensive inventory and maintenance management solution. The goal: full digitization of workflows, inventories, and compliance monitoring.

  1. Systematic data capture: Each room is tagged with a QR code. Through the code, staff can see which assets are in the room, which tasks are pending, and which have been completed.
  2. Regulatory compliance in view: Inspection and maintenance records documented in Timly make it easy to demonstrate adherence to legally required checks—especially in hygiene, fire safety, and emergency management.
  3. More efficient maintenance and service planning: The integrated maintenance scheduler centrally manages necessary inspections and services. Automatic reminders ensure deadlines are met and responsibilities remain clear.
  4. Transparent responsibilities: The digital personnel record tracks which employee performed which tasks (e.g., room cleaning or material laundry). This makes accountability, compliance, and quality assurance transparent.
  5. Proactive defect reporting: New damage reports can be sent directly through Timly to the technical team, reducing response times and improving repair coordination.
  6. Digital resource management: Consumables—from care supplies to hygiene products and medical equipment—are centrally tracked, preventing shortages or overstocking and improving budget planning.

“Timly has proven to be a very reliable and flexible partner in all areas. Concerns and wishes are always dealt with and implemented directly.“

Dir. Thomas
Weiß
Home Director
District Care Home Gleisdorf
Dir. Thomas Weiß

The Results

The digital transformation at Schillerhaus is fully underway and already showing clear benefits:

  1. Centralized information structure: All relevant data is accessible at any time, independent of individual employees or departments.
  2. Time and cost savings: Coordination effort for inspections, maintenance, and material orders is significantly reduced.
  3. Legal security: Complete documentation supports compliance with regulatory requirements.
  4. Professionalized planning: Data-driven insights assist in budgeting and long-term organization.

Since 2023, the Timly software has been fully implemented across all areas of the new Schillerhaus—including the kindergarten, day care, and full-day care units.

Key Takeaways

  • Centralized digital systems reduce staff workload and improve organizational quality.
  • Linking maintenance, personnel, and inventory data in a single platform creates transparency and security.
  • Digital resource management saves costs and prevents unnecessary stockpiling.
  • Timly enhances the adaptability of social institutions aiming to make their processes smarter and more sustainable in the future.

The Gleisdorf District Care Home demonstrates how digitalization and social responsibility can go hand in hand—for the benefit of all generations who call the Schillerhaus their new home.

Photo: Bezirkspflegeheim Gleisdorf