Sooke School District Growing with ebase

ebase Client Success Story

When the Facilities Department at Sooke School District (SD62) began exploring new software to manage their operations, they knew they needed a solution that could evolve with them. Like many districts, they relied on a paper-based process, using a software tool to assign work orders and then printing them out for staff to complete. When Tyson, Manager of Facilities, stepped into his role, there was a growing push to move to a fully online work order system. Accountability issues were increasing, and the need for better reporting was becoming more urgent.

Little did they know, the search for a better way to manage work orders would grow into a fully connected software suite, streamlining every part of their operations.

Finding the Right Fit

Before making their decision, Tyson and his team tested several other systems, many of which were based in the U.S. and didn’t fully understand the unique needs of Canadian School Districts. ebase stood out for its focus on supporting K-12 operations and its experience working with many other districts across Canada.

SD62 first learned about ebase from other districts in British Columbia already using the system. As ebase was quickly becoming well known in the province, it stood out to SD62 as a solution worth exploring. After connecting with the Greater Victoria School District (SD61), they were able to see first-hand how ebase is used and how its modules can address a district’s needs.

Tyson goes on to say that even though ebase is based on the East Coast, it feels like a local partner. With a dedicated focus on K-12 and a strong presence at events across the province, ebase has been able to provide responsive, and regionally informed support that meets the districts requirements.

Building a Foundation

SD62 began their ebase journey with the rollout of four modules: Work Orders, Assets, Timesheets and Documents. Implementation started in 2022 with support from ebase’s Matt and Sarah, who handled data setup and guided principals and facilities staff through the new processes. By early 2023, these modules were fully in place and the team was confident using them day-to-day.

As staff grew more comfortable with the new system, one feature quickly stood out: mobile access. The majority of staff now use ebase entirely from their phones to manage and track work orders. Principals can submit requests instantly, often snapping a quick photo of an issue and attaching it to the request. For Tyson and his team, this has been one of the biggest game changers. With schools spread out across the district, being able to see and clearly identify an issue before sending a technician saves time and resources. The ability to work on the go has improved communication, accountability and overall efficiency.

Growing the Platform

With the initial modules running smoothly, the team realized that ebase could streamline even more of their daily operations. They soon added the Projects and Inventory modules, taking advantage of how seamlessly the system’s components worked together.

Communication has been key for SD62. The ability for modules to share data and link directly with one another played a major role in their decision to expand. Features like emailing directly from a work order, attaching documents, or pulling information from one modules into another have made processes significantly more efficient.

Even with different managers overseeing various modules, the seamless connection between them benefits decision-makers across the district. With everything housed on one platform, principals and department managers can easily view updates, track progress and stay informed without switching between systems. This has helped ensure everyone is working from the same, accurate information.

Building a Better Workflow

Tyson and the SD62 team continue to highlight the strong support they’ve received from the ebase team with quick responses, helpful guidance, and a sense of partnership that makes the solution feel local, even from across the country.

By starting small and growing at their own pace, Sooke School District has built a unified platform that fits their evolving needs. What began as a move away from paper processes transformed into a mobile-first, communication driven system that supports collaboration across every facility. It’s a platform that makes day-to-day operations easier while leaving space to grow and evolve as their operations do!