Case study

Fit for the future

At a glance

Evolution Wellness is a global leisure business operating 160 gyms across 5 countries in Asia. In 2021 their clunky FM legacy software was affecting the quality of their facilities management. Now, they have a single CAFM with workflows tailored for each country. And they're working faster and smarter than ever before.

16 weeks

12 weeks initial implementation

FF - KPI Performance

One centralised reporting tool


680 engineers & employees trained


Across 5 countries in Asia


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Out of shape

EW’s legacy CAFM had a clunky user experience that couldn’t be configured to work in the different languages spoken across the region. As a result, managers in local gyms weren’t accessing the system to raise and manage work orders, and engineers weren’t picking up work orders and recording their time via the app. EW was paying for software that couldn’t be used by those who needed it most.

The system only worked in English

System engagement was low

Communication between teams was patchy

No visibility of workload

No oversight of engineer activity

Response and resolution times were slow

First-time fix rate was poor

Our previous CAFM was onerous to use. It was creating more problems than it was solving. It was over complicated and it couldn’t be adapted to our unique needs.

Simon Mercer, Property Director, Evolution Wellness

We needed an alternative. A better way of doing things.

Simon Mercer, Property Director, Evolution Wellness

Working it out

Evolution Wellness started looking for a new CAFM provider in 2021. After a competitive tender, it was clear Expansive FM was the only partner that could help them roll out a new solution, tailored to their unique needs.



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Fighting fit

Configuration was a major operation that required data transfer and virtual training for engineers in 160 locations across 5 regions. Compliance and operational differences in each country meant different maintenance, cleaning and reporting workflows were required across the region.

The Results


CAFM configured in multiple languages


160 gym sites mobilised


22,000 work orders raised in first year


50% reduction in time-to-fix across the business


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Up and running

In just 12 weeks the CAFM roll out was complete, giving the team:

Automated work order management

Faster and automated triage of initial work requests

Real-time reporting by engineers (time spent, resolution etc)

Real-time communication between engineers/managers

Photo and video uploads of issues

Dashboards for KPI reporting and tracking

Now it’s much easier for facility managers to report upwards. In weekly meetings with senior management they can share data; reporting on work volume, time to fix and other KPIs.

Gwendolyn Koh, Property Manager, Evolution Wellness

The backlog of work orders has been much reduced. Managers and engineers want to use the system.

Gwendolyn Koh, Property Manager, Evolution Wellness

Fit for the future

Expansive has given Evolution Wellness a bespoke solution, localised for all the regions they operate in and underpinned by a single, powerful reporting tool. It’s brought the business a new level of organisation, insight and efficiency. It’s ensuring they’re getting value for money from all their FM operations. Their solution is poised to scale and evolve as they continue to grow their international brand in new and exciting ways.