NTP Access

About NTP Access

Based just outside of Peterborough, NTP Access is a specialist supplier of European-manufactured access equipment with over 12 years of experience providing rental, sales and service solutions to the UK construction sector. With a fleet of over 150 high-quality construction hoists and a multi-disciplined field service team, NTP Access provides a comprehensive range of services nationwide.

A Very Manual Process

Due to the safety-critical nature of the products and services provided to the construction sector, there is a requirement for mandatory inspections and testing of equipment at specific intervals, all of which results in a large volume of documentation and associated document control for compliance. Historically, this has been a manual process with physical documents resulting in inconsistency, loss of documents and errors or omissions. “We had service engineers all over the UK doing everything on pen and paper and then mailing it to the office once a week,” explained Ashley Zorrilla, Accounts Manager for NTP Access. “If we were missing paperwork we could be without it for up to a week.” This delay created several challenges for the team, from lost mail and illegible handwriting to incomplete forms. This manual process created costly administrative inefficiencies. “We spent a lot of time on paperwork admin and manual data entry into Google Workspace.”

As a forward-thinking company, NTP Access began exploring digital solutions to increase productivity and improve document control. GoFormz quickly emerged as a standout option. “There were quite a lot of different solutions that we were looking into at the time,” recalled Zorrilla. Akey requirement for NTP Access’s selected platform was flexibility. “It had to be dynamic in such a way that we could make it suitable for different types of machinery.” With a wide range of checklists and inspection forms in use, NTP Access needed a solution that could adapt on the fly. “We needed a solution to work almost like a spreadsheet within the form, so that we could have formulas involved and ‘IF’ statements.”

Digital Service Sheets

NTP Access’s Service Visit (SV) sheets were a critical component of the business’s digital transformation. “An engineer will complete an SV sheet for all work carried out in the field,” explained Zorrilla. To ensure ease of use and accuracy in the field, the team designed their SV form to be as straightforward as possible. “For us, it was essential to be able to have a service visit form that was as easy as possible for our engineers to navigate and complete.”

Previously, SV sheets were paper-based and physically mailed to the office for a comprehensive review process involving three employees. This cost the operation significant time. “Normally, this would have required a lot of time manually inputting data into our system to record the work carried out before being able to pass that information on to the customer.”

Now that SV forms are digital, the team can include photos and eliminate manual re-entry, improving both internal workflows and customer-facing documentation. “Now we’re able to include images with our documents, and everything’s digital, so it’s much easier for us to gather the information and understand the works carried out on site,” explained Zorrilla. “We can send both the team and our customers a digital PDF, and it takes half the time it would’ve before GoFormz.”

The introduction of Database fields resulted in a major enhancement for NTP Access. This feature allows engineers to select a customer, site, and relevant machinery from a dynamic list of predefined options. “That was a huge help for us. It saves a lot of errors and gives us a great way to double-check our database if something doesn’t match.” The Database functionality is now used across many forms, including inspections and other documents involving customer, site, or machine details.

Digital Timesheets

NTP Access also leverages digital timesheets. “We've found that the service engineers are more inclined to submit their hours in a digital format due to simplicity and ease of use.” With Automated Calculations built into the form, engineers now simply enter their start and finish times while GoFormz takes care of the rest. “It calculates their basic hours, travel, and overtime—it literally does it all for them,” explained Zorrilla. “GoFormz makes our lives a lot easier. They’re much easier to check as well.” Using Database fields, the timesheet form also autofills names and emails, automatically sending a copy to each employee for their records. By eliminating manual calculations and paper-based delays, NTP Access has streamlined its payroll process and reduced the risk of errors or late submissions. “It ended up being a really great addition to our digital form collection.”

The Team’s Reaction to Digital Transformation

The intuitive design and consistency across forms helped NTP Access accelerate adoption. “It was surprisingly easy to get them using GoFormz,” noted Zorrilla. For field engineers, the shift to digital wasn’t just about efficiency; it was a welcome relief from cumbersome manual processes. “Using GoFormz is much easier than trying to handwrite everything.”

Before going digital, engineers used triplicate books, common to the industry. While the basic structure was already in place, the transition to GoFormz offered an opportunity to not only modernize the process but refresh the brand. “We could use our company’s colors rather than just black and white paperwork. We could also put our logo on them.” The result was a more polished, professional look for the forms. “When we send them to customers and they're all digital forms, rather than scanned pages, with GoFormz they all look so much more professional,” she explained.

Beyond the Form

For NTP Access, the benefits of GoFormz extend well beyond simple form completion. “We have a lot of documents that get saved to the cloud,” explained Zorrilla. Through the Google Workspace integration, completed forms are automatically routed to specific folders based on fields filled out within the form, streamlining organization and record-keeping. “GoFormz automates our file organization, which is extremely helpful.” NTP Access also leverages auto-email workflows. Suppose a customer’s email address is entered. In that case, a copy of the completed form is automatically sent to them, or to a relevant team member who needs visibility but wasn’t involved in the form’s completion. “We have quite a lot of email copies of documents sent out, which helps our collaboration process.”

The Positive Impact

Since digitizing their form collection, NTP Access has experienced significant efficiency gains. “The time between getting a piece of completed paperwork to the office has gone from two days to instantly,” explained Zorrilla. By eliminating manual data entry and document scanning, the team now moves faster and operates with greater accuracy. “We’ve saved at least two working days a week just on admin work.”

Additionally, engineers can now attach photos directly within forms, streamlining communication and strengthening documentation. “We know exactly where that picture was taken, what machine it relates to, and why it was taken. So GoFormz provides us with strong evidence on-site.” This streamlined process not only enhances internal workflows but also strengthens customer communication and legal compliance.