How South Wales Sports Grounds built a smarter, data-led business with Re-flow
How South Wales Sports Grounds moved from fragmented, paper-based processes to real-time information, greater accountability, and data-led decision making.
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Location
Wales and South West England
Industry
Commercial landscaping, Construction
Users
80
Vehicles
200+
4,000+ admin hours are saved annually
by reducing paperwork, duplicate administration and manual information handling.
100+ bespoke digital forms
bringing quality, health & safety, environmental, plant, vehicle, and project workflows into one platform.
Proactive safety reporting has more than doubled year-on-year
supported by faster and simpler digital reporting.
Plant and vehicle inspection and defect information reaching teams in minutes
supporting faster action.
1 hour saved per day
for each site supervisor due to easy access and exchange of information.
We realised if we are to drive compliance to the level that we’d like to, it would be very difficult to achieve without some sort of system.
The challenge: improving compliance and operational control in a growing business
South Wales Sports Grounds (SWSG) have been designing, building, and maintaining sports surfaces since 1964, operating throughout Wales and southern England.
Before Re-flow, SWSG relied on a mixture of paperwork and manual processes to manage compliance, quality assurance, plant, and day-to-day operations.
“Everybody who’s dealing with paperwork on construction sites on a daily basis knows how challenging that can be,” says Bojan Liker, HSEQ manager at the company. “It’s difficult to ensure visibility, ensure traceability – and data quality is often very questionable.”
Information generated on site was often isolated from the rest of the business until it had been collected, processed, and entered into systems back at the office.
For a fast-growing business looking to raise compliance standards across multiple sites, relying on paperwork had stopped being sustainable.
Why South Wales Sports Grounds chose Re-flow
The team wanted a single piece of software in order to manage plant, materials, subcontractors, site personnel, programme dates, progress, and any issues affecting delivery. They also wanted to keep all the information together.
Other systems were evaluated, but Re‑flow was the best fit. Three things stood out:
- The software had to be simple enough that site teams would actually use it.
- It had to be flexible enough to match how SWSG already worked.
- It needed to be backed by support that made the switch feel low risk.
We chose Re-flow first because of its simplicity. We wanted a simple platform for the users to adapt to. Then, it was how customisable Re-flow is. We built over 100 forms to allow an easy transfer for everybody to the new system.
How day‑to‑day operations changed
Re‑flow started as a health and safety compliance tool – but its role expanded as SWSG found more uses for it.
Today, SWSG uses Re‑flow across quality, health and safety, plant management, reporting and day‑to‑day project delivery – where they make decisions using real‑time information.
Re-flow provides us with clarity, provides us with structure. Everyone’s getting the same information at the same time.
Better visibility
- Real-time visibility
Project information, quality records, plant inspections, defect reports, and site briefings are now available digitally as they’re completed, helping operational teams spend less time chasing updates and more time acting on them.
- Earlier intervention when problems emerge
Access to live operational information has changed how the business responds to issues. Teams can identify emerging risks, delays, and recurring problems sooner, giving them more opportunity to take corrective action before they affect project delivery.
Better operational control
- Plant and asset management at scale
With a large fleet plant and equipment to maintain, SWSG now routes every plant defect sheet straight into the system to the workshop manager. Inspections, servicing records, and defects are received the same day, helping workshop teams respond faster and maintain a complete record of plant activity, ready to share with clients on request.
- Improved client confidence
The benefits extended beyond the business itself. Clients gained faster access to checks, reports, and site records, while real-time information gave them greater confidence in how projects were being managed and evidenced.
Better compliance
- Digitised quality assurance
Paper-based QA processes have been replaced with structured digital workflows, creating a consistent approach to testing, approvals, and assurance activities across projects. Managers can review completed records and confirm procedures are being followed as intended.
- Proactive reporting has doubled
Digital forms that are easier to complete and submit have helped increase reporting across the business. SWSG now use that information to identify trends, review incidents, track non-conformities and lessons learned, and focus improvement efforts on areas that need attention.
- A new site culture of accountability
The instant visibility of digital records has a knock-on effect on accountability too. Managers can see what’s been done – everything from submissions to site photos of work – encouraging a culture change of teams taking more responsibility for their processes.
Re-flow helps with the structure of the business, it helps with the speed of information, and it provides more accurate data to clients.
The bigger shift
The biggest shift overall is that SWSG now works with live, structured information rather than fragmented paper records – strengthening visibility, traceability, accountability, and decision-making across the business.
For us, Re-flow was just an enabler which allowed us to change the way how we work. It has given us the opportunity to rely much more on data. It’s increased accountability, given us instant visibility, and basically just put us in the 21st century in terms of how we do business.
