The Challenge
The COVID-19 pandemic forced Fitness Passport — which provides Australian organisations with affordable, unlimited access to over 1,300 fitness facilities — to transition an entire workforce to remote operations with minimal disruption.
The existing environment was fragmented: Google Suite, Dropbox, and local file shares each required separate admin consoles, separate licensing renewals, and separate user logins. Security risks from varied home device setups were significant, and any migration had to avoid disrupting ongoing operations.
Key pain points:
- Multiple disconnected platforms with no single identity
- Time-consuming and costly system administration
- Security concerns around remote device access
- Risk of workflow disruption during migration
The Solution
Kodez designed and executed a migration to Microsoft 365, consolidating all collaboration, communication, and file storage into a single managed platform.
Phased migration approach
A two-phase process prevented operational disruption. Phase one migrated all historical data excluding the final 30 days of activity; the final phase completed the remaining transfer with near-zero downtime.
Unified platform
Microsoft 365 consolidated Google Suite, Dropbox, and local files into a single user-friendly interface. Employees gained a centralised single login with access to Teams, Office Groups, SharePoint, and OneDrive.
Security and device management
Microsoft Intune was deployed for mobile device management across company-owned and BYOD devices — Windows, Mac, iOS, and Android. Exchange and Office 365 compliance capabilities addressed the security concerns that had motivated the project.
The Outcomes
120+ Fitness Passport mailboxes and 2 terabytes of files were migrated to Office 365 with no disruption to the business.
The consolidated platform reduced internal IT management overhead significantly, freeing IT resources to focus on internal projects and enhancements rather than licence renewals and multi-system administration. Calendar sharing with external customers and vendors was simplified, and collaboration improved across the newly remote workforce.
Following the success of this engagement, Kodez continued as an ongoing partner for Fitness Passport, exploring security hardening and virtualisation solutions.
