Most companies invest in systems like PurGo to streamline operations, improve efficiency, and stay ahead in a competitive industry. At VWS Software Solutions, we often hear from customers who have been using PurGo for a while but feel like they might not be getting everything they could from it. That is a good instinct to have. No system is ever fully optimised without regular check-ins and a closer look at how it is being used day to day.

Look Beyond the Basics

It is easy to fall into a rhythm once a system is up and running. You get comfortable with the features your team uses regularly, and things seem to be going well. But comfort does not always mean full utilisation. Many companies only scratch the surface of what their software can do. The first step in identifying usage gaps is taking a step back and asking, what are we not using and why?

Start by reviewing the core modules and features available in your PurGo package. Are you actively using reporting dashboards, exception tracking, or the driver mobile tools? Are you making the most of automated billing and pay-by-weight options? If you are unsure, that is already a sign that some features may not be in regular use.

Talk to the People Who Use It Every Day

One of the most reliable ways to uncover gaps is to speak with the people who interact with PurGo daily. That includes drivers, back office staff, customer service teams, and operations managers. Ask them what works well and where they run into issues. You may find that some processes are still being done manually or outside the system altogether.

For example, a driver might still be filling out paper reports for maintenance because they are unsure how to log defects using the app. Or your finance team might be exporting data into spreadsheets rather than using live reports built into the system. These are the kinds of gaps that often go unnoticed from a management perspective.

Analyse System Data

PurGo captures a lot of data about how it is used. Use that to your advantage. Look at which modules are accessed most often and which ones are rarely touched. You can also check how frequently reports are being generated or whether tasks are consistently closed out on time.

If you see certain features getting little to no use, it is worth digging into why. It might be a lack of awareness, training gaps, or perhaps the feature was never properly configured during implementation. Either way, usage patterns provide clues about where attention is needed.

Check for Repetition and Manual Workarounds

Another sign of underuse is when teams are duplicating tasks or creating manual workarounds. If your customer service staff are logging service requests in a spreadsheet instead of tracking them through PurGo, that is a red flag. If drivers are calling the office for job details that should be on their device, that is another.

These workarounds are not just inefficient. They also introduce room for error and slow down your operation. Identifying these habits is key to understanding what is missing from your current usage and how to improve it.

Consider the Gaps Between Departments

Sometimes the biggest gaps are not in the features but in how different teams use the system. You might have one department using PurGo to its full potential while another is barely engaging with it. That disconnect can create bottlenecks and communication issues.

Encourage cross-department conversations. Let different teams share how they are using the system and where they think improvements could be made. Often, solutions already exist within the system, but not everyone knows how to use them effectively.

Review Training and Onboarding

As businesses grow and teams change, training can fall behind. New staff may not receive the same level of onboarding as earlier users. Over time, even experienced staff can forget about features they do not use every day.

Having refresher training sessions is a great way to surface unused features and rebuild confidence across the team. It also gives your staff a chance to ask questions and suggest improvements based on their current workflows.

Use Support Resources

Do not forget that you are not in this alone. If you are unsure how to assess your system usage or feel like you are missing out on key features, reach out for help. Whether it is your software provider or an internal lead, a system health check can provide a clearer picture of where the gaps are and how to close them.

These check-ins do not have to be complicated. A short review session can often uncover big opportunities for better efficiency or accuracy.

Identifying and closing usage gaps is not about pointing fingers or finding fault. It is about making sure your tools are doing everything they can to support your team. PurGo is built to be powerful and flexible, but like any tool, it works best when it is used fully and consistently.

At VWS Software Solutions, we are committed to helping our customers make the most of PurGo. If you are ready to take a closer look at how your team is using the system, we are here to support you every step of the way.