dormakaba unifies 5 systems into 1 central source using Airtable

When thousands of access points need managing across hospitals, airports, and commercial buildings, there's no room for fragmented data. dormakaba, a global security group headquartered in Rümlang, Switzerland, operates at massive scale: CHF 2.87 billion in annual revenue, more than 15,000 employees, and presence across 50+ countries.

The company specializes in access solutions, including electronic locks, mechanical cylinders, automated doors, and integrated security systems. It serves commercial enterprises, residential complexes, and institutional facilities worldwide.

In Austria, dormakaba's regional operation manages the complete lifecycle of complex security projects: from initial order entry through detailed planning, logistics coordination, onsite installation, and ongoing maintenance. Each project involves multiple stakeholders, precise technical specifications, and regulatory compliance requirements.

For dormakaba Austria, operational efficiency isn't just about productivity—it's about delivering security solutions that protect people and assets across critical infrastructure. With growing economic pressure, and intensifying competition, the stakes are higher than ever.

"The construction industry has already been in a negative economic environment for years,” says Victor Deri who helps manage assembly planning at dormakaba Austria. “As the market becomes more competitive, we were looking for a tool that would allow us to handle these projects more efficiently."

Before Airtable, manual and fragmented systems led to errors and risk

dormakaba Austria operates in one of the most demanding sectors in Europe. In this environment, every inefficiency compounds into lost time, higher costs, and missed opportunities.

Before Airtable, the company wrestled with a fractured operational landscape. Critical data was scattered across half a dozen tools and disconnected systems. Paper files and PDFs hid crucial information. And there was no mobile access to workflows or real time data on progress available to cross-functional partners.

“Before Airtable, orders were still being handled in a very old-fashioned way with files,” says Stefan Penz, managing director of dormakaba Austria. “In other words: we printed out orders, put them into folders, which then disappeared into filing cabinets, and had to be searched and sorted over and over again.”

The consequences compounded: each handoff created risk and each manual transfer introduced potential errors. Information degraded as it passed from system to system, person to person. “You take data, write it down, write it down, write it down and, somewhere along the line, a digit gets dropped and in the end something else comes out,” Stefan says.

Before Airtable:

After Airtable, efficient and transparent workflows enable more proactive work

Airtable unites dormakaba Austria's entire project lifecycle into a single, flowing process. Order entries connect directly to planning. Assembly planning feeds logistics. Material ordering triggers delivery schedules. Onsite appointments sync with installation timelines.

Technicians capture information in real-time while they’re onsite, entering data at the source. The information flows instantly across departments without degradation or error. And this information connects to other trusted sources—even door plaques now feature QR codes that link directly to service records.

“I think it's fantastic that you can edit everything yourself directly, and it works. And all of that without much effort and without major programming knowledge—it works really well,” Manfred says.

After Airtable:

Now, dormakaba competes with greater innovation in an ever-changing market

The transformation extends beyond immediate operational gains. dormakaba Austria now operates with high user acceptance across all departments, from installers in the field to management reviewing strategic metrics.

Real-time, evaluable data flows continuously through the organization, enabling informed decision-making at every level. Project managers track installation progress in real-time, logistics coordinators optimize material delivery, and leadership gains unprecedented visibility into operational efficiency metrics.

Results include:

These improvements enable dormakaba Austria to compete more effectively in a challenging market while maintaining the quality and reliability their customers demand.