About Apollo

Apollo is a fast-growing consulting, and SI company built for scale. With a headcount pushing 70 and steady monthly hires, it needed solid IT systems early on. The team didn’t wait until problems started piling up; they made a smart bet: build IT infrastructure right from the start.

The result? A lean team of three now manages onboarding, device tracking, SaaS access, and security across the company without missing a beat.

‍

The Challenge

Apollo was hiring quickly. Two new people joined every month, while offboarding happened just as regularly. The admin team, responsible for HR, legal, and IT, had only three people managing it all.

Each department was choosing tools independently. No one had full visibility into what was being used, by who, or how often. SaaS tools were piling up, shadow IT was slipping through, and devices were tracked manually in Excel.

“We didn’t even have a dedicated IT lead when I joined. Just part-timers and temp workers trying to keep things moving.” said Mr. Sakamoto

With account creation, device management, and security all handled manually, the system wasn’t sustainable for a company growing this fast.

‍

The Solution

Apollo didn’t wait until things broke. One of the company’s founding members, who was both a consultant and an engineer, decided to set up an IT foundation early using Josys. He saw the value of starting with infrastructure, even before there were major problems.

The team began with device management and expanded the workflow to include onboarding, account provisioning, and access control.

“Looking back, that early decision made our current operations possible,” Sakamoto said.

Moreover, Josys made it possible for a lean team to manage everything. Accounts for Google Workspace and Microsoft were provisioned automatically. Device info was tracked and updated without the typical spreadsheet chaos. Even alerts were built in, so nothing slipped through the cracks.

“I didn’t come from an IT role, so I was unsure at first. But Josys made it easy to handle tasks like onboarding and offboarding,” said Mr. Torai. 

Key Outcomes

1. Streamlined Onboarding and Offboarding

New hires were onboarded quickly, so there was no more waiting on account creation or email setup. Resignations were handled just as smoothly. Josys alerted the team when accounts hadn’t been deleted, plugging a major security gap.

2. Centralized Device Tracking

Laptops, Wi-Fi routers, security cards, and monitors were all registered and tracked in one place. Instead of filling out new records from scratch, the team used Josys to duplicate entries and update only what mattered.

“We moved away from Excel and never looked back,” said Torai.

3. Enhanced SaaS Visibility & Audit-Ready Reporting 

Apollo had over 70 SaaS apps. With Josys, they could finally see what was being used and where costs were being wasted. As the company worked toward ISMS certification, centralized SaaS tracking became essential for compliance.

“We realized if we have the list in Josys, we don’t need Excel anymore,” said Sakamoto.

4. Alerts that Save Time and Prevent Mistakes

The alert feature helped catch missed deletions. Slack notifications made updates hard to miss. What used to fall through the cracks was now visible in real time, giving everyone on the team a shared sense of accountability.

5. No More Personal Dependency

Apollo eliminated task silos. With Josys, anyone on the admin team could manage IT operations. The system replaced guesswork with clear workflows. So, no task depended on a single person’s memory or manual effort.

“Even if you’re not an IT specialist, you can still run things confidently,” said Torai.

‍

Final Thoughts

Josys helped Apollo lay the groundwork for long-term growth. IT operations became more efficient, security improved, and audits got easier. What used to be manual and messy is now centralized, streamlined, and scalable.

As Apollo continues to grow, they don’t have to choose between speed and control. Josys gives them both.

“Josys isn’t just a tool. It’s a partner that helps us work smarter, save time, and keep our operations clean,” said Sakamoto.