Challenge
Managing backups was a full-time job
Before NinjaOne, GS4 relied on a backup solution that required constant manual oversight. Validating backups had to happen during off-hours because the process was too resource-intensive to run during business hours. Checking backup health across all clients required a technician to manually log into each server, take screenshots, and compile everything into a spreadsheet, every single day.
“We had to spend up to two hours a day just to audit and make sure all of the backups were functional,” Soran said. “We were doing everything manually. It was dreadful.”
When backups failed, the team was left in the dark. Error messages offered nothing useful, often just “backup failed, please try again,” with no visibility into the root cause. Even a simple task like restoring a single deleted file could consume two to three hours. A basic client question, “How much storage am I using?” could trigger an hours-long audit to produce an answer.
“We had to manually create an Excel spreadsheet, write the time and date of every single backup, and enter it all by hand,” Soran explained. “We could not export anything from the platform. It was so time-consuming we couldn’t keep up with the rest of our tasks.”
By the time the team added it up, backup management alone was consuming 10 to 12 hours every week across all clients — time that could have been spent resolving client issues or growing the business.
The breaking point came when backups failed during a critical window, and a client had to recover data for a missing day. “It did not fly well with the client,” Soran recalled. “That was the straw that broke the camel’s back, and we said, we need to change.”
Solution: Why GS4 Chose NinjaOne
A Race Against the Clock
Not long after adopting NinjaOne Backup, GS4 faced the most demanding test any backup solution can face: a complete, unexpected hardware failure at a medical client’s office.
The client’s entire operation runs on multiple virtualized application servers hosting their ERP system, the platform used for appointment scheduling, patient invoicing, and insurance reporting. When that physical server failed, everything stopped.
“Without that one physical server, their business comes to a screeching halt,” Soran said. “I got a call one morning saying we’re not able to take any appointments, we can’t process anything, we need this fixed immediately.”
On-site troubleshooting confirmed the worst: it was a hardware failure, and the original machine could not be recovered. The server was still under warranty, but the manufacturer quoted a 48-hour lead time for parts — far too long for a medical practice that needed to process patients right away.
GS4 adapted quickly. The team brought in a loaner server from their own inventory, provisioned it fresh with Windows Server, and used the NinjaOne recovery tool to restore the client’s virtual machines directly from the cloud into Hyper-V, on completely different hardware.
The client had 6 terabytes of virtual machines to restore. Thanks to the client’s gigabit internet connection and NinjaOne’s cloud restore performance, everything was back online within four hours.
“It took more time for us to source the loaner hardware than it did to restore the backups,” Soran said. “I was ready to stay awake all night on-site to monitor its progress. To my surprise, it was done before midnight.”
Full Recovery in Under 12 Hours
The manufacturer took a week and a half to repair the original server. Had GS4 been forced to wait, Soran estimates the downtime cost to his client could have reached $20,000 to $50,000 in lost revenue.
“We were very fortunate to have something like this in place and ready to go,” Soran said.
From 10 Hours a Week to 15 Minutes
The server recovery was the dramatic proof point, but the day-to-day ROI is just as compelling. With NinjaOne, GS4’s weekly backup management time dropped from 10 to 12 hours to just 15 minutes. Instead of manually checking servers, building spreadsheets, and assembling reports by hand, Soran can generate a complete backup health summary for every client with a single click, exportable as a polished PDF ready to send.
“With a single click, I’m able to generate a report and provide it to the client with a beautiful dashboard showing all of their backups, storage usage, and license counts,” Soran said. “Before, we had to build all of that manually in Excel. It was so time-consuming we couldn’t keep up.”
Automated alerts now notify the team immediately when a backup fails, eliminating the need for daily manual checks entirely. And because the NinjaOne interface is intuitive enough to hand off without training, any technician on the team can step in and take action from the same web portal.
“I can give it to another technician, and without any training they can look at the platform and say, ‘Oh, okay, there it is,’ and that’s it,” Soran said. “It’s a huge time saver for us, and if we have questions we often find the answer in NinjaOne’s documentation.”
For individual workstation restores, the fastest turnaround has been 30 minutes. Recovering accidentally deleted files, something that once took hours, now takes minutes.
A Layered Defense: Backup Meets Endpoint Security
GS4 also deploys the NinjaOne SentinelOne integration, and the two capabilities function as a unified resilience strategy. SentinelOne handles real-time threat detection, policy enforcement, and automatic endpoint isolation when malware is detected. But Soran’s team knows that even the best prevention isn’t perfect.
“Sometimes people click on links, or they do things they shouldn’t,” Soran said. “When it comes to restoring a workstation, it’s just a matter of booting from the recovery tool, selecting the most recent backup, and within an hour, the user is back online, as if nothing happened.”
Together, Soran describes the combination as “a foolproof system” — one that prevents incidents where possible and recovers fast when the unexpected happens. And because the SentinelOne integration runs entirely within NinjaOne, there are no extra portals to manage.
“Rather than logging onto three different platforms, with this integration, I can see anything and everything I could possibly want — backups, antivirus, deployment status, error codes, all of it in one place,” Soran said.
Warranty Tracking That Pays for Itself
When the medical client’s server failed, GS4 caught a break they almost missed entirely. The server had been inherited from a previous IT provider, and Soran had no record of the purchase date or warranty status. NinjaOne did — the platform had automatically pulled the device’s serial number and flagged it as still under warranty.
“I wouldn’t have even thought to call the manufacturer if NinjaOne hadn’t surfaced that,” Soran said. “We inherited that server and had no idea it was covered. NinjaOne told me, and that opened the door to getting the manufacturer involved to do the repair at no cost.”
That single alert saved GS4 from an out-of-pocket hardware replacement on top of an already stressful recovery. But the value of warranty visibility extends well beyond emergencies. Soran now uses it proactively, spotting aging devices before they become problems and bringing upgrade or coverage recommendations to clients before anything goes wrong.
“It gives us new opportunities,” Soran said. “We can tell a client, this device is getting old and its warranty is expiring. That’s the kind of proactive advice that builds trust and keeps clients ahead of their next crisis.”
Results & Outcomes
Looking Ahead
For GS4, NinjaOne has become the operational backbone of the entire practice, from backup and endpoint security to patch management, application deployment, and warranty tracking. The platform gives a lean team the leverage to manage complex, compliance-sensitive environments without being overwhelmed by manual work.
“For MSPs serving medical clients where downtime is never an option, you need a backup solution you can trust completely,” Soran said. “NinjaOne gives us that confidence. It’s always there, it always works, and when we needed it most, it delivered.”