From spreadsheet chaos
to live platform — in 6 to 16 weeks.
Every agency we work with follows the same four-phase process. Discovery. Scoping. Build. Launch. Here's exactly what happens at each stage — and what you can expect from us.
Discovery Call & Workflow Mapping
Before we write a single line of code, we need to understand how your agency actually operates — not how you think it operates. This phase is all listening and mapping.
Most agencies come to us with a rough sense of what they need: “better scheduling” or “something for compliance.” Our job in the discovery phase is to go deeper — to understand the exact workflows, the exact pain points, and the exact moments where your current setup is costing you time and money.
We start with a free 30-minute discovery call. If there's a clear fit, we go into a deeper 2-week mapping process where we shadow your team, interview your recruiters or operations staff, and document every workflow from shift posting to payroll.
- ✓30-minute free discovery call with a senior Staffinc team member
- ✓Detailed workflow mapping — scheduling, compliance, billing, reporting
- ✓Interviews with the people who use the system every day
- ✓Existing tools audit — what you have, what works, what doesn't
- ✓Pain point prioritisation — what to solve first vs what can wait
- ✓Market and compliance context for your country and staffing type
- ✓Written discovery summary shared back with you before we proceed
Fixed Scope, Fixed Price, Fixed Timeline
This is where most development companies get vague. We don't. Before any contract is signed, you receive a complete, written specification — every screen, every feature, every integration — with a fixed price and a fixed delivery date attached.
Complete Feature Specification
Every module documented in plain English — not technical jargon. You approve every feature before we build it. Nothing gets added without your agreement.
Wireframe Walkthroughs
We walk through the key screens before any design or development begins. You see how it will work — not just what it will contain — before committing to build.
Fixed Price Contract
One price. No ambiguity. Additional features agreed separately with their own price. Your original agreement never changes once signed.
Delivery Milestone Schedule
A week-by-week plan showing exactly what gets built when. You know what to expect at every stage — not just at the end.
Integration Mapping
Every third-party tool your new platform will connect to — payroll software, accounting systems, job boards, compliance APIs — mapped and agreed upfront.
Compliance Framework
For your specific country and staffing type — HIPAA, state licensing, DEA, NMBI, Garda vetting, provincial licensing — all documented and built into the specification before build begins.
Agile Build with Fortnightly Reviews
We build in two-week sprints. Every fortnight you see working software — not wireframes, not slides, not a progress report. Real, clickable screens that you can test and give feedback on directly.
Backend infrastructure, database design, authentication system and core API layer. Foundation everything else is built on. Reviewed and approved before moving forward.
The most important feature for your agency type — built first. Shift scheduling for staffing agencies, candidate pipeline for recruitment. Working in the browser at your sprint review.
Your compliance-specific requirements built and tested — licence tracking, credential verification, right-to-work, whatever your market requires. Expiry alerts configured and working.
Carer app, candidate portal, client portal, or facility dashboard — depending on your platform type. The parts your staff and clients will actually see and use every day.
Payroll export, accounting system integration, analytics dashboard and reporting. Everything tied together and end-to-end tested before launch phase begins.
What happens at every sprint review
Every two weeks you join a video call with your dedicated Staffinc developer. You see working software — real screens you can click through. You give feedback directly. Changes are made in the following sprint.
Go Live — Then We Stay
Launch day is not the end of our relationship. We run your go-live in parallel with your existing system, train your team, migrate your data, and stay on hand for 30 days. Then we offer a monthly support retainer to keep everything running.
Data Migration
Your existing data — carer profiles, client records, compliance documents, shift history — migrated carefully into the new system. Nothing left behind, nothing lost.
Parallel Running Period
New system and old system run simultaneously for 1–2 weeks. Your team builds confidence. We watch for any edge cases. Switch-over happens when you're ready, not when we decide.
Team Training
Full training sessions for your operations team, recruiters and managers. Video recordings made so new starters can be trained after go-live. Documentation written in plain language.
Staff & Carer Onboarding
For platforms with a carer or candidate-facing app, we help you onboard your workforce onto the new system — including email templates, FAQ documents and a support guide.
30-Day Hypercare
For 30 days after go-live, our team is on hand to fix any issues same-day. This is included in every project — not an optional extra.
Monthly Support Retainer
After hypercare, most clients move to a monthly support retainer — bug fixes, minor enhancements, compliance updates and priority response. Optional, but most agencies keep it.
What's included in the monthly support retainer
Ongoing support from the team that built your platform — not a generic helpdesk that's never seen your code.
Starting from $500/month for growing agencies · $2,000–$4,000/month for scaling agencies
The six modules we build
Every platform is different. But most healthcare staffing platforms include some combination of these six core modules.
Real-time shift management, carer availability matching, auto-fill suggestions, drag-and-drop scheduling and instant SMS/push notifications to staff.
Core module
HIPAA, state licensing, DEA, NMBI, Garda vetting, right-to-work and occupational health tracking — with expiry alerts, audit trails and full regulatory documentation per country.
Healthcare-specific
Mobile app for field workers to view shifts, manage availability, submit timesheets and upload documents — or a candidate portal for recruitment agencies.
Mobile-first
Digital timesheets with manager approval, automated payroll export to your accounting software, client invoicing and payment tracking — all in one system.
Saves hours weekly
Real-time operations dashboard, fill rate tracking, carer utilisation, compliance completion rates, revenue per client and any custom metrics your management team needs.
Decision-ready data
Candidate CRM, job board integrations, interview scheduling, offer management, e-signatures and onboarding checklists — for agencies that hire as well as staff.
Add-on moduleReady to see what we'd build for you?
Book a free 30-minute discovery call. We'll map your current setup and walk you through exactly what your platform would look like — with real pricing.
Fixed price·6–10 weeks·HIPAA & HIQA compliant·You own the code·🇺🇸 🇮🇪 🇨🇦