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.
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.
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.
Every module documented in plain English — not technical jargon. You approve every feature before we build it. Nothing gets added without your agreement.
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.
One price. No ambiguity. Additional features agreed separately with their own price. Your original agreement never changes once signed.
A week-by-week plan showing exactly what gets built when. You know what to expect at every stage — not just at the end.
Every third-party tool your new platform will connect to — payroll software, accounting systems, job boards, compliance APIs — mapped and agreed upfront.
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.
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.
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. No waiting until the end of the project to find out it's not quite right.
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.
Your existing data — carer profiles, client records, compliance documents, shift history — migrated carefully into the new system. Nothing left behind, nothing lost.
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.
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.
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.
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.
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.
Ongoing support from the team that built your platform — not a generic helpdesk that's never seen your code.
Two segments. Two different projects. Both built the same way.
Every platform is different. But most healthcare staffing platforms include some combination of these six core modules.
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.