The Workforce Desk
Your people hired, cleared and paid. You stay the employer.
Recruitment, onboarding, orientation records, background check and license expirations and payroll, run by our team on your own cycle. You choose every hire. We own the queues in between, which is where the weeks go.
- Recruiting: role definition, posting, screening and the first contact with applicants, at the speed this labor market actually moves.
- Onboarding owned end to end, so somebody who accepts on the third is working a shift in days rather than weeks.
- Orientation, competency and in-service training, evidenced with dates and completion records.
- Background checks, license and exclusion screening maintained, with expirations tracked ninety days ahead.
The calendar nobody watches
Worker compliance is a calendar, not a filing cabinet. Something expires on a date nobody is watching, and you find out at the moment you needed that person on a shift.
Why it happens
It is a second job, given to somebody who already has one.
Recruitment, onboarding, orientation, training records, background check currency and payroll are not occasional tasks. In a service with any turnover at all they are continuous. They are almost never anybody's actual role.
So they are distributed. A manager signs off the hire and then chases the paperwork between schedules. Somebody screens applicants on a Thursday, if Thursday is quiet. A bookkeeper runs payroll from an arrangement only they fully understand. Nobody watches the expiration dates, because watching them is not on anybody's list.
The consequences are predictable, and in a scheduled service they are immediate. Good applicants accept the offer from whoever replied first. New caregivers take weeks longer than necessary to become available, because each step of their orientation sits in a different queue. And an expiration is discovered on the day it removes somebody from a shift, rather than ninety days ahead when it was still only admin.
The calendar nobody watches
A working rule, not a record
90days
of notice before an expiry becomes a scheduling problem
90 days = 13 weeks. The working parameter of the desk.
A document in a folder answers the question “do we have it”. It never asks the question that matters, which is “when does it stop being true”. That question has a date on it, and a date belongs in a calendar.
A license
Renewed on a cycle the practice does not set.
A credential
Issued by somebody else, with its own expiry.
A training currency
Lapses quietly. Nothing announces it.
Ninety days outThe renewal is actioned while it is still only admin.
The day they are scheduledWhere a filing cabinet finds out, and where it becomes a scheduling problem.
A filing cabinet holds the document. It does not hold the date. The practice finds out at the moment it needs that person to work, which is the one moment nothing can be done about it.
Read this as a table
| What expires | Surfaced by the calendar | Found in a folder |
|---|---|---|
| A license | 90 days ahead | The day the person is needed |
| A credential | 90 days ahead | The day the person is needed |
| A training currency | 90 days ahead | The day the person is needed |
Both dates are rules, not observations
- The date the calendar surfaces it
- The date the practice needs the person
The three rows are the same length on purpose. Ninety days is a rule applied to every expiry equally, not a measurement of any practice, and drawing three different windows would imply data that does not exist.
What we run
What we actually do.
Role definition, advertising, screening and the first contact with applicants. Speed is the whole game here: an applicant has usually approached several employers in the same week, and whoever speaks to them first usually wins.
Owned end to end rather than spread across several inboxes, so somebody who accepts on the third is available to be scheduled in days rather than weeks.
Role orientation, system access, policy acknowledgements and role-specific training, evidenced with dates and completion records as they happen.
Background check, license and exclusion screening currency maintained as events occur rather than assembled under pressure, with expirations tracked ninety days ahead so a renewal is actioned while it is still only admin.
Processed on your own cycle, against the hours and entitlements that apply to your people, with your organization remaining the employer throughout.
We process payroll, we do not advise on it. Tax treatment, worker classification, employment disputes and regulatory interpretation go to your accountant or lawyer, and we say so rather than be drawn.
What gets measured
Measured against your own baseline.
A baseline is taken before anything changes, so the reporting measures you against your own starting position rather than an industry figure. The monthly report includes what did not work.
The monthly report
No figures in it, on purpose
| What is measured | Baselinebefore anything changes | This monththe month being reported | Changeagainst your own baseline |
|---|---|---|---|
| Time from offer accepted to available for schedule | Not shown | Not shown | Not shown |
| Background check and license currency across your workforce, with what falls due next | Not shown | Not shown | Not shown |
| Orientation and training completions, with dates | Not shown | Not shown | Not shown |
| Payroll accuracy, and anything that had to be corrected | Not shown | Not shown | Not shown |
These cells are blank on purpose. The first numbers in them will be yours, measured before we start, so the only thing the reporting can compare you against is where you actually were.
No industry figure is used anywhere in this report
This is the structure of the report, not a sample of one. There are no numbers in it because there are none to show yet: the service is new to practices, there are no case studies, and a figure borrowed from somebody else would not be about your practice anyway.
What we do not do
The boundaries are the product.
Not the fine print. These are contractual rather than cultural, and they do not move.
You employ your own people and choose every hire. We recruit on your behalf, administer the employment lifecycle and process payroll. We are not an employer of record, we do not supply labor, and we never place our own people into your roles.
We work alongside your team, not in place of it. What we remove is the second job that was handed to somebody hired for the first one.
We maintain the records and the calendar. The regulatory obligation stays with you. We make it straightforward to meet, and we do not assume it.
The desk is back office by design. We do not deliver services, we do not enter a home, and we do not perform any part of the work your caregivers perform.
No triage, no assessment of urgency, no advice of any kind. Anything clinical stops with us and goes to your team, under a protocol agreed in writing before we take a single call. All clinical and professional judgment stays with your own licensed people.
The other desk
The two problems regenerate each other.
A service that hires and clears people efficiently still has a phone that rings at four in the morning. The schedule is full and the call still has to be answered, actioned and recorded by somebody. That is the other desk, and the two problems regenerate each other.
Questions
Before you ask us on the call.
Do our caregivers become your employees?
No. You employ your own people at all times and choose every hire. We recruit on your behalf, administer the employment lifecycle and process payroll. We are not an employer of record, we do not supply labor, and we do not place our own people into your roles.
Do you give employment or tax advice?
No. We process payroll and maintain compliance records. We do not advise on tax treatment, on worker classification, on an employment dispute, or on how a regulatory requirement should be read. That goes to your accountant or lawyer, and we will say so rather than be drawn.
Do you replace our coordinators?
No, and we will not describe it that way. Your coordinators keep the relationships, the judgment calls and the daytime decisions that need somebody who knows your clients. What we take is the work that arrives when nobody is scheduled to receive it, and the second job somebody senior is doing at four in the morning.
What systems do you work in?
Yours. We work inside the scheduling and client systems you already run, and we go deep on a small number rather than claiming all of them. Tell us what you use on the call and we will tell you straight whether we already support it. Nothing migrates, and your systems stay the system of record.
Who can see our information?
Named coordinators, each with their own login under your own access control, with permissions limited to the work and revoked the day somebody leaves the role. Never a shared account. Your information stays inside your own systems. We keep our own log of what was done, which is what your handover and monthly report are built from, and we do not assemble a copy of your records.
Are we locked in?
The engagement runs quarter to quarter, with no commitment beyond the current quarter. Commercial terms are covered on the review call and set out in writing in the proposal, so nothing is a surprise and nothing is signed on the call.
Book
Book a 30-minute review.
Thirty minutes on how your practice actually runs. You leave with a written assessment of whether this fits, including if it does not, and a picture of your own numbers before anything changes.
Nothing is signed on the call.