Client: Emerald Care
Industry: Healthcare
Problem: Healthcare organisations were struggling with manual, old-school staff scheduling, which caused major headaches like errors, slow responses to urgent needs, and a mountain of timesheet paperwork, ultimately wasting time, draining cash, and annoying staff, all while risking patient care quality.
Solution: iClick delivered "Emerald Care," a complete, cloud-based job management system that modernised scheduling by integrating with Xero for payroll. The system has two parts: a powerful web platform for administrators to easily manage and allocate shifts, and a simple mobile app for staff to instantly accept shifts and submit accurate timesheets on the go.
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The Challenge

Healthcare organisations face significant challenges when managing staff scheduling and workforce allocation. Common pain points included:

  • Manual scheduling errors and double bookings.
  • Inability to respond quickly to urgent staffing needs.
  • Limited communication between administrators and on-ground staff.
  • Cumbersome, paper-based timesheet tracking and approvals.
  • No mobile access for staff to view, accept, or manage shifts.

These inefficiencies reduced productivity, increased operational costs, and negatively impacted overall employee satisfaction — ultimately affecting patient care quality.

The Solution

iClick designed and delivered Emerald Care, a dual-platform job management system hosted on a secure AWS cloud environment with built-in Xero integration for invoicing and payroll.

Web Platform for Administrators

  • Shift Management: Create, allocate, and manage shifts with repeat and swap options.
  • Staff Management: Maintain accurate staff records, including roles and permissions.
  • Timesheet Approvals: Verify, approve, or request edits on staff timesheets.
  • Facility Management: Oversee workforce needs across multiple locations.
  • Xero Integration: Automate invoicing and payroll calculations for accuracy.
  • Real-Time Notifications: Stay updated on staff availability and shift confirmations.

Mobile App for Staff

  • Shift Alerts: Receive and accept shifts instantly.
  • Timesheet Submission: Log and submit hours accurately via mobile.
  • Bulk Entry: Streamline reporting for multi-shift workers.
  • Service History: View past and upcoming rosters.
  • User-Friendly Interface: Designed for simple, intuitive use.

Business Impact

The implementation of Emerald Care delivered measurable improvements for healthcare providers:

  • 30% faster scheduling through automated shift allocation.
  • 25% fewer scheduling errors due to real-time staff/admin communication.
  • 15% boost in staff morale with greater control over rosters and timesheets.
  • 20–40% admin time savings by reducing clerical workload.
  • A 20% reduction in payroll discrepancies was achieved through Xero integration.
  • Future scalability with AWS-hosted infrastructure supporting multi-facility growth.

Why iClick?

iClick specialises in bespoke software development and system integrations across industries including healthcare, logistics, retail, and manufacturing.

Our strength lies in designing scalable, secure, and tailored technology — from cloud-hosted platforms to AI-powered analytics — with seamless integrations into tools like Xero, HubSpot, and third-party APIs.

With offices in New Zealand and Australia, we bring regional expertise with global standards to every project.

Conclusion

Emerald Care has transformed how healthcare organisations manage staffing and timesheets. By combining a powerful web platform for administrators with a mobile app for staff, and integrating AWS hosting and Xero, the solution closes critical gaps in communication, scheduling, payroll, and compliance.

The result: a more efficient, scalable, and employee-friendly system that ultimately contributes to better patient care.

Ready to streamline your operations with a tailored workforce management solution?
Contact iClick today to book a demo and see how we can help your organisation scale with secure, future-ready technology.

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