Spring to Autumn Family Counseling

The Situation

STRUGGLES WITH PAPER PROCESSES

Spring to Autumn Family Counseling is a mental health services provider offering telehealth counseling to thousands of individuals. They complete roughly 2,600 sessions per month, with 50 staff members supporting the growth of the business and needs of the clients.

Since the employees aren’t always working from the same location, monitoring the accuracy of hours became challenging. Another difficulty presented when scheduling administrative-level staffers, as shifts were often being left open and unfilled due to a disconnect between those responsible for the schedule and the staff members who needed to take those shifts.

The team needed a better solution. In 2021, Martha Wethy, owner and CEO of Spring To Autumn Family Counseling set out to eliminate manual processes, including paper timecards and complex spreadsheets. The company also needed a better solution for scheduling, as the current process involved sending emails and writing down weekly schedules on paper.

She started researching options, trying several platforms before finding WorkforceHub. Some of the biggest challenges faced during this period included the option for employees to enter their own time, which introduced legal concerns and potentially inaccurate paychecks, scheduling tools that just weren’t up to bar, and a lack of accountability.

The Solution

In her research, Martha was looking for scheduling functionality with a seamless solution that tracked time. She found it with WorkforceHub, and the company has happily remained on the platform since. “WorkforceHub makes everything easier,” she said.

Prior to coming onto WorkforceHub, the company relied on multiple systems, all with different logins. The disjointed feel of these systems resulted in more manual errors and a lot more time spent on managing employee time and processing payroll. Transitioning to one system with a single login has freed up time and minimized mistakes.

HIRING AND ONBOARDING

Since Spring To Autumn Family Counseling uses the top package of WorkforceHub, they also have access to hiring and onboarding tools that have transformed the way the company can grow. When a position becomes available, Martha and her team can post the job instantly and share it to multiple job boards. Upon being hired, the person’s information transfers to the timekeeping side of the platform, setting them up as an employee without any additional work.

“You can have your new hires sign off on legal documents and take responsibility for the policies and procedures from the very first day,” Martha explained. “They’re starting off on the right foot, and they are entering their own information, which means I don’t have to do that.”

PLACING RESPONSIBILITY ON EMPLOYEES

The ability to offload some of her many responsibilities was another benefit for Martha after making the switch to WorkforceHub. The employees enter and manage their own information, which empowers them to ensure the accuracy of what’s stored within the platform.

One thing employees can’t manage on their own is their timecards, which was an essential tool for accuracy. After dealing with concerns around employees clocking in before arriving at work or editing their timesheets to get additional pay, Martha needed something that prevented these issues. Not only was it a financial concern, as stolen time can cost a business thousands per year, but it was also an issue of legality. Employees receiving pay for time they didn’t work created problems with processing payroll accurately.

USER-FRIENDLY FOR ALL ON THE SYSTEM

“At first, all the employees were grateful to be on an all-in-one option,” Martha said. “Adminstrative-level users love the app, as well as the reminders that show which of their employees aren’t clocked in yet or may be running late. And our therapists appreciate the app’s ease of use. They can enter their time after their sessions and add any necessary details in one place.”

Martha also expressed that the intuitive platform provides access to everything she is looking for, including the ability to customize shifts and hours entry. “From the beginning, I didn’t have to ask a lot of questions. It’s easy to jump in and make adjustments. I can even alter the times of each therapist’s session, whether it’s 65 or 90 minutes. No one else offered that level of detail in tracking time.”

GET STARTED TODAY

“If anyone asks me about timekeeping solutions, I always tell them about my experience with WorkforceHub,” Martha said. Her experience with implementation went smoothly, and any questions that have come up have always been answered promptly. “The support team offers quick turnaround, and I have no issues with the assistance I have received.”

When you’re ready to say goodbye to complex or manual processes and disjointed systems, WorkforceHub is the solution for your business. It’s built to scale as your company grows, and it will reduce the time you spend on managing time and labor manually. This system can also help your business remain compliant while keeping labor costs down.