A Comprehensive Employee Portal Built on Zoho Creator for a Healthcare Staffing Agency

Healthcare staffing agencies rely heavily on their employees, but outdated and disconnected systems can hinder their performance. One of our clients struggled with this challenge, and we created a solution to give their team the support they needed. By delivering a seamless experience, we empowered employees to be more engaged, productive, and effective.

Here is A comprehensive, all-in-one Zoho Employee Portal built on Zoho Creator.

The Problem: Fragmented Systems & Missed Opportunities

Before our intervention, the healthcare staffing agency struggled with disjointed tools, manual processes, and issues like tracking shifts, payroll, onboarding, and communication. Implementing Medical Staffing Agency software streamlined operations, improving efficiency and management.

Here’s a look at the state of things before we at Infomaze began:

Employees struggled to manage multiple systems for payroll, applications, and shifts.
The onboarding process was slow and error-prone.
Communication was fragmented, and employees missed important updates.
Wellness programs were underutilized due to lack of accessibility.
Tracking job applications and shift schedules was cumbersome.

Our Solution: Enhancing Efficiency Across Departments

Our journey began with one simple question: What would it take to make employees feel supported and engaged at all times?

Step 1: Listening to Employees

Before starting to build the portal, we took the time to deeply understand the pain points employees faced with Healthcare Staffing Agency software.

From extensive interviews to feedback sessions, we gathered insights that guided every step of our approach, ensuring that the Zoho Recruit would address their specific needs effectively.

Step 2: Designing the Ultimate Employee Portal

The heart of this transformation lay in creating a unified, user-friendly portal that met the needs of every employee.

Payroll and Benefits
- Detailed Payroll Summary—Breakdown of earnings.
- Timesheet Submission—With automated compliance checks.
- Streamlined benefits enrollment.
Training and Development
Employees can:
- Access personalized learning paths
- Track certifications and training courses
- Explore career resources
Health and Wellness
- Telehealth Scheduling
- Fitness Challenges
- Mental Health Resources
Integration with fitness trackers boosted engagement dramatically.
Communication
Employees can:
- Message securely
- Use group chats and video conferencing
- Access centralized communication history
Support and Help
- AI-powered chatbot
- Ticket management
- Knowledge base

Personalized Dashboard
We created a highly personalized dashboard for Zoho Healthcare Staffing Agency to simplify workforce management. The dashboard centralizes schedules, job assignments, and compliance updates, providing instant access to critical information. Designed for ease of use, it eliminates the need for multiple tools, keeping everything employees need at their fingertips.
Seamless Registration and Onboarding
We created a streamlined onboarding process for Zoho Creator that simplifies registration. With just a few fields to fill, document uploads, and a one-click signature, employees can smoothly transition from sign-up to profile creation. The seamless integration with the core website ensures a hassle-free onboarding experience, reducing administrative burden and accelerating the hiring process.
Streamlined Application Management
Employees now have easy access to Zoho for healthcare to manage their job applications all in one place.
- Saved Applications Page—Employees can save, track, and manage job applications directly.
- Application Tracker—Real-time status tracking via the employee portal development and the website’s job listings page.
Shift Management
Employees can:
- Submit shift swap requests
- Mark their availability
- Sync with Google and Outlook calendars
Leave Management
- Automated approval workflows
- Tracking of leave balances
- Integration with payroll

Step 3: Seamless Integration with the Core Website

Our integration process involved ensuring smooth connectivity between the Zoho employee portal and the core website, enabling a unified user experience. This was achieved through API integrations, ensuring real-time data synchronization and consistent functionality across both platforms.

The Outcome:

After months of planning, design, development, and rigorous testing, the Zoho for healthcare portal was ready to launch.

The results?

Employees now save up to 60% of their time.
Over 75% of employees actively engaged with the wellness features in the first month.
Payroll is 100% automated with zero errors reported.
Instant messaging, group chats, and video calls kept everyone connected.

Key Takeaways: Why This Transformation Matters

Personalized Experience: Employees feel valued and supported.
Efficiency through Automation: Frees up valuable time.
Holistic Employee Support: Wellness and career development improve satisfaction.

Final Thought: What’s Holding You Back?

We’re thrilled with the results of this project, and more importantly, so is the healthcare staffing agency. Employees now have everything they need in one place—accessible, seamless, and secure.

Could an Employee Portal streamline your operations and boost employee satisfaction?

Let’s chat about how we can help you build a portal that empowers your team!