WorkScheduled services, Sydney
The right person on every visit, worked out in one question.
An agent that decides which practitioner sees which client, by location, travel, working days and capacity, and answers by voice from the car.
The business
A mobile team of practitioners across five services (physiotherapy, occupational therapy, speech pathology, exercise physiology and dietetics) who travel to clients across Sydney. The same problem lands on any business that sends people to clients: home care, cleaning, trades, tutoring.
What we coveredScheduling agent, team list, leave and handover planning, voice access
Claude
Google Drive
Excel
Before
Deciding who sees whom meant a map, a spreadsheet and someone's memory. Every new referral, every holiday and every new starter or departure meant reworking the plan by hand, and clashes, like two practitioners away in the same week, were easy to miss until a visit fell through.
Now
- Placing a new client takes one question, not a map and a spreadsheet.
- Clashes, like two practitioners away in the same week, are flagged before a visit is missed.
- Nobody is overloaded without the owner knowing.
- Leave, new starters and departures are planned, with a handover checklist for each client.
- The owner can run it hands-free from the car.
Recognise your week in the Before column? Find out what an agent could take off it.
What happens on its own now
5 jobs off the team's plate.
Before: someone on the team
- New referral comes in
- Someone goes on leave
- Two people away at once
- Someone leaves
- Question asked by voice
Now: runs on its own
- Closest practitioner with room suggested
- Cover planned for those dates only
- Clients left uncovered flagged first
- Clients moved, handover checklist made
- Short spoken answer, one yes or no
What that could be worth to you
In a business like yours, about 4 hours a week back, worth around $8,100 a year.
Your estimate, using the share of each job an agent typically takes (75%) over 48 working weeks. The audit measures it properly.
Build your own stackWhat we built
- Built
Scheduling agent
Decides which practitioner sees which client, for every service, from where each client lives, who can get there, which days each person works and how much room they have. It proposes a plan; the owner makes the final call.
- Built
Ask it anywhere, even by voice
Works on a phone, laptop or desktop. In the car it answers in two or three spoken sentences with one yes or no question, and repeats names back so a misheard one gets corrected.
- Built
One team list
Everyone's base, travel radius, days, capacity and start or end date in one place, checked against the capacity document every time, with any mismatch flagged.
- Built
Leave, starters and departures
Cover plans only for the dates someone is away. New starters fill up in a set order from their start date. Departures move clients and produce a handover checklist for each one.
- Built
Rules it never breaks
Locked decisions stay put, clients keep their practitioner unless something forces a change, the closest person with room gets the client, and clients seen more than once a week are shared between two so a holiday never leaves them without care. It never cuts a client's visits on its own.
- Built
Private by design
It never emails, texts or shares anything, because client details are private health information. It decides who sees whom and leaves the booking to the team.
Want a build sheet like this for your business? It starts with an audit.
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See what we builtSame problem in your business?
Sending people to clients, and the roster lives in someone's head? Whether it's practitioners, carers, cleaners or trades, that's where we'd start.