MovementX
The Organization
MovementX is a cutting-edge physical therapy company dedicated to empowering individuals to move and live better. With a team of expert physical therapists, MovementX offers personalized, high-quality care that focuses on improving mobility, reducing pain, and enhancing overall well-being. The company prides itself on providing exceptional services in various settings, including homes, workplaces, and communities, ensuring that their clients receive the care they need, wherever they are.
The Challenge
As a rapidly growing company, MovementX faced a significant time challenge with their payroll process. The procedure required pulling data from multiple locations, cleaning and associating the data, pivoting it to create necessary aggregates, and then manually copying data into their payroll system. This complex process took 3-4 hours to complete each payroll cycle and, due to the manual steps involved, could often introduce errors. These mistakes required time-consuming corrections in future payrolls, leading to inefficiencies and added stress on the team.
Josh D’Angelo, CEO of MovementX, noted that these payroll issues were becoming a considerable drain on resources. The need to manually reconcile payroll errors not only affected productivity but also had the potential to impact employee satisfaction due to delays or inaccuracies in compensation.
The Solution
MovementX partnered with ClearTone Consulting to tackle this challenge head-on. ClearTone Consulting, known for its expertise in leveraging low-code platforms to streamline business processes, identified Airtable as the ideal solution to automate and optimize MovementX’s payroll operations.
The implementation process began with Airtable ingesting data from the various sources required for payroll. Automation scripts were then developed to clean the data, ensuring that it was properly formatted and associated correctly with the relevant records. Airtable’s powerful automation capabilities also allowed the system to alert users to any anomalies in the data before the payroll was finalized.
Once the data was prepared, Airtable provided a single roll-up view of the payroll information, which could be easily reviewed by a MovementX staff member. This streamlined view allowed for quick verification and eliminated the need for tedious manual aggregation. After verification, the data was pushed directly into the payroll system, ensuring accuracy and efficiency.
To further enhance the process, ClearTone Consulting configured Airtable to save each payroll run in a historical table. This feature made it simple for MovementX to track past payroll data and refer to previous runs if needed. Additionally, by leveraging Airtable’s dashboarding capabilities, ClearTone Consulting provided MovementX with valuable insights into staff activity, offering a level of visibility that was previously challenging to achieve
“Working with ClearTone Consulting has transformed our data aggregation and analysis from a tedious, stress inducing, time consuming task, to one of simplicity and ease. Their team has opened our eyes to technological solutions we didn’t even know existed, while making our processes more streamlined and secure. We would highly recommend ClearTone Consulting to anyone who is looking for support with data or technological infrastructure needs, and are excited to dive into our next set of big challenges with them!”". – Josh D’Angelo, CEO of Movement
The Impact
Brian was able to engage with the technology software development and networking infrastructure team members, build a trusted rapport with them, and dive deep into their ongoing processes. With the information exchanged through these trusted relationships, Brian was able to recommend a process automation solution in which the team was enthused and supportive. Through the engagement process, the team even made several process changes that minimized communication confusion prior to finalizing a plan for continuous automated deployments.
Brian was also able to build trust with the customer service team, guide them through a requirement gathering process, solicit vendor responses through a rapid-RFP process, and ultimately select a vendor with unanimous support from staff. Customer service team members are excited about the value the new system will bring to them in terms of productivity and capabilities. They are equally as excited to provide improved support to their member customers by bringing new support channels online.
Mark commented, “Brian helped my team understand that he was here to do things ‘with them’ and ‘for them’… not ‘to them’. Brian continues to collaborate effectively with both technical team and operational leaders to move the needle.
The Results
The transformation was nothing short of remarkable. After ClearTone Consulting’s implementation, the payroll process that once took 3-4 hours was reduced to just 15 minutes. The risk of errors was entirely eliminated, resulting in a smoother and more reliable payroll experience for MovementX. The saved time and increased accuracy allowed the company to focus more on its core mission of helping people move and live better.