Every bed, visible the moment it matters.
De Zorgcirkel is one of North Holland's largest elderly care organisations, serving around 7,500 clients with 4,700 employees across residential care, rehabilitation and home care. Cloud Integrate replaced Excel scheduling and manual allocation with a real-time reservation platform built on Salesforce with GoMeddo.
De Zorgcirkel · Residents, family and care team When demand outpaces capacity, information is care.
When demand for care outpaces capacity, every bed, every room and every available timeslot carries both a human and a financial consequence. The systems behind allocation need to be precise, current and shared. De Zorgcirkel's were none of the three.
Three ways allocation broke down.
Available in one spreadsheet, claimed in another.
Room reservations, staff scheduling and client allocation ran on Excel and manual coordination, error-prone by nature: a room marked available in one spreadsheet could already be claimed in another.
Information travelled through people.
Staff schedules were assembled and communicated through email, phone calls and local records, with no single view of who was allocated where and when. When a bed became available, the news moved through people rather than systems.
Reactive allocation on a tired platform.
Every scheduling decision required cross-referencing multiple sources, and allocation was driven by immediate availability rather than a structured match of care needs, location capacity and staffing coverage. Meanwhile the Service Cloud environment supporting other processes had accumulated technical debt.
The speed of placement depended on who happened to know, not on what the organisation needed.
One interface for rooms, people and placements.
Cloud Integrate configured a customised reservation system on the Salesforce platform using GoMeddo, a Salesforce-native resource scheduling application. Coordinators now see live availability across locations and book rooms, assign staff and allocate clients within one connected workflow, replacing the manual coordination that relied on individual knowledge and fragmented spreadsheets. In parallel, the existing Service Cloud environment was optimised: operational processes streamlined, legacy configurations cleaned up, and the platform aligned with how the organisation actually operates today.
| From | To |
|---|---|
| Rooms double-claimed across spreadsheets | Live availability across every location |
| Schedules assembled by email and phone | Staff and rooms booked in one workflow |
| Placements waiting on the right person to know | Vacancies actionable the moment they occur |
| Allocation driven by what happened to be free | Matching on care needs, capacity and coverage |
| A platform carrying legacy complexity | Service Cloud aligned to today's processes |
Decisions made in one place.
Coordinators work from a single, real-time view of room availability, staff schedules and client placement across all locations, and decisions that once required cross-referencing spreadsheets and phone calls are made in one platform. Room utilisation improved because vacancies are visible and actionable the moment they occur. The optimised Service Cloud runs leaner, with configurations that match current processes, and the foundation is in place to extend the platform as the organisation evolves.
Built for how they work now. Not for how they worked five years ago.
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