Halcyon Health runs 14 clinics across two countries. Until last year, every payroll cycle meant three days of spreadsheets, late-night calls to clinic managers and at least one correction run after payday.
Today their team of four closes payroll for 3,200 people in a single afternoon. Here is exactly how they did it.
1. One source of truth for hours
The biggest delay was chasing timesheets. Halcyon moved every clinic onto Infynex HRIS shift scheduling, so hours flow straight into payroll the moment a shift ends. No exports, no copy and paste.
“We used to spend the first day just finding out who worked when. Now that day simply does not exist.”
2. Approvals that come to you
Managers approve overtime and leave from their phone, with a clear deadline two days before payroll closes. Anything still waiting is flagged automatically, so nothing slips through.
- Overtime requests route to the right manager by clinic
- Reminders go out 48 hours before cut-off
- Payroll only sees fully approved hours
3. Checks before you click run
Before each run, Infynex HRIS compares this month to last month and highlights anything unusual - a missing employee, a sudden jump in overtime or a bank detail that changed. The team reviews the short list, not every row.
- 3 days
- to 3 hours
- 0
- correction runs in 6 months
- 14
- clinics on one payroll
What you can copy this month
You do not need to change everything at once. Start by moving one site onto digital timesheets, set a clear approval deadline, and turn on pre-run checks. Most teams see the difference in their very next cycle.
