Stronger together in regional home care

Welzijnskoepel West-Brabant brings together the home care services of 26 local authorities across the Halle-Vilvoorde region. From one regional organisation, it supports hundreds of clients every day through a network of more than one hundred care professionals. In addition to home care, the organisation also provides complementary home support services for several local authorities.

Operating at this scale requires a well-organised workforce. Employee schedules, client information, worked hours and administration all need to work together seamlessly to maintain high-quality care.

“Our organisation has grown significantly over the years. That requires a scheduling platform that can grow with us while remaining practical for everyone,” says Tom Troch, Home Care Coordinator at Welzijnskoepel West-Brabant.

The challenge: a scheduling process that could no longer keep up

While the organisation continued to grow, scheduling still relied on Excel spreadsheets, paper documents and manual administration. Each region maintained its own files before the administration team checked worked hours, prepared invoicing and managed subsidy administration.

Every schedule change required phone calls to employees. Worked hours also had to be registered, checked and processed separately, making the entire process time-consuming and prone to errors.

“Managing separate Excel files for every region made it increasingly difficult to maintain an overview. On top of that, worked hours still had to be processed manually for invoicing and subsidy administration. It simply wasn’t sustainable anymore,” says Davy Rottiers, Administrative Officer.

To support its continued growth, Welzijnskoepel West-Brabant needed more than employee scheduling software. It was looking for a platform that could connect the entire operational process.

From scheduling software to an integrated home care platform

When selecting a new solution, Welzijnskoepel West-Brabant looked beyond functionality. The organisation wanted a partner that understood the realities of regional home care.

“For us, this wasn’t just about software. We were looking for a partner willing to think alongside us about how we could organise our services more effectively,” Tom explains.

What started as a digital scheduling project evolved into one integrated platform combining employee scheduling, client information, time registration, administration, invoicing and route planning.

Thanks to integrations with Vesta and the Belgian Crossroads Bank for Social Security, employees always have access to up-to-date client information while administrative processes run far more efficiently.

Care professionals also work entirely digitally. Through the mobile app, they can view their schedules, register worked hours, submit observations and manage absences directly in the field.

“The mobile app is extremely user-friendly. Less paperwork, less administration and all the information we need is always within reach. It has made a real difference for our employees,” says Davy.

Less administration, more time for care

Today, Planpoint forms the digital backbone of Welzijnskoepel West-Brabant’s regional home care services.

Schedulers have one real-time overview of employees and schedules. Administrative processes are largely automated, while care professionals always have access to the latest schedules and client information.

As a result, the organisation not only saves time but also improves collaboration between schedulers, administrative teams and care professionals.

Growing together

The partnership doesn’t end with implementation. As the organisation continues to evolve, Planpoint evolves with it. Thanks to its scalable platform, Welzijnskoepel West-Brabant continues to expand and refine its workforce management processes to meet the changing needs of regional home care.

Regional scheduling across 26 local authorities
One shared digital platform supports home care and complementary home support services across multiple local authorities.

Scheduling and administration in one platform
Employee scheduling, time registration, client information, administration and invoicing are managed through one integrated platform.

Seamless integrations
Integrations with Vesta and the Belgian Crossroads Bank for Social Security provide up-to-date information and streamline administrative processes.

Mobile support for care professionals
Care professionals can view their schedules, register worked hours and share observations directly through the mobile app.