Replacing 8+ SaaS Tools for a Multi-Location Wellness Company

How Elysian Consolidated Payroll, Scheduling, Tax & HR Into One Unified Platform

App: Elysian Operations Platform (Time Warp + Nexus Wellness) | Industry: Wellness / Healthcare Operations | Client: The Elysian Institute — multi-location wellness, spa, and integrated medicine company (Montana) | Company size: Mixed workforce: hourly clinicians, salaried staff, per-session therapists across multiple locations | Duration: Multi-month engagement, live in production with active daily use

View Live Site →

Summary

All-in-one workforce, payroll, wellness, and tax-compliance platform that replaces 8+ separate SaaS tools with a single unified system.

The Challenge

Before this build, the team was juggling separate tools for time tracking, scheduling, payroll, banking, HR, document management, telehealth, and spa POS — each with its own login, double-data-entry, and reconciliation pain. Multi-pay-code therapists were nearly impossible to pay correctly, and tax filings were tracked outside any system.

Our Approach

• Built a Mountain-Time DST-aware time engine with multi-pay-code timesheet generation and scheduled-rate-change auto-apply (with pre/post-rate hour-splitting on payroll exports)
• Integrated Plaid (banking + direct deposit), UKG Ready (payroll), TaxBandits (real-time tax e-filing via webhooks), EFTPS, and DoseSpot (e-prescribing with EPCS)
• Layered an OpenAI RAG-based AI assistant + AI-powered tax reporting on a private knowledge base
• Shipped a React Native / Expo mobile app with biometric authentication, secure credential storage, and kiosk verification using WiFi BSSID + PC name
• Implemented HIPAA-compliant Daily.co video for telehealth and AES-256-GCM encryption + HMAC-SHA256 signature verification across the stack
• Built role-based multi-portal access control with intelligent auto-scheduler and ICS calendar import with smart name-merging

Outcomes & ROI

• 8+ — Tools Consolidated: Time tracking, scheduling, payroll, banking, HR, telehealth, document management, and POS all in one platform
• ~70% — Payroll Prep Time Reduction: Corrections, multi-rate splits, and exports are now automated
• Real-time — Tax Filing: TaxBandits webhook integration replaces what was a multi-day manual workflow

Eliminated double-data-entry between scheduling, payroll, and accounting. Mobile clock-in adoption across all field/clinic staff via biometric login. Zero-touch daily time recap emails to every employee who clocked in.

Technologies Used

React + TypeScript + Vite, React Native / Expo, Node + Express + Drizzle, PostgreSQL (Neon), OpenAI RAG, Plaid, UKG Ready, TaxBandits + EFTPS, Daily.co (HIPAA video), DoseSpot (EPCS), Postmark

Key Takeaways

1. Mixed-pay-code workforces (hourly + salaried + per-session) are the single biggest source of payroll errors — solving them properly requires a custom time engine, not a SaaS configuration
2. Real-time tax e-filing eliminates an entire category of compliance risk that most small-business platforms ignore
3. HIPAA telehealth + EPCS e-prescribing are achievable in a custom build when you treat encryption and signature verification as first-class architectural concerns

Frequently Asked Questions

How do you handle therapists paid both hourly and per-session?

We built a multi-pay-code timesheet generator that splits hours pre/post any scheduled rate change, then exports a payroll file UKG Ready can ingest directly — no manual reconciliation.

Is the platform HIPAA-compliant?

Yes. Telehealth runs on Daily.co (HIPAA BAA), data is encrypted with AES-256-GCM, webhooks are verified with HMAC-SHA256, and access is governed by role-based multi-portal controls with full audit logging.

How does mobile clock-in work?

The Expo mobile app supports biometric login (Face ID / Touch ID), and kiosk-mode verification uses WiFi BSSID + PC name to ensure clock-ins happen from authorized locations.

Related Services

• Digital Transformation
• AI Strategy
• AI Security

More Case Studies

• Axiom AI — A multi-agent AI orchestration platform that lets users deploy, coordinate, and monitor swarms of specialized Claude/GPT/Gemini agents from a single command center to autonomously execute complex software, research, and operational workflows.
• Axiom Trading Agent — An autonomous multi-vertical trading agent that finds, validates, and executes positive-EV trades on Kalshi prediction markets and Robinhood crypto end-to-end, with no human in the loop.
• Tier IV Pro — A unified manufacturing operations and project-management platform combining real-time bay scheduling, financial goal planning, quality/IDQ tracking, and AI-assisted forecasting into a single executive cockpit.
• Elysian Institute Website — A modern, SEO-optimized marketing website for a recovery, wellness, and longevity center, featuring 20 detailed service pages, transparent membership pricing, and direct integration with the client's external booking system.
• March Madness Commissioner — A full-stack commissioner dashboard that automates ESPN bracket league management — syncing picks, tracking payments, and generating AI-powered win projections — with a companion iOS mobile app.
• MealPlan — AI-powered family meal planning app that generates personalized weekly meal plans, tracks nutrition, scans barcodes, identifies food from photos, and acts as a personal nutrition coach.