About the Business

How Merging Workforce Manages Healthcare Staffing with Salesforce

Founded to address the growing demand for flexible and qualified nursing talent, Merging Workforce has rapidly grown into a trusted partner for healthcare institutions across Canada. With a strong reputation for reliability, responsiveness, and high-quality staffing solutions, they bridge the gap between skilled nurses and the facilities that need them — often under urgent timelines.

Previous CRM:

Big Biller

Industry

Healthcare Staffing & Workforce Management

Location

Vancouver, British Columbia

Revenue

~$15-$20 M+

Size

8 full-time employees (5 sales users)

Salesforce Focus Areas:

Sales Cloud

Challenge

Merging Workforce’s rapid growth exposed significant limitations in the systems it relied on to manage its operations. While tools like Big Biller CRM supported portions of their workflow, neither platform could scale with the increasing volume of clients, nurse placements, certifications, and service requests. Critical information — from candidate profiles and assignment details to client requirements and expense submissions — was spread across these disconnected systems. With no unified source of truth, teams struggled to access accurate, real-time data and spent a significant amount of time piecing together information from multiple sources.

These gaps created daily operational friction. Coordinating a single nurse assignment required verifying credentials, checking availability, confirming client expectations, managing rate agreements, tracking lodging providers, and ensuring proper documentation — tasks that had to be performed with no dependable/standardized workflow. This led to inconsistent processes, frequent back-and-forth communication, and a rising risk of errors, delays, and missed follow-ups. Service and expense requests faced similar challenges, often routed through email or separate systems, resulting in slow approvals, incomplete audit trails, and potential payout discrepancies.

Without a centralized platform, leadership lacked visibility into essential metrics such as staffing demand, credential expirations, active assignments, and expense trends. The absence of clear analytics and reporting meant decisions were often made reactively, and the operational inefficiencies became increasingly unsustainable as the business scaled. It became clear that Merging Workforce needed a modern, unified system capable of integrating all aspects of their staffing operations — one that could support their growth and eliminate the limitations of Big Biller and other disconnected tools.

Applicant To Staffing Management

Streamlined the end-to-end journey from nurse application and credentialing to active work assignments, providing full visibility into candidate status and readiness.

Client Acquisition

Centralized lead and client management to support consistent tracking of opportunities, faster follow-ups, and a clearer view of the sales pipeline.

Why Terrabbit

When Merging Workforce began exploring Salesforce, they weren’t just looking to replace spreadsheets — they wanted a long-term partner to help modernize their entire operation.

Their previous tools fell short not because of the technology itself, but because they lacked:

structured processes,
centralized data, and
team-aligned workflows.

Terrabbit was selected for our deep expertise in workflow-driven Salesforce implementations and our human-centered approach to change management.

Before designing a solution, our team invested time in understanding the full lifecycle of workforce placement — from lead intake to nurse credentialing, client onboarding, assignment fulfillment, and expense settlement.

Moving to Salesforce was honestly a scary step for us, especially after transitioning from paper-based processes to fully online systems. There was a lot of change happening, but the process was surprisingly seamless because of how many touchpoints we had and how many people on our team were involved. That collaboration meant valuable feedback wasn’t missed, even from newer team members. What we thought would be the biggest challenge — migrating all our data from Big Biller — was handled smoothly and saved us from a potential manual nightmare. Terrabbit consistently helped us define problems, explore solutions, refine strategy, and keep the project moving forward. We’re in a much better place now, with a system that’s not only better than what we had but built to support our growth across Canada and into new lines of business.

Brandon Parminter - CEO

The Implementation Journey

The transformation began in late 2025 with an eight-week plan to move Merging Workforce onto a modern, centralized Salesforce platform. Terrabbit started by learning how the team managed leads, coordinated nurse assignments, tracked certifications, and handled service and expense requests. This deep understanding shaped a custom solution designed around their real operational workflows.

Within two months, Merging Workforce had a fully connected system that replaced spreadsheets, emails, and disconnected tools. Salesforce now provides structured processes for managing clients, nurses, and assignments, reducing manual effort and giving teams clearer visibility into every stage of the staffing lifecycle.

Following implementation, Terrabbit provided targeted training to ensure a smooth adoption across recruitment, operations, and support teams. The platform went live shortly after, and staff quickly embraced it for its simplicity and efficiency.

Since then, Terrabbit has continued to support Merging Workforce with ongoing enhancements and optimization. This partnership has modernized its operations and established a scalable digital foundation that will evolve in step with future growth and advanced system integrations

Lessons Learned & Advice for Other Businesses

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‍Embrace change, even if it feels daunting. Moving from paper processes and legacy systems to a modern CRM can seem overwhelming, but with the right guidance, the transition can be smooth and highly rewarding.

Involve a cross-functional team early and consistently. Having multiple team members — including new hires with fresh perspectives — participate in discovery and review sessions ensured that no feedback was missed and the final system reflected real operational needs.
Frequent touchpoints make all the difference. Regular check-ins allowed the team to raise questions, refine workflows, and stay aligned, ultimately creating a more accurate and effective solution.
Data migration doesn’t have to be painful. Although migrating information from Big Biller initially felt like a major risk, Terrabbit’s structured approach made it seamless and prevented what could have been months of manual clean-up.
Choose a partner who collaborates, not just implements. Terrabbit’s problem-solving style — presenting solutions, validating them with the client, and adjusting strategy when needed — created clarity and confidence throughout the project.
Stay flexible and open during the process. When new automation requirements surfaced late in the project, both teams worked together to reprioritize rather than delay important functionality.
Timelines can remain on track with the right structure. Even with adjustments, the project stayed clean, organized, and close to the original schedule.
Build for the future, not just the present. With Salesforce in place, Merging Workforce now has the foundation to scale across Canada, support new service lines, and expand into B2C home care services — growth that would have been impossible on their previous systems.
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Brandon Parminter - CEO