Empowering a Connected Workforce: 100% Mobile Adoption of Loop at Summerset

Summerset New Zealand

Introduction

Summerset New Zealand transitioned more than 3,000 employees across 36 villages from its legacy Employee Online (EOL) platform to Loop, delivering a modern, mobile-first workforce experience. Implemented in just 2.5 months, the initiative achieved 100% staff adoption across a geographically dispersed workforce using diverse personal devices.

Loop replaced a limited desktop-based system with intuitive mobile access to rosters, multi-period visibility and self-service workforce information. Staff gained earlier access to schedules, improved clarity on shifts and greater confidence in payroll accuracy.

The transition strengthened workforce engagement while reducing administrative burden on rostering and payroll teams. Loop is now embedded as Summerset’s primary workforce platform, enabling a more connected, informed and self-sufficient workforce across its national aged care operations.

Challenge

Summerset faced a mandatory transition when its existing Employee Online system was decommissioned. The legacy platform offered limited roster visibility, usability challenges and high administrative overhead for rostering and payroll teams. Staff frequently contacted managers for basic roster queries, password resets and payroll clarification, creating inefficiencies at scale.

Remaining on an unsupported system also posed security and continuity risks. However, transitioning thousands of staff across 36 villages, many using personal devices with varying operating systems, presented significant adoption and technical challenges.

The organisation needed to deliver a rapid, low-disruption digital transition while improving workforce experience, not simply replacing one system with another. Success depended on achieving universal adoption and ensuring the new platform was intuitive, accessible and trusted by staff across diverse roles and locations.

Approach

Summerset delivered a rapid, phased rollout of Loop across five regions and 36 villages using a lean, cross-functional team. The core group included a System Administrator, rostering specialists, Change Manager and Group IT, supported by local site champions who drove frontline adoption.

Change management focused on clear staff benefits: improved roster visibility, fewer payroll issues and easy mobile access via single sign-on. Training was scheduled around payroll cycles to avoid disruption, and a structured escalation pathway resolved device compatibility issues quickly.

Site champions provided hands-on support with installation and confidence-building, while technical enhancements such as SSO removed common login barriers. This practical, people-centred approach enabled Loop to be embedded quickly and consistently across the organisation, achieving full workforce adoption within 2.5 months.

Achievements / Outcomes

Loop has delivered immediate workforce and operational improvements across Summerset.

Staff now have visibility of approved rosters across multiple periods, enabling better personal planning and proactive shift review before payroll processing. Confidence in roster accuracy has increased, reducing payroll corrections and enquiries.

Managers and rostering teams report significant reductions in routine queries and password requests, freeing time for higher-value workforce planning. Earlier roster visibility has improved planning horizons and reduced last-minute staffing gaps.

The mobile-first experience has also strengthened onboarding, giving new hires a modern and intuitive entry into the organisation. Achieving 100% workforce adoption across more than 3,000 staff demonstrates strong acceptance and trust in the platform. Loop has shifted workforce engagement from reactive to proactive, empowering employees while simplifying operations at scale.

Lessons for Others

• Focus change messaging on staff benefits
• Use local champions for adoption
• Align training with payroll cycles
• Remove login friction (e.g. SSO)
• Provide fast device support pathways
• Keep rollout lean and practical
• Measure adoption early and visibly