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About HLCYN & HalcyonShift™
We transform how South African businesses operate by combining technical expertise with human understanding. Discover our methodology, technology, and the philosophy behind our approach.
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Our Story & Vision

HLCYN was founded to bring calm to operational chaos. Our name is inspired by the halcyon—a mythical bird said to calm stormy seas—and our mission is no different: to help South African businesses replace spreadsheet storms with calm, connected systems. I'm Jean-Philippe Ghyoot, a Chartered Accountant with 15+ years in finance, energy, and property. Over the years, I saw firsthand how the right systems could transform businesses—and how the wrong ones drained time and potential. That's why I created the HalcyonShift™ method: a structured, human-first approach to implementing SmartSuite and no-code solutions that truly serve teams. Today, HLCYN blends operational insight with no-code technology to deliver practical, long-lasting transformation for businesses of all sizes. We're committed to democratizing enterprise-grade capabilities for South African businesses, making operational excellence accessible without massive budgets or technical teams.

The HalcyonShift™ Approach
Every implementation follows our 4-phase methodology, tailored to your business but consistent in its impact:

Phase 1: Process Panorama

What We Do: Conduct in-depth discovery workshops with key stakeholders Map current processes and identify critical pain points Document data flows and integration requirements Prioritise opportunities based on impact and complexity What You Experience: Collaborative sessions that illuminate hidden inefficiencies Clarity on what's possible with SmartSuite A comprehensive transformation roadmap Alignment across departments on priorities

Phase 2: Design the Flow

What We Do: Create detailed solution architecture Design database structures and relationships Map automated workflows and approval processes Develop integration strategy with existing systems What You Experience: Visual previews of your future system Collaborative design sessions Confidence that your unique processes are being understood Excitement about the possibilities

Phase 3: Implement with Insight

What We Do: Configure SmartSuite environments Migrate and validate data from existing systems Set up automations and integration points Create custom dashboards and reports What You Experience: Regular progress updates and demonstrations Early access to components as they're completed Incremental value delivery throughout implementation Training sessions tailored to your team's needs

Phase 4: Evolve & Empower

What We Do: Deliver comprehensive team training Create detailed documentation Finalize system handover Establish ongoing support protocols What You Experience: Growing confidence in your team's ability to use the system Clear understanding of how to maintain and extend your solution Excitement about future possibilities Peace of mind knowing support is available when needed

A typical implementation takes 4-8 weeks, with personal oversight and specialised expertise as needed.
SmartSuite at the Core. Your Stack, Tailored.
Why Smartsuite?

Business Value

All-in-One Flexibility Replace multiple tools like your CRM, Asset Tracking, Project Management, Document Management and the list goes on with one integrated solution. Unified Operations Connect all business functions in one comprehensive platform for faster decision-making.

Financial Benefits

Competitive Pricing Enterprise-grade functionality at SMB-friendly rates compared to alternatives. Rapid ROI See positive returns within 60-90 days through documented time savings.

Familiar Interface

Spreadsheet-like design reduces training time by up to 60%, with intuitive no-code controls that empower non-technical users to build and modify solutions. Customisable Workflows Adapts to your unique processes rather than forcing change.

Security & Support

Data Sovereignty Keep sensitive information secure with granular permission controls. Global Platform, Local Support Implementation aligned with your regional business needs and hours.

SmartSuite serves as our foundation for transformation, offering unique advantages for businesses.
Our Broader Stack
While SmartSuite serves as our core platform, we leverage a comprehensive technology stack to address specific client needs:

Business Foundation

SmartSuite Our core platform for building comprehensive business systems that seamlessly unite your data, workflows, and teams. Asana Project management that aligns strategic goals with daily tasks, keeping teams synchronised and accountable.

Data Collection & Engagement

Fillout Powerful form builder that extends SmartSuite with advanced quizzes, scheduling, workflows and conditional logic capabilities.

Intelligent Automation

Relay Human-in-the-loop automation connecting your tools into intelligent workflows that preserve the personal touch. Make Visual workflow builder offering powerful data transformations and complex conditional logic for sophisticated business automations. Zapier Instantly connect thousands of apps with simple automations that eliminate repetitive tasks and streamline workflows.

Financial Intelligence

Xero Cloud-based accounting solutions for streamlined financial management. Syft Analytics Financial reporting and visualisation for data-driven business decisions. Dext Prepare Automated document processing that eliminates manual data entry and ensures financial accuracy.

AI Enhancement

Gamma Speedily transform data using AI into compelling visual presentations that tell your business story effectively. Claude AI Advanced artificial intelligence that enhances content creation, data analysis, and customer communications. Motion AI-powered calendar, project and task management maximising team productivity.

Need help with automations or optimising your existing tools?
We also offer standalone services for clients with established systems. Our goal is to meet you where you are and provide the most appropriate solution for your business needs.
We don't push tools. We build the stack that's right for your business.
What Makes Us Different
Local Context, Global Standards:
South African business understanding with international-quality implementation.
Systems That Serve Humans
Technology that creates mental space, not stress.
Scalable, Budget-Conscious Support:
World-class solutions at rates that make sense for our market.
Real ROI, Not Tech for Tech's Sake
Measurable results that liberate businesses from inefficient processes.
Our Collective Expertise
Operational Leadership
15+ years of C-suite experience across multiple industries.
Certified Specialists
SmartSuite-certified consultants with deep platform expertise.
Automation Engineers
No-code architects who transform complex spreadsheets into streamlined workflows.
Implementation Success
Systems that deliver measurable ROI and real time savings.
Frequently Asked Questions
What does "systems that serve humans" really mean?
"Systems that serve humans" means technology should work for people, not the other way around. Instead of forcing teams to adapt to rigid software, we design systems that respect how people actually work while eliminating tedious tasks. This creates mental space for creativity and strategic thinking, with technology that feels like a helpful assistant rather than another burden.
Can we maintain the system ourselves after implementation?
Absolutely! Self-sufficiency is our goal for every client. Your SmartSuite solution comes with comprehensive training and documentation specifically designed for your team. We follow a "teach to fish" approach where we don't just build your system—we ensure your team understands how to manage and extend it. Most clients handle day-to-day maintenance independently within 2-3 weeks of implementation, while keeping us available for more complex changes or strategic guidance.
How will you ensure our data complies with POPIA?
We implement SmartSuite with POPIA compliance as a priority, including proper data access controls, consent management, and data processing practices that align with South African legal requirements.
How is your approach different from other consultancies?
Most consultancies either focus exclusively on technology implementation or business strategy—rarely both. Our approach unites operational expertise with technical implementation, ensuring solutions that are both technically sound and aligned with actual business needs. We also prioritize human experience in ways many technical consultants overlook.
Let's Shift Your Business Operations
Book a free 30-minute call to explore how our HalcyonShift™ Method transforms complexity into clarity across your business.
✓ Calm, connected systems ✓ Rapid implementation ✓ Solutions your team will actually use
A specialised team of SmartSuite and no-code experts helping South African businesses shift from complexity to clarity.
Contact
From Complexity to Clarity: Systems That Serve Humans
  • hello@hlcyn.io
  • Gauteng, RSA
© 2025 HLCYN. All rights reserved | "HalcyonShift™ is a trademark of HLCYN"