Complex Mental Health Website Built on WordPress, Project Collaboration with Headspring

Executive Summary

Headspring, founded in 2001 and acquired by Accenture in 2021, approached Caffeine Interactive with a proposal to assist with a WordPress project. Recognizing that its team was struggling with building functionality using technology the developers were unfamiliar with, deadlines began slipping, and its client grew anxious for the final product.

Caffeine Interactive embarked on a transformative WordPress project collaboration with Headspring. In this case study, we will delve into how staff augmentation provided Headspring the resources needed for a complex WordPress website for We will explore our approach to staff augmentation, the technology employed, and the processes put in place to achieve success.


Caffeine Interactive is a web and mobile application development company using a unique staffing model of a mix of US and offshore talent. Remote work has been its lifeblood since its inception in 2013.

Caffeine Interactive kicked off its first year of business with a staff augmentation project for a semiconductor company and realized immediately that a successful partnership needs clear communication, knowledge of the existing state of the project, the flexibility to work with client development processes, and an understanding of the product roadmap.

Staff augmentation is a burgeoning trend in the software industry, driven by tech companies striving to meet revenue expectations and navigate growth cycles. Partnering with a single entity that offers a pool of skilled developers can be more efficient than individually recruiting developers with varying experience levels.

The Need for Staff Augmentation

Talent Acquisition

Finding and retaining skilled professionals can be challenging, especially in competitive industries or niche markets. As companies expand, they need to attract and retain top talent to sustain growth and innovation.

  • Staff augmentation enables companies to access a diverse pool of specialized talent, including developers, designers, business analysts, and consultants, without the constraints of geographical boundaries or lengthy recruitment processes. This allows businesses to quickly scale their teams based on project requirements or emerging skill demands.

Cost Management

Scaling a permanent workforce involves significant upfront and ongoing costs, including salaries, benefits, training, and infrastructure. Managing these costs while ensuring optimal resource allocation can be daunting for businesses, particularly during periods of rapid expansion or economic uncertainty.

  • By leveraging staff augmentation services, companies can optimize their workforce costs by paying for specific skills or services on a temporary or project basis. This helps mitigate the financial risks associated with permanent hiring, such as salaries, benefits, and overhead expenses while ensuring access to the expertise needed to drive business initiatives forward.


Traditional hiring processes often lack the flexibility and agility required to respond swiftly to fluctuating market demands or project requirements. Companies may struggle to adapt their workforce size and composition to dynamic business conditions, leading to inefficiencies and missed opportunities.

  • Staff augmentation offers companies the flexibility to scale their workforce up or down in response to changing market dynamics, project timelines, or strategic priorities. Whether it's ramping up resources for a new product launch or downsizing after project completion, staff augmentation allows businesses to adapt their staffing levels with agility and precision.

Case Study: Headspring

Headspring started as a small software development firm focusing on delivering custom solutions to businesses seeking to improve their technological capabilities. Headspring gained recognition for its expertise in software development, particularly in Microsoft technologies such as .NET framework.

As the demand for digital solutions increased, Headspring expanded its services to include enterprise-level application development, cloud migration, and digital transformation consulting. 

Caffeine Interactive was in a vendor relationship with Headspring for website maintenance. Headspring’s internal development team was not tasked with the upkeep of its own WordPress website so that the developers could focus on client work. 

When Headspring found itself up against a deadline and tasked with using a technology it was challenged by, the team project manager reached out to Caffeine Interactive for a WordPress project collaboration (staff augmentation). Caffeine Interactive put together a three-person team consisting of two developers and a project manager to jump in and get the project back on track.

The project focused on integrating a complex plugin for searching across multiple categories coupled with geographic searching. Additionally, the project involved extensive bug fixes, performance optimization, feature enhancements, and configuration updates. Developers addressed issues such as layout inconsistencies, filter functionality, and search features to improve overall usability. Additionally, they responded to PR comments, managed tickets, and collaborated on resolving various technical challenges to ensure the smooth operation of the platform.

Caffeine Interactive’s Approach to Staff Augmentation

Caffeine Interactive’s unique approach to staff augmentation begins with a thorough understanding of the project’s technology and a comprehensive audit to familiarize developers with the existing codebase. Caffeine Interactive prioritizes communication and collaboration, conducting interviews and attending demos to grasp the current functionality state to ensure alignment. Its process involves matching technology needs with the right expertise, leveraging a combination of existing talent and strategic new hires tailored to the project’s requirements. Throughout the engagement, the team works closely to prioritize tasks effectively, ensuring that its efforts align with goals and expectations. This approach stands out from traditional methods by emphasizing proactive communication, targeted talent acquisition, and collaborative task prioritization, ultimately driving greater efficiency and alignment in project execution.

Development Process

The development lifecycle for the Headspring project followed a structured process that began with the client providing a list of tickets for each 1-week sprint. These tickets were then assigned to developers who worked on them and released them for internal quality assurance (QA) testing. Upon passing internal QA, the tickets were released to Headspring for review, where their development manager assessed both the code pull request (PR) and the functionality. If the code met the standards, it was merged.

Throughout the project, Caffeine Interactive maintained regular communication with the client team, scheduling semi-weekly meetings to ensure alignment and address any concerns. While they were not directly involved in daily standups, they remained accessible via email and ticket comments to address any immediate needs or queries the client had, thereby ensuring transparency and collaboration throughout the development process.

Features, Technologies & Capabilities

Example features Caffeine Interactive implemented:

Example capabilities include:

Example Technologies Used

  • WordPress
  • JavaScript
  • PHP
  • CSS
  • HTML
  • HubSpot
  • WP Rocket
  • jQuery
  • Google Analytics
  • MySQL

Results and Impact

Through its WordPress project collaboration with Caffeine Interactive, Headspring significantly amplified its development capacity, embracing staff augmentation as a strategic tool for fostering innovation and maintaining its client relationship, ultimately delivering a completed, fully functional website.

Lessons Learned

Education and Training

An essential aspect of staff augmentation involves not only successfully completing a project and handing it over upon completion but also transferring the necessary knowledge back to the client to maintain the project effectively.

Efficiency in Problem Resolution

The staff augmentation model emphasized a proactive and efficient approach to problem-solving, which was key in quickly addressing and resolving challenges to minimize disruptions and maintain project momentum.

Best Practices Developed During the Project

Flexible Development Process

Caffeine Interactive has proven processes in place that result in successful projects. However, when working in a staff augmentation environment, it is important to be flexible to accommodate the partner’s needs and own processes.

Two-way Communication

A remote staff augmentation model demands constant communication through multiple channels. Those channels should be mutually agreed upon and should include a software development platform, email, and scheduled check-ins for updates and discussions. These channels help Caffeine Interactive maintain transparency, address issues promptly, and ensure everyone is aligned with the project goals.


In conclusion, the WordPress project collaboration between Headspring and Caffeine Interactive exemplifies the power of strategic partnerships and staff augmentation in overcoming development challenges and delivering exceptional results. By leveraging Caffeine Interactive’s expertise and resources, Headspring not only successfully navigated complex technical hurdles but also strengthened its position in the digital landscape. This collaborative effort underscores the value of effective teamwork and the transformative impact of WordPress project collaboration in driving innovation and achieving project success.

Innovate. Automate. Caffeinate.

Caffeine Interactive has references available upon request and would be pleased to explore your staff augmentation needs. NDAs are available if needed.

Let’s innovate and automate together. Reach out to Dustin DeVries, Caffeine’s CTO and co-founder for a free consultation to see how our team can complement your team.