TOOLS
Need & Problem
The company needed a fully customized caregiver hiring process that could not be covered by standard recruiting tools. The workflow had to reflect their specific operational model and compliance requirements.
Key challenges:
• Highly personalized candidate journeys
• Multiple hiring stages with conditional logic
• Clear stage visibility for internal teams
• Structured document collection and validation
• Automated reference requests
• Email automation and lifecycle tracking
• No suitable off-the-shelf solution
In addition, client onboarding required structured stage tracking within the same system, and contracts had to be generated, sent, and signed digitally within an integrated workflow.
The Solution
• Designed and built the complete hiring workflow from scratch in Airtable
• Structured a multi-stage recruitment pipeline (from first contact to hire)
• Implemented automated, personalized email sequences
• Automated reference request and tracking process
• Built document tracking and validation logic
• Developed a structured client onboarding workflow
• Created a Jotform-based data intake process
• Implemented a DocuSign contract generation workflow
• Connected DocuSign and Airtable via Zapier to automatically send, track, and store signed contracts
• Designed and deployed Airtable Interfaces for controlled, role-based user access
• Ensured a secure, scalable backend data architecture
• Delivered documentation and onboarding for internal teams