GHL Workflows
59 automation workflows built for home care and staffing agencies, grouped by what they do. Names and details are generalized — no client data. Click any card to flip it and see the problem it solves and the result.
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Showing 59 workflows
WF-01 — New Lead Form → Booked Call Sequence
Problem
New enquiries arrived through the website form, but nothing automatically moved them toward booking a call, so follow-up depended on someone noticing in time.
Result
Every form submission now starts a booking sequence that guides the lead to schedule a call, with no manual chasing.
WF-02 — Lead Reply → Route & Process Response
Problem
When a lead replied, the message sat until a coordinator manually read and routed it.
Result
Replies are detected and processed automatically, so the right next step fires the moment a lead engages.
WF-03 — Appointment Link Clicked → Follow-Up Reminder
Problem
Leads who clicked the scheduling link but didn't finish booking slipped through with no nudge.
Result
A follow-up reminder now goes out automatically to leads who clicked but didn't book, recovering stalled appointments.
WF-04 — Appointment Booked → Confirmation & Reminder
Problem
Booked calls were missed because confirmations and reminders were sent by hand, if at all.
Result
Once a call is booked, confirmation and timed reminders send automatically, reducing no-shows.
WF-05 — Family Inquiry Form → Coordinator Alert
Problem
Family enquiries could wait unseen until someone happened to check the inbox.
Result
Each inquiry now instantly alerts a coordinator, so families get a fast human response.
WF-06 — Multi-Month Lead Nurture Email Sequence
Problem
Leads who weren't ready to buy went cold, because long-term follow-up relied on someone remembering to email them for months.
Result
Leads receive a consistent multi-month drip of weekly emails automatically, keeping the agency top of mind with zero manual sending.
WF-07 — Email Reply → Smart Auto-Response
Problem
Inbound email replies waited for a person to read and respond, slowing every conversation.
Result
Incoming replies are read and answered with an appropriate smart response automatically, so leads aren't left waiting.
WF-08 — Prospect Campaign · Multi-Touch Series
Problem
Prospect outreach was one-and-done, so agencies that didn't respond the first time were never followed up.
Result
Prospects flow through a structured multi-touch campaign automatically, adding follow-up touches without extra work.
WF-09 — Prospect Campaign · Seasonal Holiday Series
Problem
Timely seasonal outreach to prospects required manually scheduling a send around each holiday.
Result
A holiday-timed campaign sequence sends to prospects automatically across the year's key dates.
WF-10 — Missed Call → Instant Text Back
Problem
Missed inbound calls often meant a lost lead, because no one called back in time.
Result
Every missed call triggers an instant text back automatically, re-engaging the caller before they move on.
WF-11 — Lead Reply → Notify Internal Team
Problem
When a lead replied, the internal team didn't always find out quickly enough to act.
Result
Replies now notify the internal team automatically, so someone can jump on hot leads immediately.
WF-12 — AI Call Answered (New Contact) → Route & Notify
Problem
New inbound calls handled by the AI receptionist still needed a person to log the contact and route it.
Result
When the AI answers a new caller, the contact is created, placed in the pipeline, and the team notified automatically.
WF-13 — AI Call → Needs Review → Route & Notify
Problem
Calls that needed human review could sit unassigned with no clear owner.
Result
Calls flagged for review are routed into a review stage and the team is notified automatically.
WF-14 — AI Call → Qualified / Categorized → Route & Notify
Problem
Qualified callers weren't consistently categorized or advanced in the pipeline.
Result
Qualified calls are categorized and moved to the right pipeline stage automatically, with a notification to the team.
WF-15 — AI Call → Follow-Up In Progress → Route & Notify
Problem
Follow-up calls lacked a tracked status, so it was unclear which were still in progress.
Result
Calls in follow-up are tagged and tracked automatically, keeping the pipeline status accurate without manual updates.
WF-16 — Authorization Expiry → 30-Day Coordinator Reminder
Problem
Client service authorizations could lapse because no one tracked expiry dates a month ahead.
Result
Coordinators are reminded automatically 30 days before a client's authorization expires, leaving time to renew.
WF-17 — Authorization Expiry → 14-Day Coordinator Reminder
Problem
Authorizations nearing expiry needed a closer-in reminder that manual tracking often missed.
Result
A 14-day reminder fires automatically, so renewals don't slip as the deadline approaches.
WF-18 — Authorization Expiry → 7-Day Coordinator Reminder
Problem
The final week before an authorization lapse is critical and easy to miss manually.
Result
A 7-day reminder is sent automatically as a last safeguard before the authorization expires.
WF-19 — Credential Compliance Monitor (Compliant / Expiring / Non-Compliant)
Problem
Knowing which caregivers were compliant, expiring soon, or non-compliant meant manually auditing records.
Result
Caregiver records are continuously classified as compliant, expiring soon, or non-compliant automatically, so gaps surface instantly.
WF-20 — Credential Expiry → 30-Day Reminder
Problem
Caregiver credentials expired because renewals weren't tracked in advance.
Result
A 30-day credential-expiry reminder is sent automatically, giving caregivers time to renew.
WF-21 — Credential Expiry → 20-Day Reminder
Problem
As a credential deadline approached, mid-range reminders were easy to miss manually.
Result
A 20-day credential-expiry reminder fires automatically to keep renewals on track.
WF-22 — Credential Expiry → 10-Day Reminder
Problem
Credentials still lapsed in the final stretch when no closer-in reminder existed.
Result
A 10-day credential-expiry reminder is sent automatically as the deadline nears.
WF-23 — Credential Expiry → 5-Day Reminder
Problem
The last few days before a credential lapse are critical and easy to overlook.
Result
A 5-day credential-expiry reminder is sent automatically as a final safeguard.
WF-24 — Credential Expired → Update Status
Problem
When a credential lapsed, the caregiver's compliance status had to be changed manually.
Result
An expired credential automatically updates the caregiver's status, so scheduling reflects it immediately.
WF-25 — Credential Renewed → Update Eligibility
Problem
After renewing, a caregiver's eligibility had to be manually restored.
Result
A renewed credential automatically updates eligibility, so the caregiver can be scheduled again without delay.
WF-26 — Custom Date Reminder → Post-Expiry (1 Day After)
Problem
Items that expired without renewal had no automatic escalation the day after.
Result
A post-expiry reminder fires automatically one day after a key date passes, catching anything that slipped through.
WF-27 — Contact Change → Keep Opportunity Record In Sync
Problem
When a contact was created or edited, the linked opportunity record had to be updated by hand.
Result
Contact creation and field changes now sync to the opportunity record automatically, keeping the pipeline accurate.
WF-28 — Applicant Intake · Webform → Tag & Enter Pipeline
Problem
New applicants submitted a form but had to be manually tagged and added to the hiring pipeline.
Result
Applicant submissions are tagged and placed into the recruitment pipeline automatically, so no candidate is lost at intake.
WF-29 — Screening Passed → Start Booking Sequence
Problem
Applicants who passed screening waited on a person to invite them to book an interview.
Result
Passing screening automatically starts the interview-booking sequence, moving candidates forward without delay.
WF-30 — Interview Booked → Confirmation & Reminders
Problem
Booked interviews were missed when confirmations and reminders weren't sent manually.
Result
Interview bookings trigger automatic confirmation and reminders, cutting candidate no-shows.
WF-31 — Interview Attendance → Route Showed / No-Show / Cancelled
Problem
Tracking who showed, no-showed, or cancelled interviews was a manual, error-prone step.
Result
Interview attendance is captured and routed automatically by outcome, keeping the pipeline current.
WF-32 — Initial Interview → Route Passed / Failed / Shortlisted
Problem
Interview outcomes had to be manually recorded and the candidate manually advanced.
Result
Initial-interview results automatically route candidates to pass, fail, or shortlist paths.
WF-33 — Client Interview → Route Outcome → Start Onboarding
Problem
After a client interview, moving a passing candidate into onboarding was a manual handoff.
Result
Client-interview outcomes route automatically, and passing candidates begin onboarding without a manual step.
WF-34 — Re-Screening → Route Passed / Failed
Problem
Candidates needing re-screening had no automated path back into the process.
Result
Re-screening outcomes are routed automatically, either advancing candidates or closing them out.
WF-35 — Documentation Pending → Send Paperwork Links
Problem
Candidates waiting on paperwork had to be manually sent the right document links.
Result
When documentation is pending, the required paperwork links are sent automatically.
WF-36 — Documentation Sent → Start Completion Follow-Up
Problem
Sent paperwork often stalled because no one followed up on completion.
Result
Once paperwork is sent, an automatic follow-up sequence chases completion.
WF-37 — Training In Progress → Send Login Details
Problem
Candidates starting training needed login details sent manually.
Result
Entering training automatically delivers the login details a candidate needs to begin.
WF-38 — Training Completed → Update Onboarding Status
Problem
Completed training had to be manually reflected in the candidate's onboarding status.
Result
Finishing training automatically advances the candidate's onboarding status.
WF-39 — Onboarding Started → Create Login Credentials
Problem
Starting onboarding required manually provisioning the new hire's login credentials.
Result
Onboarding kickoff automatically creates the credentials a new hire needs.
WF-40 — New Hire Onboarding → Welcome Sequence
Problem
New caregivers didn't always receive a consistent welcome and orientation.
Result
New hires enter an automated welcome sequence that orients them from day one.
WF-41 — Active Status Reached → Clean Up Temporary Records
Problem
Once a hire became active, leftover temporary records had to be cleaned up by hand.
Result
Reaching active status automatically clears temporary onboarding records, keeping data tidy.
WF-42 — Applicant → Start Compliance Review
Problem
Moving an applicant into compliance review was a manual status change.
Result
Applicants are automatically advanced into compliance review when they reach that stage.
WF-43 — Re-Hire · Rehirable Tag → Process Status Change
Problem
Former staff eligible for rehire weren't systematically re-engaged.
Result
Applying a rehirable tag automatically starts the rehire process and updates status.
WF-44 — Re-Hire → Send Booking Invitation
Problem
Re-hiring candidates had to be manually invited to book.
Result
The rehire flow automatically sends a booking invitation to bring people back quickly.
WF-45 — Pipeline Stage Changed → Auto-Create Task & Notify Recruiter
Problem
When a candidate moved stages, recruiters had to remember to create the next task themselves.
Result
Stage changes automatically create the recruiter's task and send a notification, so nothing is dropped between stages.
WF-46 — Recruiter Task Pending → Send Reminder
Problem
Pending recruiter tasks were forgotten without a nudge.
Result
Outstanding recruiter tasks trigger automatic reminders until they're actioned.
WF-47 — Virtual Assistant Acquisition Outreach
Problem
Sourcing and onboarding virtual assistants for each client account was a repeated, manual outreach effort.
Result
VA acquisition outreach runs through a reusable automated flow that can be pointed at any client account.
WF-48 — Service Completed → Request Google Review
Problem
Happy clients rarely left reviews because no one consistently asked at the right moment.
Result
Completing a service automatically sends a Google review request while the experience is fresh.
WF-49 — Survey Submitted → Send Confirmation
Problem
Clients who submitted feedback got no acknowledgement, leaving them unsure it was received.
Result
Survey submissions trigger an automatic confirmation, closing the loop with the client.
WF-50 — Newsletter Signup → Process Subscription
Problem
Newsletter signups had to be manually tagged and added to the mailing audience.
Result
New signups are processed and added to the newsletter audience automatically.
WF-51 — Seasonal & Holiday Email Campaigns
Problem
Timely holiday emails meant manually building and scheduling a separate send for each occasion.
Result
A library of holiday-triggered email campaigns (Christmas, New Year, Valentine's, Memorial Day, July 4th, Labor Day, Halloween) sends automatically on each date via contact tags.
WF-52 — Client Birthday → Annual Touchpoint
Problem
Birthdays passed unacknowledged unless someone tracked them manually.
Result
Each contact's birthday triggers an automatic annual touchpoint, keeping relationships warm.
WF-53 — Client Anniversary → Annual Touchpoint
Problem
Client anniversaries were easy to forget without a system watching the calendar.
Result
Anniversaries trigger an automatic yearly touchpoint that recognizes the milestone.
WF-54 — Filter Criteria Met → Process Contact
Problem
Contacts meeting specific criteria needed to be found and actioned manually.
Result
Contacts that meet the defined criteria are automatically processed into the right next step.
WF-55 — User Unassigned → Update Record
Problem
When a team member was unassigned, records were left pointing at the wrong owner.
Result
Unassignment automatically updates the affected records, so ownership stays accurate.
WF-56 — Blocked Tag Applied → Remove From System
Problem
Contacts that should be suppressed stayed active because removal was manual.
Result
Applying a blocked tag automatically removes the contact from active flows.
WF-57 — Contact Type Classification
Problem
Contacts weren't consistently typed, making segmentation unreliable.
Result
Contacts are automatically classified by type, so every downstream workflow targets the right people.
WF-58 — Support Ticket Created → Send to Automation Engine
Problem
Support tickets needed a manual handoff from the CRM to the tool that processed them.
Result
New support tickets are automatically forwarded to the n8n automation engine for processing.
WF-59 — Time Logger Form → Process Entry
Problem
Staff time entries submitted via form had to be manually reconciled into usable records.
Result
Each time-logger submission is processed into a clean entry automatically, ready for payroll.
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