Hire caregivers and keep every credential current — pipeline, background checks, and expiry tracking in one portal.

Table · Agencies

The home-care agency itself — the tenant record every position, applicant, document and audit entry hangs off, so each agency only ever sees its own hiring and credentialing data.

• 5 fields · 2 recs
• 2 text
• 1 files
• 2 decision_box

Table · Positions

Every open requisition your agency is hiring for, with pay, hiring manager and the pipeline of applicants attached to it.

• 10 fields · 9 recs
• 2 text
• 3 select
• 1 long_text
• 1 currency
• 1 number
• 2 connection

Table · Position Credential Requirements

The credential types a given position demands, linking each requirement to its position and agency so screening can build the right checklist and the compliance board checks what actually matters.

• 4 fields · 13 recs
• 1 select
• 1 text
• 2 connection

Table · Applicants

The heart of the pipeline — one record per candidate carrying their stage, recruiter, documents, interviews, checks and offer from application to hire.

• 24 fields · 34 recs
• 6 text
• 1 email
• 1 phone
• 2 date
• 1 long_text
• 4 select
• 1 files
• 2 decision_box
• 1 date_time
• 5 connection

Table · Documents

Everything an applicant uploads, queued for compliance verification and filed against the person who sent it.

• 12 fields · 63 recs
• 1 text
• 2 select
• 1 files
• 1 decision_box
• 1 date_time
• 1 date
• 5 connection

Table · Credentials

The license and certification register that keeps every caregiver schedulable — verified, dated and watched for expiry.

• 16 fields · 80 recs
• 4 text
• 2 select
• 3 date
• 1 files
• 5 connection
• 1 dynamic

Table · Background Checks

Where background and exclusion screenings are requested, tracked and reviewed, with FCRA adverse-action steps built in for results that need them.

• 16 fields · 25 recs
• 1 text
• 4 select
• 1 long_text
• 1 files
• 2 date_time
• 2 date
• 1 decision_box
• 4 connection

Table · Interview Notes

Structured interview feedback and scores so recruiters and hiring managers decide on candidates with the same information.

• 10 fields · 32 recs
• 1 text
• 1 date_time
• 2 select
• 1 number
• 1 long_text
• 4 connection

Table · Offers

Offer letters sent to applicants for review and signature, with expiry dates so unanswered offers do not linger.

• 14 fields · 10 recs
• 2 text
• 1 currency
• 2 date
• 1 select
• 1 files
• 2 date_time
• 5 connection

Table · Audit Log

Append-only trail of who did what and when across the portal — uploads, logins, PHI reveals and status changes — tied to the agency and user, kept for compliance review and never edited by hand.

• 9 fields · 1020 recs
• 3 text
• 1 date_time
• 2 select
• 1 long_text
• 2 connection

Role · Applicant

Candidates apply from a public form and use an email-and-PIN link to upload documents, check their status and sign their offer — no account needed.

Role · HR / Recruiter

Runs requisitions and the applicant pipeline, logs interviews and sends offers, with sensitive personal data masked.

• 2 users

Role · Compliance Officer

Verifies credentials and documents, reviews background-check results, runs adverse-action steps and watches expiries.

• 2 users

Role · System Admin

The agency owner — manages users, positions, credential requirements, branding and reminder settings for their own agency.

• 2 users

Role · Caregiver

Hired staff sign in to see which credentials are coming up for renewal and upload replacements before they lapse.

• 2 users

Workflow · Position created - tenant denorm

Tags every new position with the agency of the recruiter who created it, so it only ever appears on that agency's own boards and dashboards.

• 1 step
• on Positions

Workflow · Position Credential Requirement denorm

Carries the agency down from the parent position onto each new credential requirement, keeping the requirement list scoped to the right tenant.

• 1 step
• on Position Credential Requirements

Workflow · Applicant created - intake

Confirms receipt to every new applicant with their status-portal PIN and alerts the hiring manager the moment an application lands.

• 4 steps
• on Applicants

Workflow · Recruiter reassignment resync

Keeps the right recruiter on every document, credential, check, note and offer when an applicant is reassigned, and lets the new recruiter know.

• 6 steps
• on Applicants

Workflow · Document created - denorm + compliance queue

Files every uploaded document under the applicant's agency, recruiter and hiring manager, routes it to the agency's compliance officers for verification, and logs the upload in the audit trail.

• 3 steps
• on Documents

Workflow · Credential created - denorm

Stamps each new credential with the applicant's agency, recruiter and hiring manager so it lands on the right register, and records its creation in the audit trail.

• 2 steps
• on Credentials

Workflow · Background Check created - denorm + exclusion preset

Scopes each new background check to the applicant's agency and recruiter, dates the request, sets exclusion checks to recur monthly, and logs the request for audit.

• 3 steps
• on Background Checks

Workflow · Interview Note created - denorm

Attaches every interview note to the applicant's agency and assigned recruiter so feedback stays with the right candidate, and records it in the audit trail.

• 2 steps
• on Interview Notes

Workflow · Screening - generate the credential checklist

Builds the credential checklist for the applicant's position the moment they pass screening and asks them for the missing documents.

• 3 steps
• on Applicants

Workflow · W9b Offer created - denorm

Links each new offer to the applicant's agency, recruiter and hiring manager so it shows on the right pipeline, and logs the offer's creation for audit.

• 2 steps
• on Offers

Workflow · Interview stage - placeholder note + invite

Sends the interview invitation and opens a note for the interviewer as soon as a candidate reaches the interview stage.

• 2 steps
• on Applicants

Workflow · Offer sent

Tells the applicant their offer is ready to review and sign, and records when it went out.

• 2 steps
• on Offers

Workflow · Offer signed

When an offer comes back signed, files it, moves the applicant into credentialing and lets the recruiter know.

• 5 steps
• on Offers

Workflow · Applicant approved - provision the caregiver login

Turns an approved applicant into a hired caregiver with their own portal login and a welcome email.

• 4 steps
• on Applicants

Workflow · Daily credential expiry ladder

Runs every day to warn caregivers and compliance about credentials and documents expiring within 90 days, and marks lapsed ones Expired.

• 4 steps
• on Credentials

Workflow · Daily offer expiry

Closes out offers nobody signed by their deadline so the pipeline never shows stale offers as open.

• 2 steps
• on Offers

Workflow · Background check result returned

Flags a returned background-check result to the agency's compliance officers for review, without ever exposing the result itself in the log.

• 3 steps
• on Background Checks

Workflow · Daily compliance clocks

A daily sweep that surfaces overdue exclusion re-screens, FCRA waiting periods that have run their course and missed I-9 deadlines.

• 3 steps
• on Background Checks

Workflow · PHI reveal - audit the unmask

Whenever someone unmasks an applicant's protected information, writes an audit entry recording who revealed it and when, so PHI access is always traceable.

• 1 step
• on Applicants

Workflow · FCRA pre-adverse action

Sends the FCRA pre-adverse action notice with the Summary of Rights and starts the required waiting period before any final decision.

• 2 steps
• on Background Checks

Workflow · FCRA final adverse action

Issues the final adverse action notice, declines the applicant and records the decision for compliance.

• 3 steps
• on Background Checks

Workflow · Credential verified - stamp and log

Stamps who verified a credential and when, so every credential on the register carries an accountable sign-off.

• 2 steps
• on Credentials

Workflow · Login audit

Records every user sign-in to the audit trail, giving compliance a complete history of who accessed the portal and when.

• 1 step
• on Users

Email · Application received

We received your application to {{agency_name}}

Email · New application on your requisition

New applicant {{applicant_id}} on {{position_title}}

Email · Documents needed

Documents needed to continue your application

Email · Interview invitation

Interview invitation - {{position_title}} at {{agency_name}}

Email · Your offer is ready

Your offer from {{agency_name}} is ready to review

Email · Offer signed

Offer signed - {{applicant_id}} for {{position_title}}

Email · Welcome aboard

Welcome to {{agency_name}} - your portal login

Email · Credential expiring

{{credential_type}} expires {{expiry_date}} - action needed

Email · Offer expired unsigned

Offer expired unsigned - {{applicant_id}}

Email · Background check result returned

Background check {{check_id}} returned - review needed

Email · Exclusion re-screen due

Exclusion re-screen due - {{applicant_id}}

Email · I-9 deadline warning

I-9 overdue - {{applicant_id}}

Email · FCRA pre-adverse action notice

Important information about your application to {{agency_name}}

Email · FCRA final adverse action notice

Update on your application to {{agency_name}}

AI agent · Credential Intake Parser

Reads an uploaded license or certificate and drafts the credential record for a compliance officer to verify — it never marks anything verified itself.

• 4 tools

AI agent · Applicant Screening & Follow-up Drafter

Summarises where each applicant stands and drafts follow-up messages for recruiters to send, recommending next steps but never advancing a stage.

• 4 tools

AI agent · Compliance Watchtower

A daily prioritised digest of what needs compliance attention — expiring credentials, overdue re-screens and pending results — naming records without changing them.

• 4 tools

AI agent · Recruiting Assistant

Answers recruiters' questions about the pipeline, requisitions and interviews at a glance.

• 4 tools

AI agent · Credentialing & Compliance Assistant

Gives compliance officers an instant view of the verification queue, upcoming expiries and background checks.

• 4 tools

AI agent · Application Assistant

Lets applicants ask where their application stands and what happens next, every step of the way.

• 2 tools

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Page · Sign Up

Page · Profile

Page · Sample Page

Relationship

Positions connects to Agencies through "Agency".

• Positions
• Agencies

Relationship

Position Credential Requirements connects to Agencies through "Agency".

• Position Credential Requirements
• Agencies

Relationship

Position Credential Requirements connects to Positions through "Position".

• Position Credential Requirements
• Positions

Relationship

Applicants connects to Agencies through "Agency".

• Applicants
• Agencies

Relationship

Applicants connects to Positions through "Position Applied For".

• Applicants
• Positions

Relationship

Applicants connects to Applicants through "Applicant Portal User".

• Applicants
• Applicants

Relationship

Documents connects to Agencies through "Agency".

• Documents
• Agencies

Relationship

Documents connects to Applicants through "Applicant".

• Documents
• Applicants

Relationship

Credentials connects to Agencies through "Agency".

• Credentials
• Agencies

Relationship

Credentials connects to Applicants through "Applicant".

• Credentials
• Applicants

Relationship

Background Checks connects to Agencies through "Agency".

• Background Checks
• Agencies

Relationship

Background Checks connects to Applicants through "Applicant".

• Background Checks
• Applicants

Relationship

Interview Notes connects to Agencies through "Agency".

• Interview Notes
• Agencies

Relationship

Interview Notes connects to Applicants through "Applicant".

• Interview Notes
• Applicants

Relationship

Offers connects to Agencies through "Agency".

• Offers
• Agencies

Relationship

Offers connects to Applicants through "Applicant".

• Offers
• Applicants

Relationship

Offers connects to Positions through "Position".

• Offers
• Positions

Relationship

Audit Log connects to Agencies through "Agency".

• Audit Log
• Agencies