Nurse hire onboarding pipeline in GoHighLevel

Deliverables

• Onboarding pipeline from Hired to Active Provider, plus On Hold
• Main onboarding workflow with tag and task based wait steps
• Zapier webhook that creates a Google Drive folder per hire
• Electronic contract sent for signature on day one
• Task templates for HR, operations and finance
• Timed onboarding and training email sequence

The challenge

Onboarding a nurse involves paperwork, a background check, account setup, vendor registration and training, handled by several people. Without a shared system nobody can see where each new hire stands, follow-ups depend on memory, and a missed step can delay a nurse's first shift.

Our approach

The workflow is triggered by the new hire form. It adds an rn-new hire tag, creates an opportunity in the Hired stage, sends the first onboarding email, calls a Zapier webhook that creates the new hire's Google Drive folder, and sends the employment contract for signature. It then finds the opportunity and moves it to Docs Pending, creates a task for HR to review the hiring documents, and pauses until that task is complete. Next it creates a background check task and waits until HR updates the tag. The opportunity moves to Set Up Accounts, where tasks go out for email, system and vendor accounts, with wait steps for each confirmation tag. After timed delays, training emails go out and the opportunity advances through Training Ready and Field Training to Active Provider, where temporary tags are cleared and an active tag is added. An On Hold stage catches anyone who needs to pause.