Good applicants drop off while they wait for the next form, link or call. We built this for an Arizona agency that recruits, trains and licenses caregivers: online forms, one pipeline, and a back end that sends each next step on its own.
Jay Awal · Founder and Systems ArchitectiMessage
Today 4:18
Example: an applicant moves to the next step
Every stage depends on someone remembering to send a link or make a call. Applicants have other options, and they use them.
Forms get filled out by hand and retyped, and one lost page can set an applicant back.
A signature, a certificate or a page left blank holds up the whole file, and someone has to keep asking.
Who is stuck, at what stage and for how long sits in drawers and memory. Provider transfers get mixed in with everything else.
Forms, texts and emails from people asking about caregiving sit until someone has time, and they apply somewhere else.
At Caregiving Solutions the next step used to wait for someone to remember it. Now it goes out as soon as the team approves, so applicants keep moving. This is the real flow we built for Caregiving Solutions, shortened. You can step through all 9 stages in the case study.
Set it to match your business. Nothing is saved or sent. Sales and hours are counted separately.
Sales at risk = leads a month × your close share × average value × 12 months × the share lost at your reply speed (0%, 30%, 55% or 70%, our planning assumptions). Busywork = 60% of your weekly hours at $35 an hour for 50 weeks. These are estimates, not promises.
Jay Awal has been the owner doing everything by hand at midnight. He started DispatchCo to build owner-run businesses the same kinds of systems his own businesses run on.
Each approval sends the next step without anyone remembering to do it.
Pre-qualification, assessment and application, each filed in the CRM as a PDF.
One board for every applicant, from new lead to licensed.
Licensed providers can move to the agency, tracked from the first form.
That build runs on GoHighLevel. We check what you have and how it connects before we quote.
Your staff stay close to caregivers. The paper moves on its own.
Licensing rules and form requirements change by state, so we confirm what your agency will accept before moving a form online.
Health information needs vendors who will sign a business associate agreement. We confirm that tool by tool.
Your team approves every applicant. The system moves paperwork, and it never decides who is fit to give care.
Every system comes with training for the people who run it.
Know what to build first and what it's worth.
For owners who want to know where AI pays off first.
Credited toward your Deployment
Your first system running in 30 days.
For owners who want it built and running.
Scoped from your Blind Spot Audit
Your team builds its own agents on real work.
For teams that need to use AI every day.
Scoped from your Blind Spot Audit
No surprises. You see the full scope and price before any work starts.
10 questions. See your score and top 3 blind spots right away.
Start my audit30 minutes on Zoom. We go over your report, check the numbers and agree on the first fix.
Biggest blind spot first, with your people trained to run it. The next system follows by day 90.
For Deployment clients. The extra system is no bigger than the smallest one in your Deployment, and it's delivered within 30 days.
Links go out as soon as your team approves.
Every applicant is on one board with a clear next step.
Time moves from retyping forms to supporting caregivers.
Licensing went from about 6 months to under 90 days, depending on the state agency. 100% of new leads are now tracked, and 88% of them finish the pre-qualification. The case study has the full build.
The forms change. The problem is the same. We map your actual steps and forms during the Blueprint and build from those.
It depends on your state and the form. We confirm what your agency will accept before anything moves online.
Mostly it was forms, a pipeline and automation, and that is usually the right first step. AI pays off once the work is organized and running in one place.
Yes. Caregiving Solutions has 8 workflows live and more built and waiting, so the agency can turn them on when it is ready.
You own every system, login and document. You see the work at a weekly check-in, and you can stop anytime and keep what is built. Deployment clients also get a written guarantee, measured against a baseline we both sign in week 1.
It depends on what we build, so we scope it from your Blind Spot Audit and a call. A 6-person shop and a 60-person company need different things. You see the full scope and price before any work starts.
We build it inside the software they already log into, write the playbooks with them and train them on their own real work. People use what they helped shape.
About 30 minutes a week to approve things and tell us what's off. You know your business, we know the build.
No. Blueprint, Deployment and Workshop are separate decisions. Stop after any of them and keep everything we made.
It comes with every Deployment. In week 1 we time the jobs we're automating with you and we both sign that number. At day 90 we time them again the same way. If your team isn't saving 10 hours a week, we build one more system free, no bigger than the smallest one in your Deployment, within 30 days. It applies when you've done your part: the week-1 timing, access within 5 business days, the weekly check-in, playbook approvals within 3 business days, and running the work through the systems.
The Blind Spot Audit shows where AI and systems would save you the most time and money. See your score and top 3 blind spots right away.
10 questionsResults right away