SoCal IV Therapy was spending roughly 5 hours per nurse applicant on manual screening, license verification, and onboarding. We built an end-to-end automation that handles the entire process from Indeed to first day.
~5 hrs
Saved per applicant
Previously manual
7 → 1
Steps consolidated
Single workflow
Auto
License verification
State board lookup
3 wks
Time to build
Discovery to deploy
The Problem
SoCal IV Therapy is a growing IV therapy company that relies on a network of qualified nurses to deliver treatments. As demand grew, so did the need to hire — but the hiring process was entirely manual and consuming a disproportionate amount of the owner's time.
For every nurse applicant, the process looked like this: find candidates on Indeed, manually send them application materials via email, wait for responses, individually look up each nurse's license on the state board website to verify it was active and in good standing, then — if everything checked out — coordinate scheduling for an in-person assessment through more back-and-forth emails.
After the in-person assessment, onboarding was another manual grind: collecting personal information, creating folders in Google Drive, sending paperwork, setting up start dates, delivering training materials, and verifying training completion. Each nurse that moved through the full pipeline consumed roughly 5 hours of hands-on administrative work — time the owner needed to spend running the actual business.
~5 hours of manual admin work per nurse applicant
Manual license verification on state board websites
Back-and-forth email scheduling for assessments
Onboarding paperwork created and sent by hand
Google Drive folders organized manually per hire
Training delivery and verification tracked manually
Our Process
We mapped the entire nurse hiring journey — from Indeed sourcing through application, screening, license verification, in-person assessment, and full onboarding. Every manual touchpoint was documented and evaluated for automation potential.
We designed a multi-phase workflow system: automated applicant intake from Indeed, email sequences with application materials, license verification against state nursing boards, conditional logic for pass/fail routing, and a complete onboarding pipeline.
We built each phase as a connected workflow — Indeed scraping, automated email sequences, license lookup integration, booking link delivery, document generation, Google Drive organization, training delivery, and knowledge verification.
We ran the full pipeline with test applicants, refined the conditional logic and email timing, verified license lookup accuracy, and launched. The owner was trained on the dashboard to monitor applicant flow in a single session.
The Solution
We built a multi-phase automation system that handles every step from initial applicant sourcing through completed onboarding — screening, verification, scheduling, paperwork, training, and filing.
The system pulls nurse applicant information from Indeed and automatically initiates the screening process — no manual data entry or copy-pasting required.
Every applicant's nursing license is automatically checked against state board records to confirm it's active and in good standing. Failed checks are flagged immediately.
Applicants receive personalized emails with application forms, assessment materials, and — if they pass screening — a booking link for their in-person assessment. All triggered automatically.
Qualified candidates receive a booking link to schedule their own in-person assessment at the office. No back-and-forth coordination needed.
Once approved, the system generates all onboarding documents, creates an organized Google Drive folder for the new hire, sends paperwork, and sets up their start date schedule.
New hires are automatically enrolled in online training with a Q&A assessment to verify comprehension. All results are filed and tracked without manual follow-up.
Before & After
Before
After Vantier
Time Per Applicant
~5 hours manual work
Minutes (automated)
Application Screening
Manual email + review
Automated form + assessment
License Verification
Manual state board lookup
Automated verification
Interview Scheduling
Back-and-forth emails
Self-service booking link
Onboarding Paperwork
Manual document prep
Auto-generated & sent
File Organization
Manual folder creation
Auto-organized in Google Drive
The AI Operations Map is a one-week diagnostic where we map your core workflow, identify the primary bottleneck, and deliver a precise AI Solution Blueprint.
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