Overview: I am looking for a workflow automation expert to build a "Safe Recruitment" pipeline for a Domiciliary Care agency. The goal is to replicate a high-end system like "Panther Software" using a more flexible, modular stack. The Tech Stack: Recruitment CRM: Recruitly (ATS) Operational Hub: CarePlanner / Roundsy / OVcare (API/Zapier destination) Integration Engine: Zapier (Professional Tier)
Key Deliverables: Pipeline Construction: Build a multi-stage recruitment funnel in Recruitly tailored for CQC compliance (Initial Screen > DBS Check > Reference Collection > Training > Final Compliance Sign-off). The "Compliance Gate": Create a multi-step Zap that acts as a guardrail. Data must ONLY move from Recruitly to the operational system when a specific status (e.g., "Ready for Rota") is triggered and mandatory fields (DBS Number, Right to Work, 2x References) are present. Data Mapping: Map all candidate fields to the Staff Record in the care management software via API/Zapier. Error Handling: Set up a notification system (Email or Slack) for the team if a "Zap" fails due to missing documentation.
Requirements: Proven experience with Zapier Multi-Step Zaps and Conditional Logic (Paths/Filters). Experience with Recruitly or similar recruitment CRMs. Understanding of high-compliance data handling (Healthcare/CQC experience is a major plus). Ability to document the workflow so I can manage it moving forward.
I want it to only go into roundsy software once new starter is signed off "You will need to use Roundsy's API to map the 'Candidate' from Recruitly to the 'Staff' object in Roundsy. Please ensure you include 'Custom Field Mapping' for DBS and Training dates so our CQC reports are automatically populated. I want a 'Stop' filter in Zapier to prevent any staff from being created if their Right to Work documentation is missing."
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