Client Intake & OnboardingPurpose
1.2. Automate notifications to care team/admins for new or pending referral actions.
1.3. Provide seamless follow-up reminders to assigned staff at scheduled or event-based intervals.
1.4. Capture referral outcomes, status updates, and associated follow-up records automatically.
1.5. Maintain compliance and documentation for regulatory audits and internal process improvement.
1.6. Increase conversion of referrals to active clients through timely action.
1.7. Reduce lost opportunities and manual process gaps in client intake and onboarding.
Trigger Conditions
2.2. Referral status change (e.g., from 'Received' to 'Under Review').
2.3. Follow-up date reached without action.
2.4. Referral flagged as 'At-Risk' or 'High Priority.'
2.5. Outcome update (e.g., Intake Completed, Not Contacted).
Platform Variants
3.1. HubSpot CRM
• Feature: Workflow Automation (Deal Pipeline)
• Setting: Trigger on new deal in 'Referral' stage; send task reminders to assigned owner.
3.2. Salesforce
• Feature: Process Builder/Flow
• Setting: Auto-create follow-up tasks on Lead creation with 'Referral Source' field.
3.3. Zoho CRM
• Feature: Blueprint/Workflow Rules
• Setting: Auto-assign follow-up action on Lead/Contact with custom field 'Referred By.'
3.4. Google Sheets
• Function: Apps Script triggers
• Setting: On form row add, email assigned case manager, schedule calendar follow-up.
3.5. Microsoft Power Automate
• Feature: Automated Flow
• Setting: Trigger from form submission or new item in SharePoint/Excel, send Teams/email reminder.
3.6. Airtable
• Feature: Automations & Reminders
• Setting: New record with 'Referral' type triggers notification to Intake Coordinator.
3.7. Slack
• API: Incoming Webhooks / Reminders
• Setting: Send message to Intake channel on referral received; set custom follow-up reminders.
3.8. Twilio SMS
• Feature: Programmable Messaging API
• Setting: Send SMS to staff on new referral, follow-up or overdue reminder.
3.9. SendGrid
• Feature: Transactional Email API
• Setting: Auto-send detailed email with referral info and action link.
3.10. Trello
• Feature: Butler Automation
• Setting: Card added to 'Referrals' list auto-assigns member and creates checklist for follow-up.
3.11. ClickUp
• Feature: Automations
• Setting: Task created in 'Referrals' folder triggers notification and recurring follow-up task.
3.12. Monday.com
• Feature: Automations
• Setting: Item status moves to 'New Referral' triggers email and timeline for follow-up.
3.13. Asana
• Feature: Rules Automation
• Setting: On new task in 'Intake' project, assign to care manager and notify via email.
3.14. Intercom
• Feature: Custom Bots
• Setting: Trigger follow-up campaigns/messages for new referrals tagged in system.
3.15. Zendesk
• Feature: Triggers
• Setting: New ticket with 'Referral' tag prompts follow-up ticket and email.
3.16. Mailchimp
• Feature: Automation Journeys
• Setting: Add referral to segmented journey, schedule follow-up campaign.
3.17. Notion
• Feature: Reminder & API Integrations
• Setting: New item in 'Referrals' database triggers page reminder for assigned user.
3.18. Pipefy
• Feature: Automated Cards
• Setting: New 'Referral' pipe card triggers notification and default checklist.
3.19. PagerDuty
• Feature: Event Orchestration
• Setting: Raise alert on unaddressed high-priority referrals.
3.20. Smartsheet
• Feature: Automated Alerts
• Setting: Sheet row added with 'Referral', auto-send update notifications to allocated staff.
3.21. Freshdesk
• Feature: Ticket Automation
• Setting: Automatically assign and notify agent for each new 'Referral' ticket.
3.22. Pipedrive
• Feature: Workflow Automation
• Setting: When deal added to 'Referrals', assign activity, schedule follow-up, and notify team.
Benefits
4.2. Ensures timely engagement for each potential client.
4.3. Increases referral conversion through systematic process adherence.
4.4. Enhances compliance tracking and audit readiness.
4.5. Minimizes administrative workload and errors.
4.6. Provides tracked, reportable data for business optimization.