Purpose
1. Automate the sending of a personalized welcome email and/or SMS message to new clients, including orientation details, program info, contact numbers, rules, and first-day instructions for the adult day care center.
2. Ensure every client receives timely, standardized info resulting in a seamless onboarding process.
3. Improve communication efficiency, establish early engagement, reduce staff manual workload, and track message delivery status.
4. Help families and caregivers feel confident and informed about services and procedures.
Trigger Conditions
1. New client profile created in CRM, EHR, or intake management system.
2. Submission of a completed digital intake form.
3. Addition of client record in an onboarding spreadsheet/Google Sheet.
4. API call from intake kiosk or website registration.
5. Receipt of signed digital consent/registration form.
Platform Variants
1. SendGrid
- Feature: "Mail Send API" — Configure API key and authenticated sender; POST welcome email with personalization fields.
2. Twilio
- Feature: "Messages API" — Setup account SID/Auth Token, specify recipient’s number and send orientation SMS.
3. Mailchimp
- Feature: "Automated Welcome Email" — Connect signup source, trigger automation for new joiners with onboarding template.
4. Constant Contact
- Feature: "Email Automation" — Use trigger ‘Contact added to list’, set orientation info as initial email.
5. ActiveCampaign
- Feature: "Automations" — When contact is added to ‘New Clients’, send onboarding sequence.
6. Microsoft Power Automate
- Feature: "Send Email (Outlook 365 Connector)" — Trigger from new record in Forms/SharePoint, use dynamic content for orientation details.
7. Salesforce Marketing Cloud
- Feature: "Journey Builder" — Triggered entry event for new contact, send customized welcome/first-day journey.
8. HubSpot
- Feature: "Workflows" — Automated email send upon new contact creation in intake pipeline.
9. Zoho CRM
- Feature: "Workflow Rules > Send Email Notification" — Define rule for new client record, attach orientation file/link.
10. Klaviyo
- Feature: "Flows" — Use event trigger (e.g., list entry) to send tailored welcome email/SMS.
11. Google Workspace (Gmail API)
- Feature: "Gmail API Send Message" — Trigger via Apps Script on Google Sheets form completion.
12. Intercom
- Feature: "Outbound Messages Automation" — Configure rule for new user signup, deliver onboarding series.
13. Pipedrive
- Feature: "Workflow Automations" — Upon person created, send email via integrated email provider.
14. Slack
- Feature: "Incoming Webhooks/API" — Notify staff of new client and send orientation message via Slackbot.
15. Freshdesk/Freshsales
- Feature: "Automations>New Contact" — Send email template when client added to support portal.
16. Smartsheet
- Feature: "Automated Actions>Email Alert" — Trigger from row addition representing new client intake.
17. WhatsApp Business API
- Feature: "Send Message Endpoint" — Post onboarding text using recipient’s WhatsApp number.
18. SMS Gateway API (e.g., Plivo)
- Feature: "Message API" — Send SMS to client after API request from the intake system.
19. Airtable
- Feature: "Automations>Send Email" — Automatic email on new row (client) added in onboarding table.
20. Bitrix24
- Feature: "Workflows>Send Email/SMS" — New lead triggers email/SMS action module for orientation details.
21. Brevo (formerly Sendinblue)
- Feature: "Transactional Email/SMS" — API endpoint configured for welcome orientation notifications.
Benefits
1. Immediate delivery of detailed orientation ensures client preparedness and eases first-day anxiety.
2. Standardizes onboarding content, eliminating variability and manual delays.
3. Automates multi-channel outreach (email/SMS/WhatsApp); adapts to family or client preferences.
4. Tracks open rates and delivery, providing accountability and measurable engagement.
5. Reduces administrative labor, freeing staff to provide more hands-on care.
Client Intake & Onboarding