This is the system we use to automate home care hiring. Take it.

It didn’t start as a marketing funnel or a productized service. It started the same way most breakthroughs do with a messy, painful problem: too many no-show interviews, hours spent reviewing unqualified applications, and a hiring process that ran on spreadsheets, voicemails, and crossed fingers.

So we built a system to fix it. A lean, automated hiring funnel that screens candidates, schedules interviews, and collects everything we need, without involving a human until it actually matters.

It’s simple, reliable, and built to run on autopilot. And now, you can steal it.

The real hiring problem in home care

Everyone talks about how to find caregivers. Few talk about what to do once you’ve found them.

Here’s what that looks like in the wild:

• Applicants fill out forms… but never reply to interview invites
• Admins waste hours calling candidates who aren't qualified
• Interviews are booked, rescheduled, and ghosted
• Documents are missing, untrackable, or arrive two weeks late

This bottleneck isn't a sourcing issue. It's a systems issue. And the longer it goes unsolved, the longer it takes to hire, serve clients, and grow your agency.

Systematize what doesn’t need to be manual

Most agency owners hire more people when things get chaotic. The better path is to step back and ask:

“Which parts of hiring have to be done by a human and which parts don’t?”

Turns out, 80% of your hiring process can run without you:

• Screening unqualified applicants
• Scheduling interviews
• Sending reminders
• Collecting documents
• Notifying candidates of next steps

This is the same system used to build scalable, efficient hiring engines. Not just for home care, but for any high-volume, hourly role.

The exact process, step-by-step

Here's how to free up time for client care, revenue-driving work, and team well-being.

1. Route everyone to a single hiring funnel

Post your job on Indeed, Facebook, your website or wherever you share jobs. But send every applicant to one centralized landing page with a smart application form.

Use knockout questions to filter applicants automatically:

• Do you have a car?
• Are you registered with the state?
• Do you have a criminal record?

Set up the form so unqualified candidates are automatically moved to a “Disqualified” bucket and sent a polite rejection message. That alone can save hours a week.

2. Let qualified candidates schedule their own interview

Once someone passes the form, redirect them to a scheduling page where they can choose a time that works for them.

Your calendar stays protected. No more back-and-forth emails. And with automated text/email reminders, your no-show rate drops dramatically.

3. Replace live interviews with one-way video recordings

Instead of burning hours on Zoom or phone calls, invite candidates to record video or audio responses to 3–5 pre-set questions. They can record anytime from their phone or computer.

You and your team review the asynchronous interviews when it’s convenient. No coordination needed. No time wasted. You can sign up for a free Truffle account here.

4. Move candidates through the pipeline with one click

After reviewing their video:

• If they’re a great fit, move them to “Offer” and the system sends out a digital offer letter automatically
• If they’re a “maybe,” store them in a “Future Fit” stage for later follow-up
• If they’re not a fit, move them to “Closed” and they’ll receive a gentle thank-you and next-steps update

Why this works

This system doesn’t just save time, it compounds it.

• Your team spends less time chasing paperwork and more time onboarding great people
• Candidates get a smoother, more professional experience
• You fill roles faster without sacrificing quality
• Your agency becomes easier to run, scale, and improve

Best of all, the process works 24/7 even while you sleep.

Systems buy freedom

You didn’t start your business to become a full-time hiring coordinator. You started it to create impact, freedom, and maybe a little sanity.

A good hiring system gives you that. It makes your business run smoother, your clients happier, and your growth sustainable.

And you don’t need fancy software or a $10K budget. You just need to start.

So go ahead, steal this system. Your future self will thank you.