The business
A home care agency with caregivers in the field, supervisors over them, an HR team, and payroll. Staff requests, credentials, and policy sign-offs all need to reach the right person, in order, with a record of who approved what.
The same site also has to hire: public job listings and an application that lands with HR.
Why Gravity Forms here
We look at configuration before code. Approval chains are what Gravity Forms and Gravity Flow already do well, so the workflows are configured, not written.
The custom plugin covers what forms cannot: who can see a page, where private files live, the portal screens, and the audit log. User accounts are still only created or changed by an approved Gravity Forms feed.
Each part does the job it is best at.
The workflows
Time off goes from the supervisor to HR to payroll. Sick leave goes from the supervisor to verification to HR. A record change is approved by HR and then updates the account. A credential upload is approved by HR, and its expiry date is saved.
A policy acknowledgment produces a signed PDF. A new employee form creates the account. A job application goes to HR review.
The portal
Staff sign in to one dashboard: their profile, their requests, approvals waiting on them, a people directory, announcements and news, documents, and home care aide training with progress.
Announcements and documents are filtered by audience, so each person only sees what is meant for them. The profile is read-only. Changes go through the record change form, so HR can compare the old value with the new one before it is saved.
Private by default
The portal has its own login with a lockout after five failed attempts and an eight-hour session. Portal accounts are kept out of wp-admin, and every portal page asks caches to skip it.
Private documents are stored outside the web root and checked against the viewer before each download. An audit log records sign-ins, downloads, approvals, and record changes.
Hiring on the same site
Jobs are their own content type with structured fields for pay, schedule, and employment type, and they output Google for Jobs structured data.
Applications go to HR review, and the applicant hears back. The old application links redirect to the current form, so nothing already shared breaks.
Where it stands
The portal is in development and not live yet. We will add results to this page once the agency is running on it.
Running your team on email and paper?
Thirty minutes. We will tell you which parts are forms and which parts need a build.