CLIENT ASSESSMENT · HUNT ST · ROLE 018-932
AI Operations & Automation Lead
A practical workflow design submission for Quest Collective — an Australian NDIS provider. This assessment covers systems design, data capture, automation, AI integration, privacy compliance, and documentation for the participant enquiry to onboarding journey.
Assessment Question
- •What systems would be involved?
- •How would information flow between those systems?
1. Systems and workflow design
The workflow connects GoHighLevel as the marketing intake layer with ShiftCare Premium as the operational delivery system. Information flows in one direction — captured once, enriched by AI, then handed off cleanly to the right person at the right stage.
Enquiry
GoHighLevel
Claude AI
Assign & Notify
ShiftCare
GHL to ShiftCare
Zapier or webhook triggers participant profile creation in ShiftCare. Includes automated error-handling and Slack alerts if the sync fails to ensure no participant is missed.
GHL to Slack
New enquiry triggers an immediate Slack notification to the intake team with an AI-generated summary attached.
GHL to Notion
Participant enquiry data syncs to the Notion intake log for team visibility and SOP compliance tracking.
ShiftCare to Xero
Once onboarded, participant service agreement details feed into Xero for NDIS billing and invoicing.
Marjohn B. Robillo
AI Operations and Automation Lead · Philippines