Perfect Fit Day Program
The systems behind a growing community program.
Onboarding, staffing, scheduling, and hiring connected into one system for Perfect Fit Day Program.
The client
Perfect Fit Day Program is a community-based adult day program in San Diego County, California. It gives adults with developmental disabilities real-world experiences and life skills, with a focus on independence, engagement, and community integration.
The challenge
Perfect Fit had a strong vision and growing demand, but not the systems to scale.
Operations were manual and fragmented, and administrative complexity grew with enrollment. There was no structured way to manage relationships between participants, guardians, and staff, or to balance staff workloads.
What we did
- Built a multi-object system on HighLevel linking participants, guardians, and staff.
- Automated participant onboarding, with an intake that creates records and links relationships in real time.
- Developed automatic assignment of participants to staff through the HighLevel API, with logic that balances workloads and prevents over-assignment.
- Digitized a point-based participation system for selecting programs.
- Built a custom program and scheduling system across multiple community-based programs.
- Created a central staff database for bios, credentials, contact information, and records.
- Built end-to-end hiring automation, with application workflows, follow-ups, and conditional next steps.
- Built a custom hiring and onboarding web app: applications, job positions, onboarding packets, employee sign-in with saved progress, admin roles, and an audit log.
- Added safeguards that protect data accuracy, and clearer reporting on staffing and participation for leadership.
The results
- Rapid, sustainable growth across multiple areas of the organization
- Automated management across participants, guardians, and staff
- Balanced staff workload distribution
- Significantly reduced administrative workload
- Faster, more efficient onboarding and hiring
- Infrastructure built to scale
“His strategic suggestions helped elevate our business operations to a whole new level.”
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