About This Automation
Tracking continuing education credits and professional licenses for dental clinicians is manual, scattered, and error-prone. HR spends hours each month collecting data from multiple sources, updating spreadsheets, and manually checking expiration dates.
Automation monitors all CE and license deadlines continuously, sends instant reminders to clinicians, and maintains an always-current compliance record. the team focuses on exceptions while the system catches every deadline before it's missed.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation checks the centralized CE and license database daily for any clinician whose license or CE deadline falls within 60 days. It pulls current data from the source of truth.
The automation retrieves the clinician's name, license type, deadline date, and current CE credit balance from the database. It determines the urgency level based on days remaining.
A message is sent to the clinician with the deadline date, required action, and a link to the CE portal or renewal form. The message is personalized and includes the number of days remaining.
A event is created for the clinician with the deadline date and a reminder set for 14 days before expiration. The event includes renewal instructions and contact details.
The automation updates the tracker to record that a reminder was sent, the date it was sent, and the expected completion date. This creates an audit trail.
If a deadline has already passed without completion, a alert is sent to HR with the clinician's name and the number of days overdue. HR can then escalate manually.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
Google Calendar
Slack
GmailWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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