Friend running healthcare staffing agency asked about automating credential tracking. 200 healthcare workers. 847 active credentials (nursing licenses, CPR certs, background checks, TB tests). HR coordinator spending 12 hours weekly on manual tracking. Built dual-workflow system matching n8n best practices. PROACTIVE WORKFLOW (4 Nodes - Simple Daily Check): Node 1: Schedule Trigger (7 AM daily) Node 2: Google Sheets Read (credential database, 847 records) Node 3: Code Filter (finds credentials expiring 1-90 days) Node 4: Slack Alert (graduated 90/60/30/7 day warnings) Clean. Simple. Runs automatically every morning. REACTIVE WORKFLOW (8 Nodes - New Credential Processing): Node 1: Gmail Trigger (watches credential emails) Node 2: Get License Email Node 3: Prepare Binary Data Node 4: Document API Extract (holder, type, number, expiration) Node 5: Analyze License (calculate days until expiry, urgency) Node 6: Log to Google Sheets Node 7: IF Node (requires immediate action?) Node 8: Slack Alert (2 paths: urgent vs standard confirmation) Automatically processes new credentials when submitted. DEPLOYMENT VALUE: Testing revealed 197 credentials needing renewal across 200-worker workforce. 23% of workforce had upcoming expirations HR hadn't caught. First year results: - Zero expired credentials on placements (was 8 incidents/year) - 97% renewal completion rate (up from 74%) - Prevented 19 potential placement failures - 12 hours weekly saved (624 hours annually) - Zero client contract issues CLIENT RETENTION: Original project scope: One-time setup. Reality: Became monthly recurring service at 98% retention rate. Why perpetual value? Credentials expire continuously. New hires need tracking. Workers change certifications. Compliance monitoring never ends. Started charging monthly per-worker monitoring fee. 200 workers × monthly rate = predictable recurring income. Added 15 similar healthcare staffing clients over 12 months. THE n8n LESSON:

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