A national provider of school-based therapy and behavioral health staff runs thousands of UKG Ready onboarding checklists and about 2,400 state and district document templates, and needs a team of about 50 to help hires finish them on their phones. Here is why, and how CloudApper adds a guided mobile flow on top of UKG Ready.
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A national provider of therapy and behavioral health staff to K-12 school districts hires thousands of people a year. Each hire completes the company’s forms plus whatever the district and state require, from background check waivers and child abuse disclosure releases to district policy acknowledgments and state certification forms. In UKG Ready, the HRIS team assigns checklists automatically by job title, discipline, location, worked-in state and EIN.
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The library is large. As the Senior HRIS Manager at the staffing provider put it, “we have over 5,000 checklists and they all have their own criteria.” Behind them sit roughly 2,400 document templates, most state or district specific. CloudApper AI Platform for UKG builds on that library, adding a guided onboarding front end on top of UKG Ready.
The hard part is the phone, not the paperwork
The forms are not difficult. Completing them on a phone is. Many hires are entry-level, and most work on mobile. They hunt for a small submit button at the bottom of long forms, lose track of where to sign, and finish one checklist believing they are done while others wait.
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…using their phones to fill out hire paperwork. And it’s just not all that simple. You have to scroll to the bottom, hit the little submit button.
VP of Human Resources, school-based therapy staffing provider
What a 50-person help team costs
The organization’s answer has been people: a team of about 50 whose work is walking new hires through paperwork. Those calls are hard to resolve, because with thousands of forms the person helping often cannot tell which one the caller has open. Candidates who can take a retail or fast-food job instead may simply leave before day one.
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It’s so bad that we have a team of 50 people who are literally walking people through this process, which I have never had this in any job I have ever applied for.
VP of Human Resources, school-based therapy staffing provider
Hiring healthcare staff faster also depends on onboarding that hires can finish on their own.
A guided layer on UKG Ready
The HR team wants the experience of a tool they already use for I-9s.
“…it’s one screen at a time, very easy on the mobile… You hit next, and then it populates the form for you. And then you basically sign off on it and submit. We kind of want the same concept for our onboarding.”
VP of Human Resources, school-based therapy staffing provider
CloudApper applies that pattern to every checklist a hire receives. Through CloudApper iPaaS for UKG, it reads the checklists UKG Ready has assigned to each person from Global Reports. The hire gets a text or email link, and a mobile AI chatbot asks only the questions those checklists require. Details such as license numbers are entered once and reused on every form. Each generated document is reviewed and signed inside the flow, then written back to the employee’s documents in UKG Ready. The HRIS team sees what is complete and what is still open for each candidate.
The 2,400 templates are not rebuilt by hand. CloudApper’s AI reporting engine ingests the existing documents to build matching form templates. Extending UKG without touching its core configuration keeps a library this size manageable.
The takeaway for school-based staffing
School-based staffing pairs high-volume entry-level hiring with requirements that shift by district and state. More checklists will not fix completion, and more support staff only moves the cost. The lever is the experience layer: AI-powered self-service in UKG that lets a hire finish without a phone call, with UKG Ready as the system of record and the support team handling exceptions. The same thinking applies to steps like automating employment reference checks in UKG.
The useful question for an HR leader is how many people onboarding needs just to help hires finish it. CloudApper builds on the checklists UKG Ready already holds and makes them easy to complete on a phone.
If your staffing organization runs UKG Ready and wants new hires to finish onboarding on their own phones, CloudApper can build a guided extension around the checklists you already maintain. Contact the CloudApper team to start the conversation.
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