Before You Begin
Administrative access to CRM Settings and Workflows
Verify you have a Waitlist Stage field in your Intake Opportunities module
Confirm you have an Admission Date field for tracking when patients are admitted
Create a "Waitlist Age" number field if it doesn't already exist in your module
Steps
Step 1: Navigate to Workflows
Go to Settings → CRM Settings → Workflows to access your automated processes.
Step 2: Create New Workflow
Click "New Workflow" to begin building your waitlist age calculation. Name it something descriptive like "Auto Calculate Waitlist Age".
Step 3: Set Workflow Details
Configure the following settings:
Target Module: Select "Intake Opportunities"
Set recurrence to "Every time conditions are met"
Choose trigger condition: "Waitlist Stage" is not empty
Step 4: Add Workflow Action
Click "Add Action" and select "Update Fields" as the action type. This will allow you to update the Waitlist Age field with the calculated value.
Step 5: Configure the Field Update
Set up the field update with these details:
Add an "Action Title" (e.g., "Calculate Waitlist Age")
Choose "Waitlist Age" as the field to update
In the value section, select "Expression" instead of a fixed value
Step 6: Enter the Waitlist Age Calculation Formula
In the expression field, enter a formula that calculates days between when the patient entered the waitlist and either their admission date (if admitted) or the current date (if still on waitlist).
The formula will reference your Waitlist Stage and Admission Date fields to track the time period and stop counting once the patient is admitted.
⚠️ Note: Replace the field names in the formula with the exact names of your Waitlist Stage and Admission Date fields as they appear in your Intake Opportunities module.
Step 7: Save the Action and Workflow
Click "Save" to confirm the expression update, then click "Save" again to save the field update action. Finally, save the entire workflow configuration.
Verification / Expected Result
After setting up the workflow:
The workflow appears as "Active" in your Workflows list
When a patient enters the waitlist (Waitlist Stage is populated), the Waitlist Age field automatically calculates days
The age calculation stops counting once the patient reaches treatment or is admitted
Manual calculation by team members is no longer required
The same column can be added to your Leads tab if needed
Troubleshooting / Common Errors
⚠️ Waitlist Age field not updating:
Confirm the workflow is set to "Active"
Verify the trigger condition references the correct Waitlist Stage field
Check that field names in the formula exactly match your module field names
⚠️ Calculation not stopping for admitted patients:
Ensure the formula properly references the Admission Date field
Verify that admitted patients have their Admission Date populated
Check that the workflow conditions account for admission status
⚠️ Formula not saving:
Double-check that you're using "Expression" instead of a fixed value
Ensure all field names are spelled exactly as they appear in your module
Verify you have the correct permissions to create workflows
💡 Pro Tip: Test the workflow with a sample intake opportunity to ensure the calculation works correctly before rolling out to your entire team. You can also apply this same logic to your Leads module if you want waitlist age tracking there as well.
Related Resources
How to Create an Age Calculation Workflow Using Date of Birth (CRM)
How to Set Up Smart Notifications for Age Validation Warnings (CRM)
How to Change Sales Stages in CRM Settings (CRM)