Software we can build for senior living operations
Tours tracked in spreadsheets, move-ins coordinated by email, maintenance requests on paper, and occupancy reports assembled by hand for each community. We build operational systems that sit beside your care platform — not inside it.
Where the work gets stuck in senior living operations.
- Inquiries and tours in spreadsheets
Leads arrive by phone, web form and referral partner, and whether anyone follows up depends on who took the call.
- Move-ins coordinated by forwarding email
Paperwork, deposits, apartment readiness, family contacts and the move-in date pass between sales, maintenance and the business office one forwarded message at a time.
- Maintenance requests on clipboards
Work orders go on paper or into a shared inbox, so nobody can see what is open, overdue or keeps recurring.
- Families calling for everyday information
Activity calendars, menus, visiting arrangements and billing contacts are given out by phone, one call at a time, by staff with other work to do.
- Occupancy reported by hand
Census, tours, deposits and move-outs are compiled into a weekly leadership report — per community, from several sources.
- Open shifts filled by group text
Coverage gets sorted out in a message thread, and the schedule of record falls behind what actually happened.
From first inquiry to a settled new resident
Most of these steps involve three or four departments. That is exactly where things fall between inboxes.
- Inquiry Phone, web or referral
- Tour Scheduled and recorded
- Follow-up Owned by a named person
- Deposit & paperwork Non-clinical documents
- Apartment readiness Maintenance and housekeeping
- Move-in day Everyone working from one date
- Ongoing requests Work orders, family questions
- Occupancy reporting Per community and combined
How a connected system would tie these together
- Every inquiry lands in one list with its source, its owner and its next follow-up date.
- A deposit starts a move-in checklist that maintenance, housekeeping and the business office each see their part of.
- Apartment readiness is visible to sales before they confirm a date with a family.
- Staff report maintenance issues from a phone with a photo, and the request is tracked until it is closed.
- Occupancy, tours and deposits roll up into a live view by community, instead of a spreadsheet built every Friday.
Systems we could build.
Starting points, not a product list. Most projects begin with one of these and grow from what the first phase teaches.
- Inquiry and tour tracker
Leads by source, tours on a calendar, follow-ups that do not depend on memory, and conversion by community and referral partner.
- Move-in coordination system
One checklist per move-in across sales, maintenance, housekeeping and the business office, with dates everyone can see.
- Maintenance and work-order app
Requests raised from a phone, assigned, tracked and closed — with recurring problems visible by building and apartment.
- Family information portal
Activity calendars, menus, newsletters, visiting information and announcements. Operational information only — not care records.
- Multi-community occupancy dashboard
Census counts, tours, deposits and move-outs per community and across the portfolio, updated as they happen.
What it would connect to.
Operations systems usually need to talk to a few things you already run:
- Your website and referral sourcesInquiry forms and partner referrals arriving straight into the tracker.
- AccountingDeposits and move-in charges passed to the business office’s system rather than re-entered.
- Google Workspace or Microsoft 365Calendars for tours and shared documents for each community.
- E-signatureTools such as DocuSign for non-clinical paperwork.
- Email and SMSReminders for tours, follow-ups and move-in tasks.
Vendor names are examples of systems you may already use, not partnerships. What can be connected depends on each vendor’s API and terms, which we confirm before anything is quoted.
What custom software should not replace.
In senior living especially, the boundary matters. Custom operations software should not replace:
- Your EHR, eMAR or care-planning platform. Clinical documentation belongs in a system designed for it.
- Resident billing and accounting.
- Payroll and time-keeping.
- Nurse call, emergency response and life-safety systems.
A workflow consultation, then a specification.
The first conversation is about 30 minutes and costs nothing: you show us how the work runs today, and we tell you whether custom software is worth exploring. Only a strong fit goes on to a paid specification.
- 01 Workflow consultation Free · about 30 minutes
Show us the workflow or the problem. We ask questions and tell you whether custom software is worth exploring — or whether something simpler would do.
- 02 Discovery & specification Paid engagement
Where there is a strong fit, we map the workflow properly and write it up as a specification: what the system does, for whom, how it connects, what it costs and when. You keep it whether or not we build it.
- 03 Fixed-scope build Quoted against the spec
The build is quoted and scheduled against the specification, so the figure you approve is the figure you pay. Anything new is quoted separately rather than absorbed quietly into the timeline.
- 04 Launch & care Optional monthly plan
Launch, then hosting, updates, security patches, store submissions and changes as your business moves. Whoever built it maintains it, and you can stop the plan whenever it stops being worth paying for.
Common questions.
We already have a senior living CRM. Is this a replacement?
If your CRM fits your sales process, keep it. Custom work makes sense where the process is specific to you — usually move-in coordination, maintenance and reporting across communities — and it can read from or feed the CRM where its API allows.
Will this hold resident health information?
The systems described here are designed to keep it out. If a requirement does involve health information, that changes the architecture, and it is assessed against the applicable compliance requirements before any development starts.
We run several communities. Can each see only its own data?
Yes. Role-based access can limit a person to one community, a region or the whole portfolio — the same kind of scoped permission model running in our shipped work.
Show us where move-ins, maintenance or reporting get stuck.
Bring the tour spreadsheet, the move-in email chain or the Friday report. We’ll tell you whether a custom system is worth exploring.
You’ll hear directly from PiTech, typically the same business day.