Shift task board
Routine tasks for each floor and role, with an owner and a completed time stamp.
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Staff Operations App for Assisted Living Communities
A staff operations app for assisted living communities puts each shift's routine tasks, digital handoffs and work orders on one board that care aides, nurses and maintenance staff share. A change made on one floor shows up for the next shift before breakfast, on iOS and Android apps that SIZ Group builds.
01
Why this staff operations app matters more for assisted living than for a generic business
An assisted living community runs on routines: morning care, meal service, medication times and evening checks. Staff who work across several floors need to know which residents need help with bathing today, which diet changed overnight and which family asked for a call back. A missed routine affects a resident's day, not just a schedule.
Shifts overlap and turn over often. A night aide who notes that a resident was restless needs that note to reach the day team before breakfast. The staff app keeps routine tasks, handoff notes and open issues in one list that moves with the shift.
02
Where information gets lost between floors and shifts
A typical shift starts with a handoff at the nurses' station, a walk through the floor and a printed task sheet for each aide. Notes about changes in a resident's condition go into the care record, while requests such as a broken chair or a missing laundry bag end up on a whiteboard or in a group text.
The breaks happen when information lives in more than one place. A change to a resident's diet may reach the kitchen after the tray is served, and a work order for a bed rail may be forgotten when the maintenance shift ends. The handoff often covers the emergency and misses the small change that matters most to the resident.
- Diet changes that reach the kitchen after the tray is served
- Work orders forgotten when the maintenance shift ends
- Handoffs that cover emergencies but miss small changes
- Notes about a resident kept in a personal text thread
03
How families and placement advisers choose, and what it means for the staff side
Families choosing an assisted living community look closely at the staff: how long caregivers have been there, whether the team seems calm and how quickly a call is returned. Discharge planners and senior placement advisers pass along the same impression. The team is what the community sells long before a tour takes place.
The staff app does not appear in the search, but it shows up in the experience. When a family hears that a request is in progress and a resident's routine stays steady, the community earns its reputation. We design the app around the routine tasks that make that reputation possible.
What you get
Key features
Digital handoff
The outgoing lead writes a handoff, and the incoming lead acknowledges the key points before starting.
Work-order tracker
Maintenance and housekeeping requests with location, priority and status, visible to the person who asked.
Change alerts
A diet, room or care change posts to the relevant teams, with the staff member who made it recorded.
Floor check log
Scheduled walk-through checks for each floor, recorded with the time and the person who completed them.
Shift summary
A short summary of open tasks, unresolved requests and notes for the next team.
04
What the operations manager needs to see before approving it
The operations manager needs to see routines completed on time and handoffs that leave no gaps. We would agree three checks before build: the share of routine tasks signed off by the end of each shift, the share of handoff notes acknowledged by the incoming team and the days from a work order to its closure. Each comes from records the staff already create.
The manager also needs the app to support staff rather than track them. Task times should help the team plan the floor, not become a measure of individual aides. The team agrees the rules before launch, and the manager reviews the numbers with them each month.
- Routine tasks signed off before the end of each shift
- Handoff notes acknowledged by the incoming team
- Days from a work order to its closure
- A monthly review with the team, not a leaderboard
05
Connecting the board to records the community already keeps
Most communities run a resident management system for care records and medication administration, a work-order system for maintenance and a spreadsheet or calendar for activities. The staff app should read resident lists and room assignments from the care system where the vendor allows, and it should not copy care notes into a second place.
The scoping call covers every system the community uses, including which records the app reads and which it never touches. A daily export of resident lists and room assignments keeps the floor accurate where no live link exists, and the community decides later whether to deepen the link.
06
Cost factors, and keeping the first release lean
Cost moves with the number of roles, the number of floors or buildings the app covers and how many systems it must read from. A mobile build starts at $4,500, and the community sees the final figure only once the written features list is agreed.
The first release works best with the daily task list, the handoff note and the work-order tracker. Shift swaps, training records and similar ideas go onto a later list. Post-launch support covers task templates, new roles and app store maintenance, so the community can change the app as its routines change.
Does this replace the medication administration record?+
No. Medication records stay in the resident management system or on the paper MAR the community uses today. The staff app can show that a medication round is due, but it does not record doses. We confirm that boundary with your nursing lead.
Can aides use the app on their own phones?+
Yes, if the community allows it. The app runs on iOS and Android, and a lost device can be removed from the staff list. Device rules should be agreed before launch, including how the app behaves when someone is away from the floor.
What happens when Wi-Fi drops on a floor?+
Task lists and handoffs stay usable on the device when the floor loses signal, then update the central record once the connection returns. We test under real building conditions, since thick walls and basements are common in older facilities.
How do staff learn the app without losing time on the floor?+
Staff who keep a paper list find the board familiar quickly, since each row mirrors one line of that list. Short sessions by role run during existing huddles, with a one-page guide left at each station.
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Let's make it happen
Keep every shift handoff complete
Ask for a call, and the community receives a written scope and price for the features it needs.