Tour and lunch scheduling
Lets a family pick a tour or lunch visit from open slots that staff have confirmed.
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Booking and Intake Website for Assisted Living Communities
A booking and intake website for assisted living communities lets families schedule a tour or lunch visit, start a pre-admission assessment and join a waitlist from one page. SIZ Group builds the flow so the admissions team sees each request with the care need, the move timing and the preferred visit day already recorded.
01
How move-in work moves through assisted living communities today, and where it stalls
Most communities take a tour request by phone or through a web form that lands in the sales inbox. A coordinator books the visit, then asks the nurse for a pre-admission review, chases the physician's forms and checks apartment availability. Each handoff is sensible on its own, but the family waits between them, and the wait is when a second community gets the move.
The breakdown is usually in the paperwork. Medication lists arrive handwritten, physician orders come back without a signature, and the apartment promised on the phone has already gone to another family. The receptionist cannot see any of that, so the office spends its mornings chasing rather than welcoming new residents.
02
How adult children and other families compare communities, and what that means for intake
Families often start a search while a parent is still at home or in hospital. They compare three or four communities on price, care level and how quickly they can visit, and they read reviews on several sites before they call. The community that replies quickly and makes a visit simple tends to be the one the family visits first.
For this project, the booking path has to be easy to find and the first request has to be short. A daughter juggling a parent's discharge and her own job will not finish a long intake before she has seen the building. Keep the first step to the visit, and collect the fuller assessment after the tour.
- Tour requests that wait in a shared inbox until the next business day
- Lunch visit invitations that get forgotten when the dining room is busy
- Waitlist entries written on paper and lost when the front desk changes shifts
- Move-in dates agreed on the phone and never entered into the apartment record
03
Connecting intake to the systems assisted living communities use
Most communities keep resident records in a senior living management system, and many keep leasing and billing in separate software. The intake flow should connect where it saves retyping, such as passing a new prospect into the community's CRM, and leave clinical records with the nurses who maintain them. Google Workspace or Microsoft 365 calendars can hold the tour slots staff already use.
Settle early which system holds the resident's record and who can edit it. Intake data should be copied into that system once, by the right person, rather than retyped from website alerts. Where a connection is not practical, a structured export can keep the office moving.
What you get
Key features
Pre-admission intake
Collects the basics first, then sends a secure follow-up for the medication list and physician orders.
Waitlist by apartment type
Records the family's apartment preference and move timing, and notifies the admissions team when a match opens.
Admissions queue
A single list of visits and intakes by date, apartment type and status, sorted by the team each morning.
04
What the community must supply before families can use the flow
Before launch, the office manager should supply the pre-admission checklist, the list of documents families must return, the visit schedule and the apartment types with the rule for when each one shows as available. Without those, the form asks questions the staff cannot answer, and the family hears a different answer on every call.
Access rules matter because intake includes medication lists and diagnoses. Name the staff who can open a file, set a retention period and decide who is notified when a physician's order comes in. Publish those choices in the privacy notice before the first family submits anything.
- Pre-admission checklist with the documents families must return
- Visit schedule for tours and lunch visits, including days the community closes
- Apartment types and the rule for when each one is shown as available
- Named contacts for admissions, nursing and the business office
05
Where booking and intake projects go wrong for assisted living communities
The first mistake is asking for the full medical history before the family has toured. A busy adult child will abandon a long form, and the admissions team still has to make the call. Keep the first request short, then collect the medication list, physician orders and insurance details once the visit is booked.
Connect the calendar to the staff schedule, and give the office a fast way to pull a slot when a nurse or the director cannot cover it.
06
Launching the booking and intake website for assisted living communities through the front desk first
Train the front desk and the admissions team before the public launch. Ask them to book test visits, complete a test intake and confirm that the alert reaches the right person at the right time. Agree a short script for the first call, so the family hears the same welcome whether they phone or submit online.
Then tell families and referral partners about the new route. Put the booking link in the email signature, the welcome packet and the printed visit card, and mention it in discharge planning conversations. Track which routes bring visits that turn into move-ins, and reinforce those.
What is the cost of a booking and intake website for assisted living communities?+
Pricing starts at $300 and can reach $2,200, with the scope deciding where a project lands. A flow with tour scheduling, waitlists and a system connection costs more than a single visit form. We confirm the scope and price in writing after the scoping call.
Can families upload their physician orders through the site?+
Yes, through a secure upload that alerts the admissions team when a file arrives. Nurses should still review each order before the move-in date is confirmed. The site tells families which documents to upload and when.
Will the site show real apartment availability?+
It can, once the community agrees who updates the status and how often. An outdated availability display causes more trouble than a simple request form, so we often start with a clear status and add live data later.
What happens to submissions from families who never move in?+
They stay in the admissions record for the period the community sets, then are archived or removed. The team can mark a family as not proceeding, which takes the record out of active lists. We write that retention rule down before launch.
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Let's make it happen
Fill tours faster and move families in with fewer calls
Start with a scoping call and we will go through your tour, waitlist and pre-admission steps, then show where the booking flow removes the most calls.