The Complete Sales & Resident Lifecycle System for Senior Living
From First Inquiry to Move-In to Discharge — PathlyCRM Systemizes the Entire Journey.
PathlyCRM is not a CRM. It is an Operating System for Occupancy Growth.
The Complete Lifecycle
Most Communities Don't Have a Sales System. They Have Chaos.
PathlyCRM replaces guesswork with structure.
Every Stage. Every Automation. One System.
A structured pipeline with 12 stages — from first inquiry to discharge — each with built-in automation, task creation, follow-up, and reporting.
Every Stage Includes
Built into the system, not bolted on.
What Owners Can See Instantly
Retention Is Built Into The System
This prevents silent dissatisfaction. This catches problems before they become discharges.
Welcome Email
Day 1Automated welcome message to new resident and family
Executive Task
Within 3 DaysED receives a task to personally connect with the new resident
14-Day Check-In
Day 14Structured check-in task assigned to ensure satisfaction
30-60-90 Contact
Day 30, 60, 90Ongoing structured touchpoints to prevent silent dissatisfaction
Accountability Alerts
OngoingInternal alerts if tasks are missed or overdue
Even Discharges Are Managed Professionally
Communities stop guessing why residents leave. They have data.
External Transfer
Separate workflow for residents transferring to another facility
Deceased
Respectful, structured workflow for family communication
Automated Feedback
Feedback form triggered automatically upon discharge
Review Request
Automated review request sent to family members
Rating Alert
Internal alert if rating falls below threshold
Reason Tracking
Tag-based tracking of all discharge reasons
Stop Losing Deals Without Knowing Why
Every lost deal is tagged with a reason, creating a real-time intelligence layer that informs your marketing, pricing, and competitive strategy.
Lost Reason Tags
All Documents. One Platform.
Everything is tracked under Contact, Opportunity, and Lifecycle stage — giving your team a single source of truth for every resident.
Know Your Occupancy Health at a Glance
Owners don't need to ask "how are we doing?" They can see it instantly.
47
23
34.2%
$127,500
3
Tracked
96%
89%
We Don't Just Hand You Software. We Build Your System.
A structured launch process — not a login link and a "good luck." We configure every automation, build your pipeline, train your team, and ensure you're operational from day one.
Built for Leaders Who Demand Visibility and Structure
Independent Assisted Living
Communities seeking structured sales systems
Memory Care Communities
Specialized care with complex family dynamics
Small Regional Operators
Multi-site operators wanting unified visibility
Owners Who Want Visibility
Real-time pipeline and occupancy data
Executive Directors Who Want Control
Structured systems for daily operations
Sales Teams Who Want Structure
Clear processes, accountability, and support
Predictable Occupancy. Predictable Investment.
Per Community
Annual Option
Pay for 10 months, get 12. Save $1,590/year.
ROI Reality Check
One additional move-in per month more than covers the entire system.
Frequently Asked Questions – PathlyCRM for Senior Living Communities
Everything Owners and Executive Directors Need to Know About Building a Predictable Occupancy System
PathlyCRM is a senior living CRM and automation platform built specifically for assisted living and memory care communities. It systemizes the entire resident journey — from first inquiry to move-in, retention, discharge, and reputation management.
Unlike traditional senior housing sales software, PathlyCRM includes built-in automation, accountability tracking, retention workflows, and lost deal reporting designed specifically for occupancy growth.
Most senior living CRM platforms focus on contact management. PathlyCRM functions as a full operating system for occupancy growth.
It includes:
- Structured sales pipelines
- Automated tour follow-up
- Move-in workflows
- 14-day and 30-60-90 retention automations
- Discharge tracking and feedback systems
- Lost deal reason tagging
- Built-in task accountability
- Reputation and review automation
Yes. PathlyCRM was built specifically for:
- Assisted Living communities
- Memory Care communities
- Independent Living communities
- Small to mid-size regional senior housing operators
The workflows reflect real senior living operations — including tours, deposits, move-in scheduling, post-move-in check-ins, and discharge tracking.
PathlyCRM increases occupancy by:
- Preventing leads from falling through the cracks
- Automating follow-up after tours
- Tracking conversion rates by stage
- Identifying why deals are being lost
- Ensuring consistent retention check-ins
- Improving online review generation
One additional move-in per month typically covers the cost of the system.
Yes. When a tour is completed, PathlyCRM can automatically:
- Send thank-you emails
- Send SMS follow-up
- Create sales tasks
- Trigger deposit reminders
- Notify internal staff
No prospect leaves without structured next steps.
Yes. The system includes structured lost deal tracking with standardized tags such as:
- Price
- Location
- Care level
- Family decision
- Competitor
- Timing
This gives ownership real data to adjust pricing, marketing, and positioning.
Yes. PathlyCRM includes automated:
- Welcome workflows
- Executive 3-day contact tasks
- 14-day check-in workflows
- 30-60-90 follow-up automation
- Internal alerts for compliance
Retention becomes proactive instead of reactive.
When a resident is moved into the discharge stage, the system can automatically:
- Trigger discharge workflows
- Send feedback forms
- Separate workflows for deceased vs external transfers
- Request online reviews
- Tag discharge reasons
- Notify leadership
Communities gain insight from every discharge.
Yes. Communities can:
- Collect room reservation deposits
- Send lease agreements
- Route role-based e-signatures
- Store medical release forms
- Track compliance documents
All documents are organized under the resident's profile.
Yes. PathlyCRM supports:
- Calendar integration for tour scheduling
- Automated reminders
- Stripe payment processing
- Digital deposit collection
- Automated receipts
This speeds up commitment and reduces administrative delays.
Yes. PathlyCRM tracks:
- Task completion rates
- Follow-up compliance
- Tour numbers
- Conversion rates
- Pipeline value
- Sales stage movement
Owners and Executive Directors gain real-time visibility into sales performance.
PathlyCRM supports HIPAA-conscious workflows and structured document handling. Communities remain responsible for implementing internal compliance policies, but the system allows secure handling of resident documentation.
Most communities are fully implemented within 2–4 weeks depending on customization.
Implementation includes:
- Pipeline configuration
- Automation setup
- Email template configuration
- Lost reason standardization
- Task system buildout
- Sales team onboarding
PathlyCRM is ideal for:
- Single-site communities
- Small regional operators
- 5–20 building portfolios
- Owners who want visibility into occupancy management performance
PathlyCRM is $795 per month per community.
Annual plans are available (pay for 10 months, get 12).
One additional move-in per month typically offsets the cost.
See the System in Action
Ready to See the System in Action?
Book a demo and see how PathlyCRM transforms occupancy management for your community.