Onboard new residents with a complete move-in checklist
Every morning, WebRun opens PointClickCare, finds residents with a move-in date of today or tomorrow, builds a personalised onboarding checklist in Google Sheets, posts an internal alert to Slack for the care and dining teams, and saves a draft welcome letter in Gmail for a staff member to approve and send.
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- Under $0.01 per run
- Cancel anytime
How do I automate new resident move-in onboarding in a senior living community?
WebRun checks PointClickCare each morning for residents moving in within 24 hours, builds a personalised onboarding checklist in Google Sheets, posts an internal Slack alert to the care and dining teams, and saves a Gmail draft welcome letter for staff to approve. The team arrives prepared and no move-in step is overlooked.
- Every move-in has a personalised checklist in Sheets before the resident arrives
- Care and dining teams are automatically notified with the right details
- No welcome letter goes out without a staff member reviewing and approving it
Built for senior living operators · assisted living administrators · memory care directors · independent living communities
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
pointclickcare.comin a real browser with your saved login - no setup, no API keys. -
1
PointClickCare - find upcoming move-ins
pointclickcare.com How to Automate PointClickCare
WebRun opens PointClickCare to find upcoming move-ins. - Open PointClickCare and navigate to the Admissions section
- Filter for residents with a move-in date of today or tomorrow
- Capture name, room number, care level, dietary notes, and family contact for each
Done when Every imminent move-in is listed with full profile details.
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2
Google Sheets - build personalised checklist
google.com How to Automate Google Sheets
WebRun opens Google Sheets to build personalised checklist. - Open the Move-In Checklist sheet and add a new tab for each incoming resident
- Populate the checklist with standard tasks: room inspection, care plan briefing, medication setup, dietary flag, emergency contact confirmation
- Mark the resident's care level and any special notes at the top of their tab
Done when A personalised onboarding checklist tab exists in Sheets for every incoming resident.
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3
Slack - alert care and dining teams
slack.com How to Automate Slack
WebRun opens Slack to alert care and dining teams. - Post a move-in alert to the care-team Slack channel with the resident's name, room, and care level
- Tag the dining coordinator if a dietary flag is present
- Include a link to the resident's checklist tab in Sheets
Done when The care and dining teams have been notified and have the checklist link in Slack.
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4
Gmail - draft welcome letter for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft welcome letter for review. - Draft a warm welcome letter addressed to the resident and family using the PointClickCare profile details
- Include the move-in date, room number, and a brief overview of next steps
- Save as a Gmail draft only, not sent, for a staff member to personalise and send
Done when A Gmail draft welcome letter is ready for staff review for each incoming resident.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will the welcome letter be sent automatically to the resident or family?
No. The letter is saved as a Gmail draft. A staff member must open it, personalise if needed, and click Send. No external communication goes out without explicit human approval.
What if a resident's profile is incomplete in PointClickCare?
WebRun uses whatever fields are present and flags any missing required items in the Slack alert so staff know to complete the profile before move-in day.
Can the checklist be customised for different care levels?
Yes. The Sheets template uses the resident's care level from PointClickCare to include or skip steps. Memory care residents get additional orientation and safety tasks; independent living residents get a lighter checklist.
Related templates
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