Turn more inquiries into tours, and more tours into move-ins
HelloGrowthCRM runs the pre-move-in pipeline for independent living, assisted living and memory care teams. One place for every family inquiry, tour and follow-up. It is not an EHR or resident record system.
Quick answer
Is HelloGrowthCRM HIPAA compliant?
Assisted living inquiry follow-up after a hospital discharge
Memory care tours booked by an adult child
Independent living waitlist nurture over many months
Referral network introductions tracked through to move-in
Multi-community sales reporting for a regional operator
Deposit collection and community fee invoicing before move-in
Why this page exists
A senior living inquiry rarely becomes a move-in the same week. An adult daughter calls after her father has a fall, asks about assisted living, then goes quiet for three months while the family talks it through. In the meantime the community is fielding referral-network introductions, walk-ins, web forms and calls to the front desk. HelloGrowthCRM gives sales counselors one pipeline for all of it, with stages that match how families actually decide: inquiry, discovery call, tour scheduled, tour completed, deposit, move-in. Calls can be recorded and summarized automatically. Follow-up sequences keep running while the family thinks. Referral-source tracking shows which sources produce move-ins rather than just inquiries. Setup takes about 15 minutes. Pricing is $12 per user per month, or $10 per user per month billed annually, and there is a free forever plan.
Be clear about the boundary. HelloGrowthCRM is not an EHR, a care-planning platform, an eMAR, or a resident management system, and it is not positioned as a HIPAA-compliant system of record for protected health information. Do not use it to store clinical notes, medication records, assessments or diagnoses. Keep that in the clinical and resident systems your community already runs. HelloGrowthCRM covers the stage before all of that: the pre-move-in inquiry and tour pipeline. Who called, which level of care they asked about, which referral source sent them, when the tour is booked, what the counselor promised to send, and what happens next. Once a resident moves in, operations and care systems take over. That boundary is deliberate, and it is what keeps the tool quick to learn and quick to run.
Common search intent
Why teams evaluating CRM for senior living communities want a simpler system
Inquiries arrive by phone, web form, walk-in and referral portal, and each one lands somewhere different. By Monday nobody is certain which families were called back and which were quietly missed.
The consideration cycle runs for months. A family that toured in March is still deciding in July, and manual follow-up almost always stops after the second or third attempt.
The caller is usually an adult child, not the future resident. Notes get filed under the wrong name, and the next counselor has no idea who actually makes the decision.
Referral fees get paid without knowing which sources produce move-ins. Spreadsheets track inquiries by source but rarely follow those same inquiries through to deposit and move-in day.
Tour no-shows go unaddressed. Nobody confirms the day before, and nobody follows up the week after with the floor plan and pricing sheet the family asked to see.
Counselors cover several communities and care levels at once. Without shared stages, occupancy meetings turn into guesswork about what is genuinely in the pipeline this month.
Common Senior Living Communities problems — and how this CRM solves them
Map your workflow to the CRM instead of rebuilding it in spreadsheets
Families do not all want a phone call
An adult son at work will answer a text at lunch but never pick up an unknown number. A spouse in her eighties wants a printed pricing sheet mailed and a call on Tuesday morning. HelloGrowthCRM handles email sequences, SMS, WhatsApp and calls from the same record, so the counselor picks the channel that suits the family rather than the one the software prefers. Calls placed through the built-in dialer are recorded and summarized, so the next person to pick up the file knows what was already promised. Every touch, on every channel, lands on one timeline.
Best next step
See how email, SMS, tasks, and billing fit your workflow in one demo.
How it works
Capture every inquiry in one place
Connect your website forms, your inquiry phone line and your messaging channels. Referral introductions can be added by hand or through the API. Each inquiry arrives with its source attached, so nothing depends on someone remembering to log it later.
Build the pipeline around your move-in process
Name your stages the way your team already talks: inquiry, discovery, tour scheduled, tour completed, deposit, move-in. Add stages for waitlist or deferred families. Counselors update the stage from a phone between tours, not at the end of the day.
Let the follow-up run while families decide
Start an email, SMS or WhatsApp sequence when a tour finishes. Recurring reminders keep counselors on families who went quiet three months ago. AI lead scoring surfaces the records worth a personal call this morning.
Report on what actually produced move-ins
Dashboards show inquiries by source, tour-to-deposit progression and where families stall. Referral-source tracking follows an inquiry all the way to move-in, so you can judge referral spend on outcomes rather than on inquiry volume alone.
Pricing
$12 per user per month, or $10 billed annually
HelloGrowthCRM costs $12 per user per month on monthly billing, or $10 per user per month billed annually. There is a free forever plan if you want to run one community's inquiry pipeline before rolling it out further. Sales counselors, the executive director and the regional sales lead are the usual seats. Setup takes about 15 minutes. If you would rather not build the sequences and dashboards yourself, the optional managed RevOps service, Growth Engine, can do it for you.
What a senior living sales team needs, and what a generic CRM gives you
Useful next steps
CRM for healthcare
How the same inquiry and follow-up pipeline is used across wider healthcare settings.
ExploreCRM for service businesses
The general version of the pipeline, quoting and follow-up setup described here.
ExploreFollow-up sequences
How automated email, SMS and WhatsApp sequences run across a long decision cycle.
ExploreBuilt-in dialer
Call recording and AI call summaries for counselors returning family calls.
ExploreHelloGrowthCRM in the USA
Overview of how US teams set up and run HelloGrowthCRM.
ExploreUS pricing
Plan details, the free forever tier and annual billing for US customers.
ExploreFrequently asked questions
Put every family inquiry in one pipeline
Start on the free forever plan and set up your inquiry-to-move-in pipeline in about 15 minutes. Add your counselors, connect your website form and let the follow-up sequences run. Paid plans are $12 per user per month, or $10 per user per month billed annually.
AI Features Built for Senior Living Communities
HelloGrowthCRM ships 12 AI agents across 3 autonomy levels — from fully autonomous voice calling to assistive smart compose. Every AI action is logged and reversible.
Voice Agent for Follow-Up
AI calls Senior Living Communities prospects a day after the first conversation, answers the obvious questions, and books the next step so nobody has to chase manually.
Smart Compose for Client Messages
AI writing assist for inquiry replies, proposal covering notes, and follow-up messages — consistent wording, sent faster.
Automated Follow-Up Sequences
Trigger SMS, WhatsApp, and email reminders on a schedule you set once, so every open opportunity gets worked until it is won or closed out.
AI Lead Scoring
Rank incoming senior living communities inquiries by value, source, and response speed so the team works the best ones first.
All AI features included on every paid plan. No add-ons.