Family updates feed
Photos, short notes and good news shared securely with approved family, posted from a tablet in under a minute.
Aged care software: family updates, visits & enquiries
Aged care: keep families close and the front desk calm. More time for care, less on the phone.
Five siblings ring for the same update, Sunday visits are juggled in a paper diary, the activity calendar lives on a noticeboard and new family enquiries sit on a sticky note for three days. We build secure family update, visitor booking, enquiry and feedback systems for aged care providers that all talk to each other. Then we host them and look after them.
Looking for aged care family communication software that actually takes pressure off your staff?
An aged care home is a lot of things at once: a care provider, a hospitality business, a social club and a front desk that never stops ringing. Your clinical system handles the care notes. Everything around it usually doesn't have a home. Family updates go out by phone, visits are booked in a diary, the lifestyle program is printed and pinned up, enquiries live in someone's inbox and feedback comes in on comment cards, emails and corridor chats.
Wollopit builds custom aged care software around how your home actually runs. Staff share a photo and a quick note from a tablet and only approved family see it. Families book visits, events and video calls themselves. New enquiries get followed up before they go cold. Feedback lands in one register you can show at your next audit. We work alongside the clinical and rostering systems you already use and look after the lot on our own servers.
01The problems
What we hear from aged care providers
Does your aged care provider have these problems? Here's how we'd fix them.
Most homes we talk to have brilliant carers and a lifestyle team that works miracles. The trouble is everything around the care runs on phones, paper and goodwill.
- The problemFamilies ring for updatesReception and nurses field the same 'how's Mum going?' call five times a day from five different family members.How we fix itA secure family feed: staff post a photo and a quick note from a tablet in under a minute. Every approved family member sees the same news.
- The problemOnly one sibling hears anythingUpdates go to the next of kin and never reach the brother in Perth or the grandkids who'd love a photo.How we fix itA family circle for each resident with consent recorded. The primary contact approves who's in and staff control what's shared.
- The problemVisits arranged by phoneSunday afternoon is chaos. The garden room is double booked and reception spends Friday calling families back.How we fix itOnline visit booking with time slots, room and garden bookings, capacity per wing and SMS reminders.
- The problemOutbreaks mean 80 phone callsGastro or COVID hits a wing and every affected family needs to hear today. Reception is on the phone until dark.How we fix itOne-tap outbreak notices by SMS and email to the right families. Visit bookings pause or switch to window and video visits automatically.
- The problemA paper sign-in book at the doorHalf the names are unreadable and in a fire drill nobody knows exactly who's in the building.How we fix itQR or kiosk sign-in with a health declaration, a live list of who's onsite and visitor history when you need it.
- The problemActivities nobody seesThe lifestyle team runs a full program but families only see a printed calendar on the noticeboard.How we fix itAn activity calendar families can see from home, with photos from the bus trip and attendance logged as it happens.
- The problemNew enquiries go coldA family rings in a crisis, the message goes on a sticky note and by the time someone calls back they've chosen elsewhere.How we fix itAn enquiry pipeline: web forms and phone calls in one place, tours booked online, follow-up reminders and a clear view of where every family is up to.
- The problemThe waitlist is a spreadsheetA room comes up and nobody's sure who's next, who wanted respite or who's actually ready to move in.How we fix itA waitlist and respite tracker by room type, preferences and readiness, so you can call the right family the same day.
- The problemAdmission packs by postThick packs of forms printed, posted, filled in by hand then retyped by the admin team.How we fix itOnline admission forms with e-signatures and document uploads. The office sees what's missing at a glance.
- The problemFeedback everywhereCompliments and complaints come by email, comment card and quiet word in the corridor. Showing what you did about them is hard.How we fix itOne feedback and complaints register with acknowledgement, actions, close-out and reports ready for your quality meetings.
- The problemEvents organised on paperMother's Day high tea and the Christmas lunch run on paper RSVPs. The kitchen gets numbers the day before.How we fix itEvent invites and RSVPs for families, with dietary needs and final numbers sent straight to the kitchen.
- The problemIn-house services on a clipboardThe hairdresser and visiting podiatrist work off a paper list. Families don't know what's booked or what's been charged.How we fix itBookable in-house services with family consent, appointment reminders and charges sent to the resident's account.
02What we build
Solutions
What we build for aged care providers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Family circles & consent
Who can see what for each resident, consent recorded, primary contacts approving new members and access removed in one click.
Visitor booking
Time slots, rooms, gardens and private dining booked online, with capacity limits per wing and SMS reminders.
Visitor sign-in kiosk
QR or tablet sign-in with health declarations, a live onsite list and sign-out at the door.
Outbreak notices
Targeted SMS and email to affected families, visits paused or rescheduled and updates logged as it unfolds.
Video call bookings
Families book a time to call, staff get the tablet ready and the link arrives by SMS.
Activity & lifestyle calendar
The weekly program families can see from home, with photos, attendance and resident interests.
Enquiries & tours
Every new family in one pipeline, tours booked online, follow-ups scheduled and nobody left waiting.
Waitlist & respite tracker
Room types, preferences, respite dates and readiness, so the right family gets the call first.
Online admission forms
Forms, e-signatures and document uploads with a checklist showing what's still missing.
Feedback & complaints register
Comments from families, residents and visitors logged, acknowledged, actioned and closed with reports.
Events & RSVPs
Family days, high teas and Christmas lunch with invites, RSVPs, dietary needs and numbers to the kitchen.
In-house services booking
Hairdresser, podiatry and visiting allied health booked with consent, reminders and charges to the resident account.
Volunteer management
Volunteer sign-ups, checks and expiry reminders, rosters and hours logged.
A website families trust
Hand-built, quick on mobile, easy to read for older eyes, with tours bookable online and built to rank for 'aged care near me'.
03The systems
The big ones
Your whole home, joined up.
These are the systems aged care providers ask us about most. Each one works on its own. They get properly useful once they're joined up.
Family updates
Every family hears the good news. Nobody has to ring for it.
Staff snap a photo at morning tea, add a line and choose the resident. Only that resident's approved family circle sees it, whether they're down the road or overseas. Families who don't do apps get a weekly email or SMS digest instead.
- Post from a tablet in under a minute
- Family circles per resident
- Consent recorded and easy to change
- Group photos shared only with consenting families
- Weekly email or SMS digest
- Messages to the office, not the nurses' station
- Staff approve before anything goes out
- Works for the grandkids overseas
- Access removed in one click
- Full history of what was shared and when
Visits & sign-in
Sunday visits that book themselves.
Families pick a time, a room or the garden and get a reminder on the day. At the door they scan a QR code to sign in, so you always know who's onsite. When an outbreak hits, affected bookings pause and the right families get told straight away.
- Online booking by time slot
- Garden room and private dining bookings
- Capacity limits per wing
- SMS reminders and easy rescheduling
- QR or kiosk sign-in
- Health declaration at the door
- Live list of who's onsite
- One-tap outbreak notices
- Window and video visit options
- Visitor history when you need it
Enquiries & admissions
New families looked after from the first call.
Families looking for care are usually stressed and short on time. Every enquiry lands in one pipeline with tours bookable online and follow-ups that don't rely on someone's memory. When a room comes up you know exactly who to call.
- Web and phone enquiries in one place
- Tours booked online
- Follow-up reminders for staff
- Pipeline from enquiry to move-in
- Waitlist by room type and preferences
- Respite bookings and dates
- Online admission forms
- E-signatures and document uploads
- Checklist of what's missing
- Where enquiries came from
Lifestyle & events
The lifestyle program, finally on show.
Your lifestyle team's calendar goes online for families to see, with photos from the day and attendance logged as it happens. Family days and Christmas lunch get proper invites and RSVPs. The kitchen gets numbers and dietary needs without chasing.
- Weekly activity calendar online
- Photos linked to each activity
- Attendance logged on a tablet
- Resident interests and preferences
- Family event invites and RSVPs
- Dietary needs straight to the kitchen
- Bus trip lists and consent
- Volunteer rosters for events
- Foyer screen showing what's on
- Printable calendars for each wing
Feedback & complaints
Every comment heard. Every action on record.
Families, residents and visitors can leave feedback from their phone, a QR code in the foyer or a tablet at reception. Staff log the corridor chats too. Everything is acknowledged, actioned and closed in one register you can report from.
- Feedback by phone, QR or tablet
- Anonymous option
- Staff can log verbal feedback
- Acknowledgement sent automatically
- Actions assigned with due dates
- Close-out notes and outcomes
- Compliments shared with the team
- Trends by wing and topic
- Reports for quality meetings
- Full history kept
04How it changes
Before and after
A Sunday visit, wolloped.
Here's how one family's Sunday visit could change. Every home is different, so we map yours first.
Before
- Daughter rings Friday to check if Sunday suits
- Reception checks the paper diary and calls back
- Signs a paper book at the front door
- Garden room already taken by another family
- Didn't know Dad went on Thursday's bus trip
- Brother in Perth rings the nurses' station that night
After
- Books the garden room for 2pm from her phone
- Gets an SMS reminder Sunday morning
- Scans the QR code at the door to sign in
- Already saw the photos from Thursday's bus trip
- Brother in Perth booked a video call for 3pm
- Leaves a thank you for the staff in two taps
05Services
Everything under one roof
Software, websites and systems for aged care providers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for aged care providers
Built around how your aged care provider actually runs: family updates feed, family circles & consent and the admin in between, in one system you own.
Websites for aged care providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Aged care provider system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for aged care providers
Visitor booking and visitor sign-in kiosk: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Leecare, AutoMed and Person Centred Software so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your aged care provider, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside your clinical, rostering and finance systems, connect to the tools you rely on and replace the paper and spreadsheets holding you back.
- Leecare
- AutoMed
- Person Centred Software
- Deputy
- Humanforce
- Employment Hero
- Xero
- MYOB
- Microsoft 365
- Microsoft Teams
- Zoom
- Twilio SMS
- Mailchimp
- HubSpot
- Stripe
- SwipedOn
- Sine
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your aged care provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at reception, with the lifestyle team and on the floor to see where the phone calls, paper and double handling are coming from.
- 02
Archi-tech
We plan it before writing code: family circles and consent, visits, enquiries, feedback, your existing systems, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like family updates or visit booking, so staff feel the difference quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things aged care providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
How is privacy handled for residents?
Updates go only to approved family members, with consent recorded for each resident and access controlled by your staff. Nothing is shared without a staff member choosing to share it. Every post and login is logged, so you can see who saw what.
Does this replace our clinical care system?
No. Care notes, medications and clinical records stay in Leecare, AutoMed or whatever you use. We build the family, visitor, enquiry and feedback side around it.
Won't this just create more work for carers?
It's designed to save time. A post takes under a minute from a tablet. Every update shared is a phone call nobody has to take or make.
What about families who aren't comfortable with apps?
They can get updates by email or SMS instead and book visits by link without downloading anything. Reception can still book on their behalf in the same system.
Can it help during an outbreak?
Yes. You can send a notice to just the families affected, pause or move visit bookings and offer video calls, all from one screen.
We already have software. Do we have to switch?
No. If your clinical, rostering or finance systems are doing their job we build around them. If something is holding you back, we'll show you what replacing it would involve before anything changes.
How much does an aged care system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like visitor booking or a feedback register can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most aged care providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an aged care provider problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.