Resident portal
News, what's on, bookings and requests in one big, friendly app on phones, tablets and computers.
Retirement village software: resident portals & bookings
Retirement villages: the village noticeboard on every phone. More cuppas, less chasing.
The newsletter is photocopied, the hall booking sheet is in a folder at reception, maintenance requests come in by phone and the village bus list is on a clipboard. We build simple, large-print resident portals for retirement villages that handle news, bookings, requests and sales enquiries in one place. Then we host them and look after them.
Looking for retirement village software residents will actually use?
A retirement village is a small town with a front desk. There's a hall, a pool, a bowls green, a workshop, a guest unit and a bus. There are residents' committee meetings, the annual budget meeting and a newsletter that somebody types up every month. There are maintenance jobs, wellbeing checks, family members ringing in and prospective residents wanting a tour. Most village managers juggle all of it with a phone, a photocopier and a pile of folders.
Wollopit builds custom retirement village software around how your village actually runs. Residents see news, the activity calendar and their bookings on a big, simple screen on their phone, tablet or the kiosk in the community centre. Maintenance requests are logged and tracked. Sales enquiries turn into booked tours. Staff can do anything on a resident's behalf and the printed newsletter still comes out of the same system for those who prefer paper. We connect the tools you already use and look after the lot on our own servers.
01The problems
What we hear from retirement villages
Does your retirement village have these problems? Here's how we'd fix them.
Most village managers we talk to love their residents and spend half the day answering the same five questions at reception. The village runs on goodwill and photocopies.
- The problemThe noticeboard nobody readsNews is pinned up in the community centre and the residents who don't walk past it miss out. Then they ring reception.How we fix itVillage news on every resident's phone or tablet in large print, with the same content printed for the noticeboard and letterbox.
- The problemDouble booked hall and guest unitThe booking folder at reception says one thing, the cards group says another and two birthday parties turn up on the same Saturday.How we fix itOnline bookings for the hall, guest unit, BBQ area, workshop and pool with clear rules and no clashes. Staff can book for residents too.
- The problemMaintenance requests by phoneA dripping tap gets mentioned in the corridor, written on a sticky note and forgotten. The resident rings again next week.How we fix itRequests logged by the resident or staff with a photo, assigned to the maintenance team and tracked until done. Residents see the status.
- The problemThe bus list on a clipboardShopping trips and outings are booked on a sheet, seats run out and someone always thinks they were on the list.How we fix itVillage bus bookings with seat limits, pickup times, waitlists and a printed run sheet for the driver.
- The problemActivities that are hard to promoteAqua aerobics, craft group and the Melbourne Cup lunch rely on word of mouth and a flyer on the fridge.How we fix itA what's on calendar with RSVPs, reminders and numbers for catering, shown on phones and the community centre screen.
- The problemTech can be dauntingPlenty of residents are on iPads but small text, passwords and fiddly menus put them off straight away.How we fix itBig buttons, large text, simple steps and easy sign-in. Family members can help and staff can do anything on a resident's behalf.
- The problemWellbeing checks done by handStaff ring or knock on doors to check on residents who live alone, which takes hours and still leaves gaps.How we fix itA daily 'I'm OK' check-in on phone or tablet with alerts to staff when someone hasn't checked in by their usual time.
- The problemCommittee papers and village documentsBudget papers, meeting minutes and village rules are photocopied for every resident and lost by the following week.How we fix itA document library for committee minutes, budgets, rules and notices, plus meeting notices sent the way each resident prefers.
- The problemSales enquiries slip throughProspective residents and their kids ring, email and fill in website forms. Details end up on paper and follow-ups are missed.How we fix itAn enquiry system that captures every lead, books village tours online and reminds the sales team to follow up.
- The problemVacancies and waitlists in a spreadsheetNobody is quite sure who's on the waitlist for a two-bedroom villa or what's coming up for resale.How we fix itA vacancy and waitlist board linked to enquiries, with listings sent to realestate.com.au and Domain when a unit is ready.
- The problemFamily can't stay in the loopSons and daughters interstate ring reception for news about events, outings and when the gardener is coming.How we fix itOptional family logins so nominated family can see news, bookings and request updates with the resident's permission.
02What we build
Solutions
What we build for retirement villages. 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.
Village news & newsletter
Write once and it goes to the portal, email, the community centre screen and a print-ready newsletter.
Facility bookings
Hall, guest unit, BBQ, pool, workshop, craft room and bowls green with booking rules and no clashes.
Village bus bookings
Outings and shopping runs with seat limits, waitlists, pickup times and a driver run sheet.
Activity calendar & RSVPs
Classes, clubs, happy hour and special lunches with RSVPs, reminders and catering numbers.
Maintenance requests
Logged with photos, assigned to the team, tracked to done, with residents told at each step.
Daily wellbeing check-in
An 'I'm OK' button with staff alerts when someone misses their usual check-in time.
Community centre screen & kiosk
A TV or touch kiosk showing today's activities, news and the bus times in big print.
Committee & document library
Minutes, budgets, village rules and notices residents can read any time, with meeting notices sent out.
Sales enquiries & tours
Every enquiry in one place, online tour bookings, follow-up reminders and open day sign-ups.
Vacancies & waitlists
Units available, coming up for resale and who's waiting, with listings sent to the property portals.
Family access
Nominated family members see news and updates with the resident's permission.
A website that welcomes
Hand-built, easy to read, with floor plans, a village map, tour bookings and good Google rankings for your area.
03The systems
The big ones
Your whole village, on one simple system.
These are the systems village managers ask us about most. Each one works on its own and they get properly useful when they're joined up.
Resident portal
Village news residents actually see.
A big, simple portal on the phone, the iPad or the kiosk in the community centre. Write a news post once and it shows up on screens, goes out by email and drops into a print-ready newsletter for residents who like paper.
- Large text and big buttons
- Simple sign-in without fiddly passwords
- News, notices and what's on
- Print-ready monthly newsletter
- Community centre TV and kiosk
- Email and SMS for urgent notices
- Staff can act on a resident's behalf
- Optional family logins
- Resident directory with opt-in
- Works on any phone, tablet or computer
Bookings
The hall, the guest unit and the bus. No more clashes.
Every shared space and the village bus on one calendar residents can see. Booking rules are built in so the guest unit can't be booked for a month and the hall is never double booked.
- Hall, guest unit, BBQ and workshop
- Pool, bowls green and craft room
- Booking rules and limits per resident
- Guest unit fees through Stripe
- Village bus seats and waitlists
- Driver run sheet with pickups
- Activity RSVPs and catering numbers
- Reminders by email or SMS
- Staff book on residents' behalf
- Printed weekly booking sheet
Maintenance
Every dripping tap logged, tracked and fixed.
Residents log a request with a photo or staff log it for them after a chat at reception. The maintenance team see their jobs on a phone and residents get told when it's booked and when it's done.
- Requests from residents or staff
- Photos and access notes
- Jobs assigned to staff or contractors
- Priority and urgent flags
- Resident updates at each step
- Common area and grounds jobs
- Planned maintenance schedules
- Contractor details and certificates
- Job history per unit
- Reports for the committee
Wellbeing
A daily check-in that gives everyone peace of mind.
Residents tap 'I'm OK' each morning on their phone, tablet or the kiosk. If someone hasn't checked in by their usual time staff get an alert, so the door knocks go where they're needed.
- One big 'I'm OK' button
- Each resident's usual check-in time
- Staff alerts for missed check-ins
- Away and holiday settings
- Optional family notifications
- Staff log a check-in by phone
- Simple daily wellbeing list
- Works alongside your emergency call system
- History kept privately and securely
Sales & enquiries
Every enquiry followed up. Every tour booked.
Website forms, phone calls and open day sign-ups land in one place. Prospective residents and their families book a tour online, the sales team get reminders and the waitlist is always current.
- Every enquiry in one list
- Online village tour bookings
- Open day registrations
- Follow-up reminders for sales staff
- Waitlist by unit type
- Vacancies and upcoming resales
- Listings to realestate.com.au and Domain
- Contracts signed through DocuSign
- Brochures and floor plans by email
- Enquiry source reporting
04How it changes
Before and after
A hall booking, wolloped.
Here's how booking the hall for a birthday lunch could change. Every village is different, so we map yours first.
Before
- Resident walks to reception to check the booking folder
- The page is crossed out and hard to read
- Booked in pencil with no time end
- Cards group thinks they had it that day
- Reception rings both residents to sort it out
- Nobody remembered to tell the cleaner
After
- Resident sees the hall calendar on their iPad
- Free times are shown in big, clear blocks
- Booked in two taps with start and finish times
- Clashes are impossible and the cards group is already on the calendar
- A reminder goes out the day before
- The cleaner's list updates on its own
05Services
Everything under one roof
Software, websites and systems for retirement villages.
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 retirement villages
Built around how your retirement village actually runs: resident portal, village news & newsletter and the admin in between, in one system you own.
Websites for retirement villages
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Retirement village 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 retirement villages
Facility bookings and village bus bookings: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect realestate.com.au, Domain and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your retirement village, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your village already relies on, work alongside platforms you're happy with or replace the ones holding you back.
- realestate.com.au
- Domain
- Xero
- MYOB
- DocuSign
- Stripe
- Mailchimp
- MessageMedia
- Google Maps
- Google Calendar
- Microsoft 365
- Microsoft Teams
- HubSpot
- Salesforce
- Tunstall
- Canva
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 retirement village: 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, in the community centre and with the residents' committee to see where the phone calls and paperwork pile up.
- 02
Archi-tech
We plan it before writing code: residents, units, facilities, the bus, maintenance, sales, accessibility, privacy, hosting and cost.
- 03
Build
Real engineering, tested with real residents early and often. Usually the most painful bit first, so you get a win before the next committee meeting.
- 04
Look after
We host it, maintain it and keep improving it. When something needs fixing you call the people who built it.
08Questions
FAQ
Things retirement villages ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is it easy for older residents to use?
Yes. We design with large text, big buttons, simple steps and easy sign-in, then test it with real residents. Staff can do anything on a resident's behalf and family can help if the resident wants them to.
What about residents who don't use technology?
They're not left out. News prints straight into the newsletter, bookings can be made at reception and staff log maintenance requests for them. The system just means it's all in one place.
Can it handle the guest unit and village bus as well as the hall?
Yes. Any shared space or vehicle can be booked with its own rules, limits, fees and waitlists. The bus driver gets a run sheet with pickups.
Does the daily check-in replace our emergency call system?
No. It works alongside it. The check-in is for peace of mind each day, while your emergency call system stays in place for emergencies.
Is resident information kept private?
Yes. Logins are secure, staff only see what their role needs and family access only happens with the resident's permission. We host it on our own managed Australian servers.
We already use other systems. Do we have to switch?
No. If your accounting, sales or management software is doing its job we build around it and connect to it. If something is holding you back we'll show you what replacing it would involve before anything changes.
How much does a retirement village portal 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 village news or facility bookings 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, keep it updated and secure and make changes when you need them. 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 retirement villages 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 a retirement village 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.