Current and prospective residents want experiences that keep them active and healthy, but managing multiple events and activities on a daily, weekly and monthly basis can be challenging.
An assisted living activity calendar is a collaborative calendar that compiles all the activities allocated for the seniors by the staff in the assisted living facility.
Well built calendars also help managers assign responsibilities and track progress to ensure activities are organized and efficient. This article will provide you with a free template and detailed instructions on how to create an assisted living calendar that works wonders for your residents.
To continue your learning, check out our comprehensive Senior Living Operations Management Guide.
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An assisted living activity calendar is a vibrant tool that helps the facility to have better control over the resident’s physical and mental health.
Activities calendars allow staff to easily plan, schedule, set up and execute events that stimulate, entertain and activate residents. Having an organized and centralized home for independent living activities helps both staff and residents have consistency and transparency in their daily lives.
Activities should be fun—but they also have an important role in keeping seniors healthy by building up their strength and helping them maintain their independence and sense of well-being.
Due to the vast span of resident physical and mental capabilities, it is important to provide an assortment of activities. This means that a good calendar has some activities focused on able bodied residents, some for later stage or memory care residents, as well as a few that are enjoyable for all residents.
The best activities calendars are easily editable and shareable. Older means such as physical calendars and bulletin boards are not ideal for the task as they have limited reach.
Digital calendars, like the one you will build in this article, provide seamless editability and can be shared with others in a “view only” format so that the entire staff can easily know what is on the docket. Furthermore, the calendar can be put on a TV screen in the lobby, recreation room, or even resident rooms for easy communication of events.
Assisted living activity calendars set the tone of a property that is felt by both current and future residents, giving visibility into the kind of life that residents live in a community.
Assisted Living calendars are an easy way to show touring elderly that your property is well suited for their needs.
Activity calendars can help the new residents to find the activities that interest them, acting as a gateway to finding people with similar interests and making friends faster. This translates directly into your bottom line by increasing resident longevity and decreasing the likelihood of resident move-outs.
An organized activity calendar not only gives visibility into your day but also helps the team plan for things ahead of time. Assisted living activity calendar gives control over the overall operation of the community.
Digital format makes planning, changing and communicating events fast and easy.
Provide staff with editable or read only versions of the calendar for mobile collaboration. Google Sheet based calendars, like the one in this guide, also provide editing history so that managers can keep track of staff contributions.
A digital activity calendar is editable and facilitates the communication of schedules to everyone concerned. From the people who organize the activities to the people who assist the elders in the activities, the activity calendars give clarity to all the users.
Since the activity calendars are dynamic and can be altered according to the resident's needs and abilities, they provide an opportunity to increase resident satisfaction.
Digital calendars provide transparency and consistency that residents can look forward to and rely upon.
Dynamic Calendars work with pre-written code that creates experiences like drop down menus and auto-populating charts.
Users simply have to add their custom information in the settings tab, and the tool will take on the new field options.
Building a custom, dynamic calendar takes complex knowledge of spreadsheet tools. Luckily, our team has done the hard work so that you can easily begin planning. Simply put in your name and work email for a free download!
We provide the calendar in two forms: Microsoft Excel and Google Sheets. The Excel calendar is useful for offline planning, however we recommend using the calendar in Google Sheets to maximize shareability.
After entering your information, you will be directed to a Thank You page that contains both versions of the calendar. Click “Use Google Sheet”, and your calendar will open in a new tab. The calendar will be in “View Only” mode, so you need to select “File” then “Make a Copy”. Save this copy in your Google drive and you are ready to use!
If you would rather use the Excel spreadsheet version of the calendar, select “Download Calendar” from the Thank You page.
All of the built in functionality will work without the internet in the excel version, but it is harder to share and collaborate with. You can also begin using the calendar in Excel and then upload to Google Sheets when ready to share.
Using Xenia’s Assisted Living Activities Calendar is even more impactful in Google Sheets, as you can easily invite team members to view, edit and share the calendar.
You can upload your assisted living calendar into your drive and open it using your Google Sheets even on your mobile device. If you start using the calendar in Excel but want to begin using in Google Sheets, follow the steps below:
1. Log in to Google with your work email and navigate to Google Drive.
2. Click on the ‘New’ button to upload your calendar to Google sheets.
3. Click on the ‘File Upload’ option in the drop-down menu.
4. Select the spreadsheet you have downloaded from Xenia and upload it to your drive.
5. Click on the spreadsheet in your drive and and open it.
Your spreadsheet will open in google sheets and will be ready to use.
Xenia provides dynamic spreadsheet based calendars that are intuitive and flexible for management teams. Our calendar updates automatically from a built-in Event Planner, all customizable with a user-friendly settings tab where managers can input their activity choices, team names and time slots.
To use the calendar, follow the instructions below:
In the Settings tab, you will find menus to modify Status Options, Activity Options, Staff Members, Time Selections, Holidays and Weekends. Configure the Status Options to be able to track the stages of planning through to event completion. Customize your Activity Options to suit your property. Add your team to the Staff Member section to assign tasks.
Once settings are all set, managers can use the Event Planner to easily create calendar entries using the built-in drop-down menus. This minimizes confusion and errors to ensure an easy planning process.
Once the Event Planner is loaded with fun activities, the Monthly Calendar automatically updates with important information on the event. It is as simple as that! With Xenia, a few clicks can produce powerful tools for your team.
Everything is better when shared! Xenia's Assisted Living Activities Calendar can easily be shared for effective team collaboration. Click "Share" in the top right of the screen and input your team's emails. Choose whether that individual should have "View Only" or "Edit" privileges, add a message and click "Send". Your team will receive an email with a link to the calendar!
Our customers love Xenia's robust use cases including:
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Put your brand standards in a clear and operational checklist to be attached to work assignments.
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Xenia is empowering hundreds of teams around the world to elevate their hotel operations management. When implemented, Xenia offers benefits such as:
With Xenia, you can schedule recurring tasks and work orders in minutes. Assigned employees will receive notifications and can complete work on their mobile device.
Build custom checklists, SOPs, inspections, log books, surveys, meeting agendas and more with Xenia. Attach these to tasks and work orders to clarify work and collect crucial data such as photos, notes, time stamps and more.
Xenia's operations platform increases brand standards and speeds up issue resolution to ensure a positive guest experience. When things do go wrong, Xenia provides a central data suite to identify the root cause and execute intervention plans.
Enable any team member to report issues, damage or guest complaints directly on their mobile device. The necessary team will be notified and can resolve the issue immediately.
With Xenia's preventive maintenance calendars and work order management, teams can centralize their asset maintenance and ensure every issue is prevented or corrected in short order. This saves teams thousands each year in avoidable repair fees.
All data in Xenia is securely stored in the cloud for analysis and reporting. We do not delete historical data to ensure that you have a clear view of improvement over time.
