ALIS Move-Ins Reference Guide

The ALIS Move-Ins feature optimizes for your resident move-in requirements by offering the ability to send custom groupings of documents in a single Move-In Packet. Track and manage packet completion for all signers, and add additional documents for in-progress packets as needed.

Benefits of ALIS Move-Ins

• Streamlines the entire move-in process by replacing manual paperwork with a single, efficient electronic workflow. Automated tasks, reminders, and checklists guide staff and families from start to finish.

• Ensures day-one compliance and accuracy by fully integrating with applicant and resident profiles to create a complete, fully electronic resident chart that is compliant and audit-ready from the moment of move-in. Packets are also customizable to meet specific company standards and state regulations.

• Enhances real-time visibility and communication for staff by providing complete oversight to track the status of all move-in paperwork in real-time. Designated staff are automatically notified via text or email ALIS alerts the moment a packet is completed, ensuring a smooth handoff from Sales to Clinical to Billing. 

• Improves the overall family and staff experience by eliminating the need to print, scan, or mail documents. Families can securely complete and electronically sign all digital forms from anywhere, providing a simpler, more professional experience.

Enable ALIS Move-Ins

1. The ALIS Move-Ins feature is now part of the ALIS Core subscription at no additional cost. This feature is behind an entitlement and requires the ALIS team to enable it for current ALIS Core subscribers. To enable the entitlement, contact your Account Manager or our ALIS Customer Success Team.
2. Once the entitlement is turned on, ALIS Move-Ins must also be enabled per community in Company Settings in order for the Move-Ins icon to be visible on the Dashboard and accessible in the Resident dropdown menu. The  enable the entitlement, c
3. Additionally, it is necessary to ensure your move-in documents are properly digitized and added as Compliance Items in Resident Settings before they can be added to a Move-In Packet for use. Send your documents in PDF format to your Account Manager or our ALIS Customer Success Team, and be prepared to consult our team on your specifications for signature lines and required fields. 
4. Determine which users at your company or community will have access to configure packets and/or those that can send packets for external signature. Company administrators should contact your Account Manager or our ALIS Customer Success Team for assistance with security role permissions.

Configure Move-In Packets

Once digitized move-in documents have been added as Compliance Items, you can create customizable packets in the Move-In Packet Configuration section of Resident Settings. This is an important step to ensure you have packet options for sending via the Move-Ins page. For instructions on how to create a packet, refer to this How to create a Move-In Packet guide. 

Access the ALIS Move-Ins page

To most efficiently access the ALIS Move-Ins page, click the Move-Ins Dashboard icon. You can also access this page by using the Residents dropdown menu at the top of the page.

Create Applicant on Move-Ins Page

The Move-Ins page will always display any existing applicant profiles, however you also have the ability to create new ones here. Creating a new applicant profile from this location adds the applicant to the Move-Ins page for immediate access to send a packet, and it simultaneously saves the newly created profile to the Applicant tab of your All Residents page. 

1. Click the +Create Applicant button. 
2. In the pop-up that appears, fill out the required fields at minimum.
3. Click the Create button to add the applicant profile to ALIS but still remain on the Move-Ins page. If you want to add more information to the profile before sending a packet, click the Create and Go To button to go directly to the applicant profile.

Send a Move-In Packet 

There are two different Send Packet buttons options on this Move-Ins page. While they offer slightly distinct workflows, both options will produce the same result. Clicking the button on the top left of the table allows you to select from any Applicants or current Residents in ALIS, while the buttons to the right of the listed Applicants automatically selects that person in the next step. 

Send Packet for an Applicant or Resident 

When you click the Send Packet button from either location, you are directed to a new page that prompts you through two steps to prepare the packet prior to sending. 

Step 1 - Select Packet

This step is focused on ensuring the correct applicant or resident is paired with the correct packet type and that all included documents are accurate.

1. In the Select Applicant or Resident dropdown menu, choose an applicant or resident name from the list (if applicable).
   • • If an applicant was preselected and you need to change it to a different applicant or resident, can click the pencil icon and make a new selection.
2. Then, select the packet to send in the Select Packet menu. 
   1. • The list of options shown here are based on your Move-In Packet Configuration in Resident Settings, which can be quickly accessed by clicking the 'Go to Resident Compliance' button to the top right of the table. For steps on creating and enabling packets to appear in this dropdown, refer to this How to configure a Move-In Packet guide.
3. Once the packet is selected, the 'Documents Ready for Signature' section and required signers per document will appear below for your review.
   • • Click the Preview buttons to open each .PDF document in a separate tab.
     • Use the red trashcan icons to remove any documents you do not wish to send with the packet at this time. If you need to more permanently delete the document from your packet configuration, navigate to Resident Settings by clicking the 'Go to Resident Compliance' button to the top right of the table. You can also refer to the "Manage Move-In Packet settings" section of this How to configure a Move-In Packet guide for steps on how to delete items from an existing packet.
4. Click Next to move to the below Step 2 - Assign Signers. 

Step 2 - Assign Signers

This step is focused on ensuring that contact information is assigned to each signer type prior to sending the packet. It is not required to assign signers to each signer type on this list. As long as one signer is confirmed, you can send a packet to that recipient. 

1. Click the Select Signer button to begin assigning each signer type on the list. 
2. This expands an area below where you must choose a Signer option from the dropdown menu and enter an associated Email Address.
   
   • • If the signer contact information is not listed as a contact on the applicant or resident profile, you will need to click Create New Contact from the menu. This option allows you to enter basic contact details which will then be automatically stored on the profile. 
     • You can also choose from existing Contacts associated with the selected profile as well as current Staff profiles. 
3. Once you have entered the required contact details fields, click the Confirm Signer button.  
4. Repeat the above steps 1-3 for all unassigned signers on this page for whom you need to send the packet. 
   1. • Note that you can click Edit Signer at any point prior to sending the packet to update the assigned signer information.
5. Click Send Packet to send to all assigned signers once they are configured. After sending the packet, you will be immediately directed back to the Move-Ins page where you will see a high-level overview of the packet status. Refer to the below Track and manage Move-In Packets section for more information on how to track the status of packets by signers. 

Sign Move-In documents

Once the packet is sent, all assigned signers receive an immediate email requesting their signature on Move-In Documents. The subject of the email reads: "Move-In Documents from [Community Name]" and the body of the email states the Applicant or Resident name associated with the documents. Review the below steps to understand how each signer completes their required sections of the packet. 

1. In the email, click the Sign Documents button to begin completing documents. This link takes you directly to the first document in the Move-In packet. 
2. This takes you to the Sign documents for move-in main page where you will see a list of documents requiring your signature. 
   • • Tip: Before signing, click on the quill pen icon at the top right of the page to configure and save your signature that can be used as you go through each document. Either draw your signature in the top box, or type your signature into the below field. Click Save. This will allow you use the same signature across all documents.
3. Either click the Sign Documents button to get started with the first document, or click directly on any of the documents listed.
   • • Once in a document, you have the top lefthand option to Download a PDF version.
     • As you complete sections of the document, you will see your progress being saved which shows on the page header. This will also indicate how many required fields are remaining. 
     • Should you want to move quickly through the document and only locate the sections requiring your entry, click the top right Next Field button.
     • If you wish to return to the main 'Sign documents for move-in' page at any point, click the top left community logo.
4. Once you have completed all required fields on a single document, click the Mark Complete button.
5. Once you complete a document, the page header immediately displays a "Completed just now - [#] documents remaining" message. To navigate to another document, either click the Next Document button or use the top right dropdown menu to select which document you wish to complete next.
6. Once you have filled out all required documents, the page header immediately displays a "Completed just now - No documents remaining" message. Click the newly visible Finish button to be directed to a final page in which you can review and download your documents. You will also receive copies of completed documents via email.

Track progress on Move-Ins page

Within the Move-Ins page, there are a variety of management tools available to you that make for easy tracking of each document's overall completion status as well as individual signers' progress towards completing their required portions of each document. 

Search Bar and Filters

Using the Search bar and filters to help narrow your view can be particularly useful if you are managing multiple Move-In Packets at once.

• Use the Search by Name field to type in an Applicant name. You can also filter by Product Type.
• Use the Status filter to narrow the view of packets shown in the table based on their stage of completion. The default statuses when you land on this page are Not Started and In Progress.

Packet Status and View Packet

Once a packet has been sent, the Move-Ins page table provides overall packet completion details.

• The Packet Status column shows only how many documents out of the total number in the packet are fully completed by all assigned signers.
  • • • For example, the below image shows "0 of 3" packet documents are fully completed, however that number does not account for whether or not certain signers have completed their required fields in a document. 
• To see more details on the completion status for each signer, click View Packet.

Manage packet on Move-In Details page 

When you click View Packet, you are directed to the Move-In Details page which shows the specific status of each document and its signers. This page also provides a variety of options for managing the in-progress packet. See below for more information on each key component of this page: 

• Manage Packet allows you to cancel the entire packet that was already sent. This action automatically voids any previously sent documents in the original email. If a signer click on that original link, a "No Documents for Review" message will appear.
• Send Additional Documents allows you to add documents not originally included in the in-progress packet. This option is particularly useful if you have recently added new documents in your Move-In Packet Configuration settings and wish to include them in what was already sent.  
  • • This directs you through a series of steps similar to what is shown in the above Send Packet for an Applicant or Resident section. In the Select Packet step here, documents not already in progress will be available to add. Click Next to assign signers and send the added document(s) on the following page.
• Status column shows whether the packet is fully or partially completed based on individual signers.
• Signers column shows which signers have completed each document. A green check mark next to a signer's name indicates they have completed their required fields within the document. When you click on their name, the status will show as "Complete." A blue send icon next to a signer's name indicates the document has been sent but not yet completed. 
• Cancel signatures removes the document from the original packet entirely. Note that the document will remain in your Move-In Packet Configuration unless disabled or deleted in settings.
• Resident Checklist will appear at the bottom of the page only if your team utilizes this feature. Compliance Items on the checklist will be marked as complete on this page as well as the resident profile once any applicable move-in documents are signed by all required parties. For more information, read this Resident Checklist Reference Guide. 

View Signer Details

In the Signers column of the Move-In Details page, each signer's name is hyperlinked. Click on any signer's name to view a pop-up which provides document status per this signer. The pop-up also contains helpful actions for encouraging document completion:  

• Copy Email copies the signer's stored email address to your clipboard for separately emailing a personalized message.
• View Packet allows you to review the packet with this signer's completed sections.
• Send Reminder send an automatic email reminder.

ALIS Alerts 

In addition to the visual alerts built into the Move-Ins feature, you can also set a custom alert to be separately notified when a Move-In Packet has been fully completed. You can choose to receive the alert via email or SMS text, and if enabled will also be visible in the ALIS Alert Center. For more information, read these Alerts Settings and How to manage ALIS Alerts guides. For assistance with setting the right alert configuration for your team, contact your Account Manager or our ALIS Customer Success Team.

Related Articles: 

• How to configure a Move-In Packet
• How to send a Move-In Packet
• Applicants and Resident Move-ins
• Resident Checklist Reference Guide

For more assistance with ALIS Move-Ins,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com