WelcomeHome is a purpose-built CRM for assisted living, independent living, and memory care. When connected to ALIS, sales teams push a prospect from WelcomeHome into ALIS as a new Applicant, with their room information and contacts. ALIS then keeps WelcomeHome's occupancy view current through real-time events.
About the WelcomeHome Integration
The WelcomeHome (WH) integration lets your sales team create a new ALIS Applicant and associated Contact records from a WelcomeHome prospect record.
This integration is designed to:
- Create a new ALIS Applicant from a WelcomeHome resident record
- Assign the Applicant's room, bed, and occupant type (primary or secondary)
- Create one or more ALIS Contacts from WelcomeHome Influencers and associate them to the Applicant
- Flow occupancy events (move-ins, transfers, room changes, leaves, evaluations, move-outs) from ALIS back to WelcomeHome in real time
- Keep WelcomeHome market rates aligned with ALIS
Who benefits most? This integration is especially valuable for sales and marketing teams, move-in coordinators, and clinical staff who need a clean hand-off from prospect to resident.
How the Integration Works
Start in WelcomeHome. ALIS is your source of truth for occupancy, but the process should begin in WelcomeHome so the full sales journey is tracked. Do not create a resident in ALIS first.
ALIS operates on an ADT-based sync (Admit, Discharge, Transfer), meaning updates flow in real time rather than through a nightly batch. After a prospect is synced from WelcomeHome, occupancy events that happen in ALIS are pushed back to WelcomeHome as they occur.
| System | System Roles |
|---|---|
|
|
ALIS manages:
ALIS is the source of truth for occupancy events after move-in. |
|
|
WelcomeHome manages:
WelcomeHome is the source of truth for prospect demographic, room, and contact data at move-in. |
⚠️Important: Deletes do not cascade between systems. Records are linked by matching IDs in each system, so deleting a record in one system does not delete it in the other.
Data Flow
The data flows bidirectionally. The initial creation of records flows WelcomeHome → ALIS (manually initiated). After move-in, occupancy events flow ALIS → WelcomeHome in real time via ADT events.
| Data Type | Direction | Frequency |
|---|---|---|
| New Applicant + room + Contacts (at move-in) | WelcomeHome → ALIS | Manual (salesperson presses "Sync to ALIS") |
| Re-sync of updated prospect/room data | WelcomeHome → ALIS | Manual ("Re-Sync to ALIS"); overwrites changed data in ALIS |
| Move-in / move-out | ALIS → WelcomeHome | Real-time (ADT) |
| Room change / transfer | ALIS → WelcomeHome | Real-time (ADT) |
| Occupant type change (primary/secondary) | ALIS → WelcomeHome | Real-time (ADT) |
| Expected/projected move-out date | ALIS → WelcomeHome | Real-time (ADT) |
| Leave start / leave end | ALIS → WelcomeHome | Real-time (ADT) |
| Evaluation / service plan completed | ALIS → WelcomeHome | Real-time (ADT) |
| Move-out reason + destination | ALIS → WelcomeHome | Real-time (ADT) |
| Market rates | ALIS → WelcomeHome | Real-time (ADT) |
| Basic info changes (e.g., name) | ALIS → WelcomeHome | Ignored (not pushed) |
💡See the ALIS → WelcomeHome ADT Event Reference below for exactly how each event is processed in WelcomeHome.
Field Mapping
Field mapping defines how each piece of information in WelcomeHome corresponds to its equivalent field in ALIS, so data lands in the right place when a prospect is synced. The tables below show those WelcomeHome-to-ALIS relationships for resident, influencer (contact), and unit data which is useful for understanding exactly what transfers and where to look for it in ALIS.
Resident Data (WH → ALIS)
| WelcomeHome | ALIS |
|---|---|
| Resident First Name | Applicant First Name |
| Resident Last Name | Applicant Last Name |
| Resident Email | Applicant Email |
| Resident Gender | Applicant Gender |
| Resident Date of Birth | Applicant Date of Birth |
| Resident Cell Phone | Applicant Cell Phone |
| WH Community ID | ALIS Community ID |
| Resident's Unit Care Type Abbreviation | Product Type |
Influencer Data (WH → ALIS Contacts)
| WelcomeHome | ALIS |
|---|---|
| Influencer First Name | Contact First Name |
| Influencer Last Name | Contact Last Name |
| Preferred Contact Method (Phone or Email) | Contact Preference |
| Influencer Gender | Contact Gender |
| Influencer Relationship | Contact Relationship |
| Influencer Address | Contact Address |
| Influencer Home Phone | Contact Home Phone |
| Influencer Cell Phone | Contact Mobile Phone |
| Influencer Work Phone | Contact Work Phone |
| Influencer Fax Number | Contact Fax Phone |
| Influencer Email | Contact Email |
| Power of Attorney, Health Care Proxy, etc. | Contact Additional Info Tags |
Unit Data
| WelcomeHome | ALIS |
|---|---|
| Unit Floor | Room Floor |
| Unit Number | Room Number |
| Housing Contract Privacy Level Variant | Bed Letter |
| Housing Contract Primary vs. Secondary | Occupant Type |
| Housing Contract Move-In Date | Physical Move-In Date |
| Housing Contract Move-In Date | Assignment Date |
| Market Rates | Market Rates |
| Move Out Reason | Move Out Reason |
| Move Out Reason Details | Move Out Destination |
Move-in / Move-out date handling
WH Move In:
- WH Financial move-in date → ALIS Financial Move-In Date and Room Assignment Date.
- WH Physical move-in date → ALIS Physical Move-In Date and Start Date.
ALIS Move Out:
Room Assignment ends on the Financial Move-Out Date and Room Reservations are removed immediately.
- ALIS Physical Move-Out Date → WH Physical move-out date.
- ALIS Financial Move-Out Date → WH Financial Move-Out Date.
Market Rate Handling
When ALIS provides a market rate for a unit:
- If the incoming rate matches the current market rate, no change is made.
- If the incoming rate differs, a new market rate record is created.
- Existing market rate records are never modified or deleted.
- The new market rate's start date is the day the record is created.
Any existing secondary-resident pricing is preserved when new market rate records are created.
Setup Prerequisites
Before enabling the integration, align the following between WelcomeHome and ALIS:
Lists and Mappings
- Care Type / Product Type: The WelcomeHome care type abbreviation is mapped to the ALIS product type. (Verify mapping at: https://crm.welcomehomesoftware.com/setup/care_types.)
- Room Numbers: Room numbers must match exactly between WelcomeHome and ALIS. A room number with a leading zero in WelcomeHome must also include the zero in ALIS (e.g., Room 01, Room 02).
Required Credentials
| Credential | Where to Find It | Who Provides It |
|---|---|---|
| Basic Auth username/password (App Store) | Generated in ALIS App Store → WelcomeHome → Manage → Authentication → Create Credentials | ALIS (auto-generated) |
⚠️Important: The Basic Auth password is generated once and is not recoverable after the page refreshes. Copy it immediately and store it securely before leaving the page.
Enablement Process
Setup must happen in both ALIS and WelcomeHome. Coordinate enablement with your Account Manager or ALIS Integrations Team and your WelcomeHome representative.
ALIS-Side Steps
Completed by: Client (or ALIS Integrations Team)
Step 1 - Align configuration data
Verify alignment between WelcomeHome and ALIS for Care Types / Product Types and Room Numbers (see Setup Prerequisites).
Step 2- Install the app
- Go to App Store → WelcomeHome → Install.
-
Generate Basic Auth credentials: On the Configure tab → Inbound Connections (ALIS API) section, click Create Credentials.
⚠️Note the password immediately to share with WelcomeHome. It is not recoverable upon page refresh.
-
Enable for select communities: App Store → WelcomeHome → Communities tab, then enable the desired communities. You can start with a test community and add others later.
Step 3 - Send the Basic Auth credentials to the WelcomeHome onboarding team via email. The WH team configures the feature and confirms with ALIS.
Step 4 - (Optional) WH sends a test applicant: The WH team creates a test applicant and contact and pushes it to ALIS. Confirm it appears in ALIS under All Residents → Applicant.
Step 5 - To add another community later, the WH team will request the ALIS Community ID (the number found in the ALIS URL that specifies the community).
WelcomeHome-Side Steps
Completed by: WelcomeHome team
- Go to https://crm.welcomehomesoftware.com/setup/integrations/alis.
- Enter the Basic Auth username and password provided by ALIS into the Authentication for ALIS Store fields. Click Save.
- Select the ALIS Community IDs to sync. Click Save.
- Go to Prospects, select a prospect, and click Sync to ALIS.
Syncing a Prospect to ALIS
The salesperson initiates the transfer by pressing Sync to ALIS on the WelcomeHome prospect. The sync is manual, it does not happen automatically.
Required fields to sync
- Resident First Name
- Resident Last Name
- Care Type OR Unit
- If there is an Influencer on the prospect profile, the relationship must be filled in
When should you sync?
When an Assessment is needed, a Deposit has been logged, or the prospect is Move-In ready.
Check the sync from the WelcomeHome side
Once a record is synced, WelcomeHome users can view what ALIS has sent by opening the resident's profile and clicking ALIS History (the ALIS ADTs view). This shows all unit-change information WelcomeHome has received and reflected on the occupancy board, which is a good place to investigate any discrepancy.
Re-syncing
Once a resident is synced, the button changes to Re-Sync to ALIS and shows a timestamp of the last sync. Pressing it again overwrites data in ALIS with the WelcomeHome values (for anything that was changed in WelcomeHome).
⚠️Limit syncing to one or two instances. Because ALIS is the source of truth for occupancy, ongoing changes should be made directly in ALIS. Repeatedly editing in WelcomeHome and re-syncing can create inconsistencies.
Prospect profiles with two residents
You must separate the second resident in WelcomeHome before syncing. Both residents can stay on the same profile, but a designated "Second Resident" option must be selected when assigning the unit.
- Go to the Unit tab on the prospect profile.
- Check off the names of both residents and click Update.
- A Separate Second Resident button appears. Use it before syncing.
What to Expect in Your ALIS Environment
When a salesperson syncs a WelcomeHome prospect, the prospect arrives in ALIS as an Applicant that staff then move in.
What gets created in ALIS
- Applicant (All Residents → Applicants tab): first/last name, email, gender, DOB, cell phone, product type.
- Room assignment: floor, room number, bed letter, occupant type (primary/secondary based on the WH married-couple configuration), physical move-in date.
- Contacts: one or more, created from WH Influencers and associated to the Applicant (see Influencer field mapping above).
Accepting (moving in) a synced resident
- Search the applicant's name in the ALIS search bar, or go the All Residents page → Applicants tab.
- Either click View Profile (review/edit, then Move In from the profile) or click Move In directly from this tab.
- In the Move In New Applicant pop-up, confirm Room, Room Assignment Date, Occupant Type, Physical Move-In Date, and Financial Move-In Date.
- Click Yes to confirm.
Common In-ALIS Workflows (and WelcomeHome effect)
These are the actions staff take in ALIS after move-in, and what each does in WelcomeHome.
Move In
Move in the applicant from the Applicant profile. The move-in date pushes over and schedules the official move-in in WelcomeHome.
Room Change
Use Change Room in the Move-In & Community Information section of a resident profile. This processes a unit transfer in WelcomeHome.
Occupant Type Change
Use Options → Convert to Secondary (or vice versa) in Move-In & Community Information section of a resident profile. Transfers within the same unit to/from "A"/"S" and creates a new housing contract in WelcomeHome.
Expected Physical Move-Out Date / Reason
Use Expected Physical Move Out Date / Expected Move Out Reason fields and click Update in the Move Out Information section of a resident profile. This updates the projected move-out date field in WelcomeHome but does not schedule a move-out. The move-out reason does not push from this section.
Expected Financial Move-Out Date
Use Financial Move Out Date field in the Move-In & Community Information section of a resident profile. Updating the Financial Move Out date here schedules the move-out in WelcomeHome. If the date changes later, the new date pushes to WelcomeHome.
Move Out
You must move a resident out in ALIS. Click Move Out at the top right of a resident profile, enter required fields, and Confirm Resident Move Out. On move-out, the room assignment ends on the Financial Move-Out Date and room reservations are removed immediately.
Move-Out Reasons (ALIS → WelcomeHome)
Move-out reasons entered in ALIS flow to WelcomeHome automatically. You do not re-enter them in WelcomeHome.
The available move-out reasons are configured per account in ALIS Resident Settings → Move Out Reasons.
If a reason coming from ALIS doesn't match a configured WelcomeHome "Move Out Reason," it routes to the Resolution Center, where it can be mapped to an existing reason or used to create a new one (after which related events are reprocessed).
ALIS → WelcomeHome ADT Event Reference
The following ADT events flow from ALIS to WelcomeHome and drive what staff see on the WelcomeHome occupancy board:
| ALIS ADT | What it does in WelcomeHome |
|---|---|
occupant_type.changed |
Transfers within the same unit to/from "A"/"S" and creates a new housing contract. Sets the transfer date as the AsOfDateUtc. |
expected_move_out_info.updated |
Updates the projected move-out date on the housing contract. WelcomeHome does not set the move-out reason from this event. |
move_in |
Finds an existing housing contract by move-in date or unit, or creates a new one. |
move_in_out_info_updated |
Updates move-in/move-out dates on existing housing contracts; creates a new contract on a move-in update if none exists. |
move_out |
Sets the move-out date on the housing contract. |
MoveOutReason |
Maps to the WH "Move Out Reason" field. Reasons that don't match an existing WH reason go to the Resolution Center; once resolved (mapped or created), related ADTs are reprocessed. (Record move-outs in ALIS only.) |
MoveOutDestination |
Maps to the WH "Move Out Reason" details field (free-text comment). |
room_assigned |
Sets the unit and move-in date and assigns the resident's privacy level. |
room_changed |
Creates a new housing contract with a unit and move-in date. Shows as a transfer in WH only when Change Room is selected (not "Initial Transfer"). |
room_unassigned |
Ignored. If a room is unassigned, WH cancels the housing contract unless a move-out ADT follows (it arrives a couple seconds before a move_out), in which case WH sets that contract's move-out date. |
evaluation_completed / serviceplan_completed
|
WH stores the evaluation/service-plan notes as a new assessment activity. If updated in ALIS, WH updates the original notes and uses the most recent completed date. |
leave_start |
Sets the resident's risk level to "On Leave." |
leave_end |
Sets the resident's risk level to "Ok." |
basic_info_updated |
Ignored. Basic profile changes in ALIS (e.g., name changes) are not pushed to WelcomeHome. |
The Resolution Center (WelcomeHome)
Residents may need to be "resolved" when updates made in ALIS are sent back to WelcomeHome as new records, or when a resident is created directly in ALIS. Both can create duplicates and affect occupancy accuracy.
The Resolution Center flags these records and lets you match them to existing prospects before they appear as new residents on the occupancy board. It's found under the Occupancy tab, with a notification icon indicating records that need review.
See this WelcomeHome Resolution Center Overview support article for more information.
Historic Data Export (Optional)
When a community switches to from the ALIS CRM to integrating with WelcomeHome, historical prospect and contact data can be exported from ALIS into WelcomeHome. This is a separate, one-time setup from the standard integration credentials and is handled by the ALIS team.
If you'd like a historical data export, contact your Account Manager or the ALIS Integrations Team to arrange it.
Ongoing Maintenance
- Make occupancy changes in ALIS, not in WelcomeHome. ALIS is the source of truth and pushes changes back automatically.
- Re-sync sparingly (one or two instances per prospect) to avoid inconsistencies.
- Adding a community: provide the WH team with the ALIS Community ID (from the community's ALIS URL).
- Use "ALIS History / ALIS ADTs" in WelcomeHome to investigate any occupancy discrepancy.
Troubleshooting
Issue: Error "Not Authorized for facility 0"
- Likely Cause: The WelcomeHome user is not an ALIS staff member, or is not authorized for the target community.
- Resolution: Add the staff member to ALIS and ensure they have access to the target community.
Issue: The "Sync to ALIS" button is disabled
- Likely Cause: The record has already been synced. The button disables after one press (and changes to "Re-Sync to ALIS"). This is expected.
- Resolution: Advise agents to press it only once the profile is complete. For a room-assignment error, correct the data in WelcomeHome and sync again.
Issue: A resident appears as a duplicate / new record in WelcomeHome
- Likely Cause: A change in ALIS came back as a new record, or a resident was created directly in ALIS.
- Resolution: Use the Resolution Center (Occupancy tab) to match the record to the existing prospect.
Issue: Two-resident prospect didn't sync correctly
- Likely Cause: The second resident was not separated before syncing.
- Resolution: Use Separate Second Resident on the Unit tab, then re-sync.
Issue: Errors after uninstalling/reinstalling the app
- Likely Cause: Reinstalling the WelcomeHome app in the ALIS App Store generates new credentials that a developer must re-enter on the WelcomeHome side.
- Resolution: Avoid uninstalling/reinstalling during a live call. If a new community won't activate, an uninstall/reinstall may resolve it. Coordinate with the WH team first so they're ready to update the new credentials.
FAQs
Where do I start, ALIS or WelcomeHome?
Always start in WelcomeHome so the full sales journey is tracked. Do not create the resident in ALIS first.
Is the sync real-time or nightly?
ALIS uses real-time ADT-based syncing for occupancy events. The initial push from WelcomeHome to ALIS is manual (the salesperson presses "Sync to ALIS").
Do move-out reasons come over to WelcomeHome from ALIS?
Yes. You don't re-enter them in WelcomeHome. (See the Move-Out Reasons list above.)
Where do I record a move-out?
In ALIS only. WelcomeHome's move-out button is locked to enforce this.
Are changes to resident fields after move-in pushed both directions?
No. Basic information updates from ALIS is ignored, and a manual re-sync is required for WelcomeHome data to overwrite ALIS. Deletes never cascade.
Are photos synced?
No. Photos are not currently pushed to or pulled from ALIS.
Best Practices
- Start in WelcomeHome; never create the resident in ALIS first.
- Align care-type abbreviations and room numbers (including leading zeros) before enabling.
- Ensure WelcomeHome users are ALIS staff with access to the target community before they sync.
- Separate second residents before syncing two-resident prospects.
- Press "Sync to ALIS" only when the profile is complete, and re-sync sparingly.
- Make all occupancy changes (moves, transfers, move-outs) in ALIS.
- Use the WelcomeHome Resolution Center to clear duplicates promptly.
Comments
0 comments
Please sign in to leave a comment.