Assisted Living Locators - Your Local Senior Living Advisor

The Challenge:

‍

‍Assisted Living Locators is a national senior placement franchise with 80+ locations across the U.S., each operating semi-independently. While the brand had strong name recognition, the systems behind the scenes told a different story. Legacy CRM tools, inconsistent follow-up processes, and a lack of automation across franchises were holding everyone back.

Leads from online ads, partnerships, and inbound channels were frequently delayed or lost due to manual workflows and outdated tech. Franchisees were spending more time chasing paperwork and managing outreach than actually supporting families. Leadership knew they needed a complete transformation one that could scale across dozens of independently-run territories without adding operational burden.

‍

The Solution:

‍

‍OnTrail partnered with the national executive team to lead a full-scale digital transformation.

We started with a deep audit of their internal systems and franchise workflows. From there, we designed a custom automation infrastructure that could be deployed across all 80+ franchises while still offering each one the flexibility to personalize messaging and follow-up cadences.

‍

Here’s what we implemented:

‍

• Fully automated lead capture and follow-up sequences across Facebook, Google, and referral channels
  

• Unified CRM integration across franchises, consolidating fragmented data into one central source of truth
  

• Custom workflows tailored to each stage of the family’s journey from initial inquiry to placement
  

• Automated reminders, status updates, and contact logging across text and email
  

• Internal alerts and accountability triggers for franchisees and support teams
  

• AI-powered response agents to ensure no lead was left unanswered, even after hours
  

• Training and onboarding systems for every franchise to ensure consistent adoption

Results:‍

‍

• 80+ franchises fully onboarded into the new system in under 60 days
  

• Lead response time cut by 75% across all territories
  

• 3x improvement in lead-to-appointment conversion rate
  

• Increased franchise satisfaction with centralized tools and reduced admin time
  

• National leadership gained visibility into performance, bottlenecks, and revenue forecasting
  

• Consistent, high-touch experience delivered to families across every market
  
  

Revenue Boost:

‍
Since the rollout, Assisted Living Locators has seen a measurable increase in closed placements, with many franchisees reporting their highest-converting quarters ever. The system now operates as a true growth engine automated, intelligent, and built to scale.