Automated Senior Living Occupancy Census Report
Every Monday morning, WebRun opens Yardi, pulls the live census for each care level and building wing, calculates current occupancy rate, identifies residents with a scheduled move-out in the next 30 days, updates the occupancy tracker in Google Sheets, and posts a weekly digest to the operations leadership Slack channel.
How do I automate a weekly occupancy and census report for a senior living community?
WebRun opens Yardi every Monday morning, pulls the live census for each care level, identifies residents with a scheduled move-out in the next 30 days, and updates the occupancy tracker in Google Sheets. It then posts a weekly digest to the operations leadership Slack channel showing current occupancy rates, week-over-week change, and upcoming vacancies.
- Operations leadership opens Monday with a current occupancy rate and 30-day forecast, not a manual pull
- Care levels falling below the occupancy target are flagged automatically each week
- A week-over-week Sheets history builds automatically with no manual data entry
Built for senior living operations directors · assisted living executive directors · senior housing regional managers · independent living administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.yardi.comin a real browser with your saved login - no setup, no API keys. -
1
Yardi - pull live census and scheduled move-outs
yardi.com
WebRun opens Yardi to pull live census and scheduled move-outs. - Open Yardi and navigate to the Census and Occupancy report section
- Pull the current bed count, occupied beds, and vacant beds for each care level: independent living, assisted living, memory care
- Pull the list of residents with a scheduled move-out date in the next 30 days and their room type
- Note any pending move-ins already confirmed to fill vacancies
Done when Current occupancy by care level and the 30-day move-out list are captured from Yardi.
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2
Google Sheets - update occupancy tracker
google.com
WebRun opens Google Sheets to update occupancy tracker. - Open the Occupancy Tracker sheet and update this week's occupancy figures by care level
- Add the 30-day move-out forecast rows with resident name, room type, and projected move-out date
- Calculate the net occupancy rate and flag any care level falling below the target occupancy threshold
Done when The Occupancy Tracker is updated with current figures and the 30-day move-out forecast.
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3
Slack - post weekly digest to leadership
slack.com
WebRun opens Slack to post weekly digest to leadership. - Post the weekly occupancy digest to the operations-leadership Slack channel
- Show current occupancy by care level with the percentage and change from last week
- List upcoming move-outs in the next 30 days by room type
- Highlight any care level below the occupancy target and include a link to the Sheets tracker
Done when Operations leadership has the weekly census digest and move-out forecast in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it update any records or settings in Yardi?
No. WebRun only reads census and occupancy data from Yardi. It does not create, edit, or close any resident record, lease, or unit status. All data is written to Google Sheets for review.
How does it define the occupancy target threshold?
You set the target occupancy percentage per care level in the Google Sheets template when you set up the workflow. WebRun compares the live figure to your threshold and flags anything below it in the Slack digest.
Can it track occupancy trends over time?
Yes. Each Monday it appends a new row to the Sheets tracker, so you build a week-over-week history automatically. The sheet shows how each care level's occupancy has moved over any period you want to review.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.