Step 1: Make Sure You Have Access

Set yourself up as a Provider Administrator or Site Coordinator and check that all sites in your region are visible in your account. If any are missing, contact us at hello@careapp.com.au to have them added.

You'll need access to all sites in your region to monitor, support and encourage usage effectively.

Step 2: Check the Insights Tab

Use the Insights tab to monitor activity across your region. Review family connections, staff posting activity and overall engagement. Export site reports to compare performance across your sites.

Learn more about the Insights tab

Step 3: Identify Where Support Is Needed

Use Insights to spot gaps and prioritise your outreach.

Are customers connected to family? Check the Customers with Family gauge. Aim for 90% of customers to have at least one family member connected.

Are customers receiving posts? The Customers with Posts gauge should ideally be full. Aim for an average of 4 or more posts per customer per month. Export customer-level data via By Customer to review post frequency and engagement.

Are Notices being used? Check the bottom of the Insights tab for Notice counts and review the Notices tab to see what's being posted. Notices are one of the simplest ways to keep families informed and engaged.

How many staff are posting? Go to By Staff in the Insights tab and sort by number of posts. Aim for at least 4 active contributors. This ensures posting doesn't fall to one person alone.

Step 4: Support Your Sites

Once you've identified gaps, work with your teams on these four goals.

Goal 1: Increase Family Connection Aim for every customer profile to have at least one connected family member. Send invitations to all listed contacts — opt-out tends to achieve higher uptake. Request printed flyers or posters from CareApp Support and include CareApp in new family welcome packs.

Family promotion materials

Goal 2: Encourage More Staff to Post Aim for one staff poster per five resident profiles, with at least four staff posting overall. Encourage contributions across all teams:

Make sure staff have access to a device with CareApp installed.

Goal 3: Increase Posting Frequency Aim for every customer to receive at least one post per week. Use a mix of individual posts, group posts and Notices. Encourage teams to cover daily activities, outings, meals, wellbeing updates and events.

Goal 4: Increase Notice Usage Encourage sites to post activity schedules, menus, manager updates and special announcements regularly.

Make Sure Every Site Has a Dedicated Champion

Each site in your region should have a designated CareApp Champion, someone who takes ownership of CareApp day to day and is the first point of call for their team. If a site doesn't have one, work with the site manager to get someone in place.

Learn more about the CareApp Champion role

Step 5: Recognise and Support Your Sites

Create a monthly report and reach out to congratulate high-performing sites. For sites that need support, contact them directly, offer guidance and connect them with training or CareApp Support. Regular follow-ups help maintain momentum.

Celebrate improvement, not just top performance.

Step 6: Make CareApp Part of the Daily Routine

Encourage teams to post as part of their daily workflow. Make sure devices are accessible and promote contributions across all teams. The more active your sites are, the more connected and reassured families feel.