CRM & Sales
How should CRM data be reconciled after a resident moves in?
Last reviewed
Direct answer
After move-in, confirm that the CRM record matches the operational record on move-in date, unit, care level and rate. Close the sales record, and treat operational and financial systems as authoritative for the resident from then on. Differences should be resolved, and the CRM should stop driving occupancy for that resident.
Why this happens
Leftover CRM records that never get closed are a common source of inflated occupancy and duplicate residents.
Matching move-in details also catches rate or care-level differences between what was sold and what is billed.
Example: unit availability on a monday
CRM
6 units available
Deposit-held units are marked reserved.
Operations
8 units available
Two units are physically empty and ready, regardless of deposits.
Maintenance
5 units available
Three units are still in turnover.
- Which number governs?
- Operator Authority
- Governing Record
- SeniorCRE Intelligence
- Execution
Illustrative figures. Governance first. Intelligence second. Execution last.
Availability is a decision, not a fact recorded in one place. It depends on which events the operator counts.
The governance question
Sales data should inform occupancy, not quietly define it. The operator decides how deposits, pending move-ins and turnover affect reported occupancy and availability, and the governing record keeps that rule visible.
Evidence → Disagreement → Authority → Governing Record
What good operating infrastructure should do
- Approved definitions for available, reserved and occupied.
- Event matching between CRM move-ins and operating move-ins.
- Visible treatment of deposits and pending move-ins.
- Reconciliation of pipeline against actual census.
- Consistent definitions across sales dashboards and executive reports.
SeniorCRE perspective
In SeniorCRE’s architecture the CRM remains authoritative for pipeline while the operator’s rules decide how pipeline events affect occupancy and availability. Differences between sales and operations are surfaced as disagreements to resolve, not hidden by a merged view. Status: the Governed Operating Record is designed and not yet implemented in any community. What has been built, validated and deployed is published on the evidence page, and nothing here should be read as a production result.