How we helped staff spend more time caring and less time clicking

While residents were learning to love their new app, Ryman Healthcare's staff were drowning in paperwork and juggling multiple systems to manage village life. We built them an admin portal that streamlined content management and resident communication, turning administrative chaos into smooth operations.

01 The Challenge

Ryman's village staff were managing a complex ecosystem of resident needs, activities, communications, and daily operations across multiple disconnected systems. Activities coordinators were updating calendars in one system, posting announcements in another, and trying to track resident engagement manually.

The challenge was creating a unified system that could handle the operational complexity of running vibrant retirement villages whilst remaining intuitive enough for staff who were focused on resident care, not technology management.

02 How We Approached It

We embedded with village staff to understand their daily workflows. Activities coordinators, village managers, and care staff showed us exactly how information flowed through their operations \- from planning weekly activities to communicating with hundreds of residents and their families.

Our approach focused on creating a central hub that could manage all resident-facing communications whilst providing staff with the tools they needed to coordinate complex village operations efficiently.

03 What Made It Special

The admin portal wasn't just a content management system. It was designed as mission control for village life. Staff could manage activity calendars, resident communications, and engagement tracking from one interface that connected directly to the resident app.

The system was built to handle the unique requirements of aged care communities \- from dietary restrictions and mobility considerations to family communications and emergency procedures.

03The Reality

We created a comprehensive administrative platform that transformed how Ryman staff managed village operations.

• Streamlined content management enabling staff to update resident information, activities, and communications from a single system

• Integrated calendar management allowing coordination of activities, events, and resident schedules across the entire village

• Resident communication tools facilitating direct updates and announcements to resident apps

• Operational efficiency improvements reducing manual tasks and eliminating duplicate data entry across systems