Engage User Guide
Welcome to Engage! If you need additional support or can’t find the answer you’re looking for in this user guide, please reach out to our team using one of the methods below.
LiveChat - Press “Chat” or “Leave a Message” on the top toolbar of Engage
Phone - (844) 861-2179
Email - support@eldermarkengage.com
1. Getting Started
Google Chrome is the recommended browser for Engage due to security and ease of use considerations. Please download Chrome if you don’t have it on your computer.
Go to the website address provided to your company.
Enter your username and password in the appropriate boxes
Type the characters as displayed in the “CAPTCHA” box
Click the green “Login” button or press “Enter” on your keyboard.
Click the "Forgot Password" button.
Enter the email address associated with your account and click the green "Send Password" button.
A temporary password will be sent to your email address.
If you do not receive the email, contact another Engage user at your community. Any Admin user can reset your password for you.
2. Residents
Resident statuses will come directly from what is shown in Eldermark. You may also update some of a resident’s information in Engage as well.
From the Home Page, click on "Residents"
Click on the resident's name
Make any changes to resident’s image or Life Story
Click the appropriate “Update” button (above resident’s profile)
If enrolled in Family Engagement, Admin users can add/create “Family Users” from this page. See section 3.2 for details.
Families can receive – and send – pictures, audio, and video files through Engage. These are resident-specific, so only that resident’s family users will see the media files shared in Memorable Moments. (Only Paul’s family can see Paul’s pictures.)
From the Home Page, click on "Residents"
Click on a resident’s name to open their profile
At the top of the resident profile screen you will see an area that says Gallery Picture/Video/Song
Add a title for the picture, audio, or video file. (This is how it will be labeled when viewed by users.)
Click “Choose File” and select the desired picture, audio, or video from your device
Click the “Upload” button to save
Press “View Memorable Moments” button on the resident’s profile to see all files uploaded. Memorable Moments can also be viewed in the Engage mobile app.
From the Home Page, click on "Residents"
Click on a resident’s name to open their profile
Press the “View Forms” button (also available via resident list)
Choose the correct form from the drop down menu
After the appropriate information is typed into the form, press the “Save” button at the bottom of any page
To print the form, click the “Export” button and choose “XLS” to download it into Excel
To exit the form, click on the purple "Go Back" at the top of the screen to be returned to the resident’s profile or the “Home” button on the toolbar to be directed to the landing page
From the Home Page, click on "Residents"
Press the “Archive” button on the far right of the resident’s row
A pop-up screen appears that lists the reasons for archiving the resident
Select the appropriate reason. (These reasons are customized for your company.)
Click "Update" to save
The resident will be removed from check-in sheets, but their activity logs will still be visible for the date range they were active in the community
Any family users for the resident will automatically be archived and no longer have access to the app
From the Home Page, click on "Residents"
Click on the "Residents" button and select "Archive" from the drop down to bring up a list of all archived residents
To view a resident’s profile, click on their name
To activate a resident, select the “Active” icon on the far right of their row
Confirm activation request by clicking “OK” when pop-up appears
From the Home Page, click on "Residents"
Select residents to include in group by checking the box next to their names
Press the “Groups” button
Select “Create Group”
Name the Group (e.g., Chair Exercise)
Press “Save"
From the Home Page, click on "Residents"
Select the group from left side (e.g., Yoga and Meditation)
Locate the resident you want to add or remove
Check/un-check the box next to their name
Select the “Groups” button at the top
Choose “Update Group” and press “Save”
From the Home Page, click on "Residents"
Highlight Group name on the left (e.g., Ice Cream Social)
Click the “Groups” button at the top
Select “Remove Group”
Confirm deletion request by clicking "OK"
This will not remove the residents from Engage; simply delete the group
3. Users
From the Home Page, click on "Users"
Choose “Create”
Enter the user’s information
Fields marked with the asterisk (*) are mandatory
If a user does not have a company email address, please input a fictional email address such as “name@community.com” (do not use their personal email address)
Click “Save”
Admin users have access to all features of Engage (edit calendars, update other users, and edit resident information). Staff users can take attendance but do not have permissions to edit calendars, residents, or users. Also, Staff messages to families will have to be approved by an Admin user.
From the Home Page, click on "Residents"
Click on a resident’s name to open their profile
Scroll down to the “Family User” section and enter the family’s email address
Once you enter the email, the username and default password will automatically be populated
Enter their cell phone (optional) and name
Press “Update” above the resident profile to save
When you press Update, Engage will automatically send a welcome email (and text if their cell phone was provided). The email (and text) will include their username, password, and instructions to download the app.
Once you create the family user, you can send and receive messages right away
If a resident/family does not want to be enrolled, simply toggle “Allow Family Users” to “No” to disable the Family User creation for the resident.
From the Home Page, click on "Residents"
Click on the (second) resident’s name to open their profile
Scroll down to the “Family User” section
Find “Family user already exists for another resident?” and choose “Yes”
Select the family user's name from drop down.
Click “Update” above the resident profile to save
The user will now be able to view information for both residents when they log in
From the Home Page, click on "Users"
Press the “Archive” button on the right side of the row to deactivate the user
Once a user is archived, they will not be able to log into the program until/unless their account is reactivated
From the Home Page, click on "Users"
Click the "Status: Active" button to toggle to the “Archived” list
Select the "Active" button to activate an archived user
From the Home Page, click on “Users”
Click on the name of the user to open their profile page
Locate the “Update Password” prompt on the right side of the page (under profile image)
Enter Password and Confirm Password
Press the blue “Update Password” button to save
Admin users may reset passwords for other Admin users, Staff users, and Family users. Staff users may only reset their own password.
4. Activity Creation and Calendar Management
From the Home Page, click on "Calendar"
To add/edit your locations, click on the upside-down teardrop button () on the toolbar above the calendar
Press “Add” to enter the information for the new location
“Name” will appear in the legend of the monthly calendar, and will be used on both the daily and weekly formats
“Abbreviation” will display next to the activity name on the monthly calendar and should be 3 characters or less (2 is recommended)
The color selection may or may not appear on your calendar, depending on corporate settings
Use “Edit” and “Delete” to update a location that has already been added
The location legends have to be created by you because locations are unique to each community. Each calendar has its own location legend.
Your activity types and their legend colors are selected at corporate. They will automatically show up on your monthly calendar as you create activities.
From the home page, click on “Calendar”
Click on any box with a date and you will see options to create, edit and delete activities within each cell
Click on “Create Activity” and fill in the necessary information
Activity name (required)
Secondary Name (optional) is displayed on Daily and Weekly calendars
From Time & To Time (required)
Description (optional) is visible to family users
Internal Notes (optional) is not visible in the app, and is a great place to list supplies, room setup, reminders, etc.
Location (optional) comes from your location legend for the calendar
Coordinator (required)
Primary Activity Type (required)
To program a reoccurring activity, click the drop down next to “Repeats”
Select either Daily, Weekly, or Monthly to choose the frequency of the activity
Choose the drop down next to “Repeats Every” to select how often the activity will repeat
Enter the end date of the activity into the “Activity end date” field. If the event does not have an end date, leave the “Activity end date” field empty.
Press “Create” to save
When creating and editing repeat activities, a red box will display the frequency that you have selected
From the home page, click on “Calendar”
Click on the activity name and choose “Edit Activity” from the menu
Change activity information as needed
Select either “Only this activity” or “All following activities” in the green box (at the top of the edit window)
Press “Update Calendar” to save
From the home page, click on “Calendar”
Click on the activity name and choose “Delete Activity” from the menu
If it is a single activity, click “OK” to confirm the deletion
If it is a repeat activity, select if you want to delete “Only this activity” or “Delete all following activities in the series”
From the home page, click on “Calendar”
Click on any box with a date and you will see options to create, edit and delete activities within each cell
Click on “Create Activity”
Press the dropdown under “Activity Templates” (top left of the window)
Choose a template name
Any available information will automatically populate for the activity, including Activity Name, Secondary Name, Notes, Description and Activity Type(s)
Fill in the remaining fields and press “Create”
Activity Templates are primarily created/managed by home office. To view available templates or create your own, press “Activities” on the home page and choose the “Templates” tab.
Click on the red “Print” button at the top of your monthly calendar and select one of the options to download a high-quality PDF. (Monthly calendars are usually printed on Tabloid 11x17 sized paper.)
PDF (HQ) – This will apply the font size selected in the “Styles” section to the whole calendar. (Be sure to press "Update Template" to save any change to font size.) Calendar will generate on Letter (8.5 x 11) sized paper.
Auto-adjust font - This option will make the font small enough to fit all of your activities into the fullest day and apply it to the whole month. Available in Letter (8.5 x 11) and Tabloid (11 x 17).
Auto cell font - This will adjust the font for each individual day.
LEGAL (2-page) - The header and first 3 weeks will print on the first page. The last 2 weeks and footer will print on the second page. Calendar will generate on Legal (8.5 x 14) sized paper. (These are usually printed front to back.)
PDF (2-pages) - The header and first 3 weeks will print on the first page. The last 2 weeks and footer will print on the second page. Calendar will generate on Letter (8.5 x 11) sized paper. (These are usually printed front to back.)
Open the PDF on your computer. When printing, select the paper size and scale to fit (or fit to page).
From the home page, click “Activities”
Press the “Individual Activities” button
Click on the "Create" button
Fill in the necessary information and choose if the activity will repeat or not
Press “Create" to save
5. Taking Attendance
On the home page, ensure you’re viewing the “Today” tab for the correct division (calendar)
You will see the list of activities for the day
Click the green “Check in" words or green check mark by the activity name, which will bring up a list of all residents in this division
Check the box next to the name of each resident who attended
If you are using “Levels of Engagement” you can also choose the appropriate number bubble
To check in residents from other divisions that attended the activity, click on the orange button that says “Participants from other divisions”
These additional check in options are available:
Use “All Residents” to quickly check all residents in the division (and de-select as needed).
Marking “No Attendance” will show the activity as checked in, even though no residents are selected. The activity will show on the Activity Log as zero participants to help you see which programs had no attendance versus weren't checked in.
Checking “Canceled” will remove and prevent any check ins for the activity. The activity will not be removed from the calendar and will not show on the Activity Log.
When done, press the “Check In” button to save
Click on the name of the activity you want to check in
Choose “Check in Activity” from the pop-up, which will bring up a list of all residents in this division
Check the box next to the name of each resident who attended
If you are using “Levels of Engagement” you can also choose the appropriate number bubble
To check in residents from other divisions that attended the activity, click on the orange button that says “Participants from other divisions”
These additional check in options are available:
Use “All Residents” to quickly check all residents in the division (and de-select as needed).
Marking “No Attendance” will show the activity as checked in, even though no residents are selected. The activity will show on the Activity Log as zero participants to help you see which programs had no attendance versus weren't checked in.
Checking “Canceled” will remove and prevent any check ins for the activity. The activity will not be removed from the calendar and will not show on the Activity Log.
When done, press the “Check In” button to save
From the home page, press “Calendar”
Press the small square with a check mark , located at the bottom right hand corner of each date box, to access the “Daily Attendance Sheet”
You will see all the activities for the day listed across the top of the table and residents listed below (by division)
Check the boxes for each activity your residents attended
Press the green “Update Check In” button to save
To print the Daily Attendance Sheet, press the “Download as PDF” button and choose “Landscape” or “Portrait”
Attendance can also be tracked from the mobile app
6. Messages
When a family sends a message to your community, an “Incoming Message” will be noted on the Engage homepage and notification(s) will be sent to Admin users, per their profile settings
To view new messages, press “Incoming Messages” or the “Messages” icon on the home page
Messages that you have not read yet will be marked with a green dot near the resident’s name
Click on a resident’s name to view the messages sent to and received from their family user(s)
New messages will likely be near the top of the list, as residents are sorted by order of communication (with the most recent communications showing at the top)
From the homepage, click “Messages”
Any residents with at least one family user will appear on the list
Residents will be sorted in order of communication
The resident with the most recent family messages will be at the top
Click on a resident’s name to view the messages sent to and received from their family user(s)
Message can be written by using the text editor (white rectangle) below the message section
Use the “Choose Files” button to attach an image or PDF from your device (optional)
Once complete, press the blue “Send” button
From the homepage, click “Messages”
Any residents with at least one family user will appear on the list
Go to the bottom of the messages section and type your information into the text editor (white rectangle)
Use the “Choose Files” button to attach an image or PDF from your device (optional)
Click “Select All” (above resident names) to checkmark all residents
Names can also be individually selected or de-selected
When correct residents are checked, press “Send”
From the homepage, click “Messages”
Pending (and unread) messages will be marked with a green dot near the resident’s name
Messages drafted by a Staff level user will appear in the message portal with a gear icon next to it and “Pending for approval” noted below
An Admin user should press the button with the gear icon
If any changes need made, press “Edit” from the menu, make changes, and press “Update”
When it is ready, check “Approve” from the menu and press the blue “Approve” button (next to Send) to release the message
If “Delete” is selected, the message will be removed, and not released to the family users
7. Reports
The acronym S.T.A.R. is a model used to help measure resident participation along multiple dimensions.
S= Social Contact | T= Trigger Events | A= Activity Balance | R= Reminiscence
From the home page, click “STAR Report”
Select the division and whether you want to run the report for all in the division or a specific resident
Select the date range and click the "Run Report" button
To print either of the charts, press the button with three lines in the top right corner of the graph
Choose an image type or PDF to download
From the home page, press “Activities”
Select the “Activity Log” tab
Choose a date range and click "Run Report"
“By Residents”
All residents that were active in the division during the date range will be displayed alphabetically
Click a resident’s name to view the full list of all activities they attended during the date range
Click “No. of Group Activities” to sort by that column (and view which residents have been checked into the most/least activities)
“By Activities”
All activities checked in (during the date range) will be displayed alphabetically
Click “Attendance” to sort by that column (and view which programs had the most/least residents attend)
Click an activity name to view the check-in sheet and any comments that were added
The “Percentage” is the number of residents that attended the activity, divided by the number that were active on that day. The calculation does not include residents from other divisions.
This is a report of the percent of residents who participated in a minimum number of activities per month. The number is set by corporate. For example: If the Participation Level is 20, the report will tell you what percent of residents attended 20 activities or more during the month.
From the home page, press “Activities”
Select the “Activity Log” tab
Click on “Participation Level”
Select the date range and whether you want to run the report for all in the division or a specific resident
Click the "Run Report" button
Place your mouse over the red or blue lines to see a popup with details for that month
To see a list of which residents were included in the report and the number of activities they attended, choose a month and press the “Download” button
Only residents who have been active for the entire month are included in this report/calculation
The Activity Inventory gives up-to-date information about the activity programs that are scheduled for the month, and helps you meet company benchmarks.
From the home page, click “Calendar”
Press “Activity Inventory” on the toolbar above your calendar and “View” or “Print”
Place your mouse/cursor over any row or column labels to see a description
Schedules for the activity types have been set by corporate or home office, and align with your company standards
All information on the “Forms” can be searched or filtered with PAT.
From the home page, click “PAT”
Type in a search word (e.g. Veteran, teacher, football) to see a list of all residents with that word on their form
Alternatively, check the box next to any question (listed on the left) to see all responses to it
Search findings will be displayed on the right of the page
Click on the + next to a response to see the resident's name
Results can be printed by using the small printer icon above the panel
A bulk report can be downloaded into Excel that summarizes the assessment form information for the whole division by clicking on the ”export form data” button above the results panel
From the home page, click “Messages”
Press the three white dots in the upper right corner of the message portal
Choose date range and press “Run”
The total number of messages sent and received will be displayed for each of your divisions
Press the red bar to see that division’s percentage of messages sent and received
To print either of the charts, press the button with three lines in the top right corner of the graph
Choose an image type or PDF to download
Click “Close” when done
Each time a user documents attendance in engage, that action will be recorded on the Check In Logs.
From the home page, press “Activities”
Select the “Check In Logs” tab
Choose a date range and press “Run”
The Check In Logs will be displayed on two tables: By Activity and By User
The logs can be sorted, searched, downloaded, and printed
To see all activities a specific user checked in, press the arrow next to their username (on the By Users table)
Logs for each calendar/neighborhood are available on separate reports.
8. Family Engagement
You can upload menu options, details of an upcoming event, or any other flyers in Engage, so family users can see them in the app.
From the home page, click “Activities”
Select the “Newsletter” tab
Add a title, and choose whether the file will be designated as Newsletter or Menu in the family app
Click “Choose File” to select the document
PDF files are recommended, as those will be easily opened/viewed on mobile devices
Choose month and year
Click “Add” to save the file
All files listed in the table can be viewed and downloaded by family users of residents in the selected division
To remove a Menu or Newsletter from Engage, use the trash can icon in the far right column
When a family user is logged into Engage, they have the ability to RSVP for an activity.
When a family user completes an RSVP via the app, you will see a notification on the toolbar at the top of Engage
Click on the RSVP notification button to see details about the RSVP and have the option to be directed to the RSVP page
Images added to the gallery are visible to all Family Users. It’s a great place to display pictures of your leadership team, holiday decorations, and fun community moments!
On the home page, below the Smiles of the Week, click on “Engage Gallery”
Add a Title, press the “Choose Files” button to select a photo from your device, and press “Upload” to save a photo to the gallery
Click an image to enlarge the thumbnail, edit the name of the image, rotate the image, or delete the picture from the gallery
To delete multiple images, check the box at the top of the images you want to remove and press the “Delete Selected” button
The most recent image uploaded to the Engage Gallery will be displayed under “Smiles of the Week” on your home page
The “Smiles of the Week” section is only visible to Admin/Staff users and does not appear on the family app
Refer to your company policies on photo consent before posting images in the gallery