CRM price sync

If your CRM already holds your rates, a price sync can fill in your communities' starting prices from it every night. It is optional: everything in Prices and care types works with prices your team types, and nothing else depends on a sync.

A sync only reads from your CRM. It never writes prices back, and the assistant never reads your CRM for a price during a call. The sync writes an ordinary version of each community's prices, and calls quote only what is published, exactly as with typed prices.

What it reads from WelcomeHome#

Rooms, with their Market rate and Second resident market rate, for a chosen date. Each room carries a Care type, a Floor plan and a Room type, which the mapping turns into your care types and options. A starting price is usually the lowest rate among the matching rooms.

WelcomeHome has no list price for fees, add-ons or care level charges. A community fee or a concession on a resident's contract is what one person was charged, not what you ask, so it is never used as a price. Those stay typed next to the prices that come from the CRM. Which rooms are free today is not part of the sync.

Set it up#

Only owners and admins change the price sync. Everyone else can read it.

1. Open the price sync

   Go to Connections. On your WelcomeHome connection, press Price sync.

   

2. Start from a template

   Under Start from a template, pick how your CRM keeps rates: Room rates by care type and floor plan, or Room rates by care type and room type. It adds a rule for each care type. From then on they are ordinary rules and maps you can change.

3. Choose the settings

   Setting	Options	Default
   Price sync is on / off	The switch at the top.	Off
   Apply changes	Review every change, or Publish on their own within limits.	Review every change
   Largest change per price (%)	With automatic publishing: a bigger change waits for a person.	10%
   Most changed prices per community	With automatic publishing: more changes than this wait for a person.	No limit
   Hold a price going to on request	With automatic publishing: a price that would disappear waits for a person.	On
   Schedule	Every night, Every week (on a day you pick), or Only when I press Sync now. At is in each community's own time zone.	Every night, 2:00 AM
   Rates for	Today, or The first of next month.	Today
   Round to and Direction	$1, $5, $10, $50 or $100; Up, Nearest or Down.	$50, up
   When a rule finds nothing	Keep the last price and flag it, or Say it is on request and flag it.	Keep

   Tip

   Rounding up means a starting price is never below a real rate: $4,847 becomes "starting at $4,850".

4. Link each community to its CRM location

   Under Communities and CRM locations, type each community's WelcomeHome community ID. A campus that is two communities in WelcomeHome takes both, separated by commas. A community with none is left out of the sync and priced by hand.

5. Say what your CRM's values mean

   What CRM values mean turns WelcomeHome's care types, floor plans and room types into your care types and options: care type "Assisted Living" is Assisted living; floor plans whose name contains "studio" are Apartment: Studio; care type "Skilled nursing" is ignored.

   Add an entry takes the CRM field, how to Match (This value, A value named exactly, Any value whose name contains or Any value whose name starts with), what it Means (one of your care types or options, or Nothing (ignore these records)), and whether it is for every community or one. Floor plans differ between communities, so most option entries are for one community. A community's own entries come before the account's.

   Suggest proposes entries by matching names. Nothing counts until you tick it and add it: a wrong entry quotes a wrong price.

6. Check the price rules

   A rule says how a care type's starting price comes from the CRM.

   Field	What it does
   Only for these options (optional)	A rule for one apartment or care level, rather than the whole care type.
   Only at these communities (optional)	A rule for some communities only.
   From and Price field	The rooms, and which rate: market rate or the second resident's.
   Take	The lowest (what a starting price means), The average, or Exactly one record.
   Only this record (optional)	One room, for "we always quote unit 104".
   Plus a typed amount (dollars)	Added on top, for example a care level's charge the CRM does not hold.
   Adjust by (%)	Up or down by a percentage.

   The most specific rule wins: a community's own before the account's, then more options before fewer. Per community lets each community Keep the account's rule, have Its own version, or turn it Off (typed by hand). A price with no rule is typed by hand.

7. Test, then save

   Test runs the mapping against WelcomeHome for every linked community and shows what it would set, without publishing anything: how many records it read, each price that would change (Now and From the CRM), rules that found nothing, and CRM values nothing maps (Not mapped).

   Save tests first, and refuses a rule that cannot work. Unmapped values are only warnings.

   You should see: Saved as version 1. With the price sync switched on, it then runs once straight away and says how many communities have changes to review.

What a sync does#

At each community's hour, the sync reads the rates, works out every price a rule covers, and compares them with what that community has published.

A sync only fills prices for care types a community offers, and only the apartments and care levels it prices. It never turns a care type on or off, and never offers a combination you marked not offered.

Prices from the CRM, next to typed ones#

In the matrix, a price from the CRM is marked CRM. On a community's Pricing tab it reads From CRM and cannot be typed over, with Override beside it.

Override makes that price typed again while keeping the rule. Whenever the CRM disagrees with your figure, the price shows Typed; CRM now says $4,900, so an override is never forgotten. Use CRM again removes it.

Change many prices and CSV imports leave prices from the CRM alone until someone overrides them.

Sync now, and scheduled rates#

With a price sync set up, the matrix under Pricing → Prices gains two buttons:

• Sync now syncs every linked community you can see and says what happened: how many are to review, published, sent for approval, unchanged, or could not be read.
• Preview a date reads WelcomeHome's rates for a day you pick, such as 1 January, and shows each price that differs from what is published. Schedule from CRM then writes those prices to take effect at the start of that day in each community's own time zone, published or waiting for review as your Apply changes setting says. A rate increase entered in WelcomeHome reaches callers on the day it starts, with nobody retyping it.

Schedule from CRM is refused at a community that already has a change scheduled or unpublished changes open.

History and failures#

History, at the bottom of the price sync page, lists the mapping's saved versions and the recent syncs, one row per community, with counts and codes only.

When WelcomeHome is down, nothing changes and the assistant keeps quoting the last published prices. After two runs in a row that could not read WelcomeHome, the connection is flagged on the Connections page with Price sync failed twice in a row. A failure at one community on its own does not count toward that.

Try it in the sandbox#

The sandbox CRM's Setup page has a Rooms list with each room's market rate. Change a rate there, press Sync now in the matrix, review the change and publish it, and a test call quotes the new starting price. See Sandbox CRM.