Automating the Group Home Intake Process

Bringing a new resident into your group home isn’t just about filling a room. It’s about making sure the person is the right fit for your house, your existing residents, and the way your home operates. That’s where a clear, automated group home intake process comes in.

Bottom Line Up Front

Automating your group home intake saves you time, eliminates back-and-forth, and helps you attract better-fit residents. With the right system, applicants fill out your intake form online, their answers flow straight into your inbox and a Google Sheet, and tours are scheduled through Calendly—automatically syncing with your availability.

Set Expectations Early

One of the most important parts of screening residents for a group home is making sure applicants understand your house is independent living. That means you don’t provide help with daily living activities (ADLs). If someone needs support, they need to already have their own help in place.

Being upfront about this avoids misunderstandings and ensures smoother living situations for everyone in the home.

What to Ask on Your Group Home Intake Form

You’ll want to collect the basics every rental requires—contact info, rental history, and references. But since you’re operating a group home, you can also (and should) ask about behavioral history and health history.

In traditional rentals these questions may not be allowed, but in a group home setting they are legal—and necessary—for the safety and well-being of all residents.

From Paper to Automation

When I first started, I collected group home intake information on paper forms during open houses, or I’d ask questions over the phone and write the answers down myself. That worked fine—but it was manual and time-consuming.

Later, I created an online intake form for my group home using JotForm and embedded it on my group home’s website. Now, when someone is interested in renting a room, I simply point them to the form.

Here’s what happens next—without me lifting a finger:

·       Their answers are emailed to my business inbox (shared with my operations manager).

·       The responses automatically populate a Google Sheet for easy review.

·       If we decide they’re a good fit, we send them a link to our Calendly scheduler.

·       Calendly syncs with my operations manager’s Google calendar, so tours are only booked when he’s available.

The Benefits of Automating Group Home Intake

This group home automation system means no more:

·       Chasing down paper forms.

·       Double-entry into spreadsheets.

·       Endless email chains trying to coordinate tour times.

Instead, applicants self-manage the first steps of intake, and my team only steps in once we know they’re a solid fit.

Ready to Automate Your Group Home?

If you’ve been wondering how to automate the intake process for a group home, the good news is—you don’t have to figure it out from scratch.

My coaching clients get access to the exact intake form template and step-by-step process I use to run this system in my own group homes.

Are you ready to make it happen? Let’s connect and create your success story.