This CRM has three jobs: reply to new families fast, book consultations and ask happy clients for a review. Everything else about your clients stays in AxisCare. You only need to know a few screens, and the CRM sends most of the messages for you.
From the first enquiry to the first visit. Green steps happen on their own. Orange steps are yours.
Starts in the Place for Mom pipeline.
The referral arrives in the Place for Mom pipeline, in the New Lead stage.
A text and an email from Summer within seconds. Your office gets an email alert with the family's name, phone and referral source.
First call made, the sooner the better: the family has just received your text.
Until the family shows interest, the CRM follows up for you and moves their card along on its own: Hot Lead, Warm Lead, Cold Lead, Dormant Lead, then Manual Nurture.
When the family texts back, calls you or answers your call, move their card to the Customer Acquisition pipeline, into Hot Lead or Appointment Booked. Never into New Lead: they aren't new.
Starts in the Customer Acquisition pipeline.
Families who fill in the landing page form or call (386) 273-1288 are added to the Customer Acquisition pipeline, in the New Lead stage.
Form families get a thank-you email saying the DeLand team will call shortly. Your office gets an email alert.
First call made, the sooner the better.
Google Ads leads never receive the A Place for Mom messages.
Listen, answer questions and offer the free in-home consultation.
Add the visit to the calendar and move the card to Appointment Booked.
Visit the home and build a personalized care plan together. No minimum hours.
Heath meets the Care Professional and the family at the home to make the introduction, and does the same for backup Care Professionals.
Marking the lead as Won starts the automatic check-in and review request emails (see section 3).
A pipeline is a row of columns. Each lead is a card that moves from one column to the next. Your account has two pipelines, and each has its own job.
A Place for Mom referrals only. The CRM follows up and moves cards for you until the family shows interest.
Every family you're actively working: new Google Ads leads, plus A Place for Mom families once they show interest.
An A Place for Mom family texts back, calls or answers? Move them to Customer Acquisition, into Hot Lead or Appointment Booked. Never into New Lead.
Each card shows when it starts, who gets it, the timing and the exact words. Tap "See the messages" to read them. Grey tags like First name fill in automatically for each family. Every text tells people they can reply STOP to opt out.
Two versions of every message. The messages below are written for families looking for care for a loved one. A duplicated version of these messages is also in your account, with slightly tweaked wording for people looking for home care for themselves.
Hi First name, this is Summer from SYNERGY HomeCare. Referral source let us know you're looking for in-home support. We'd be happy to set up a free in-home consultation to better understand your care needs. What time works best to chat?
Reply STOP if you don't want to hear from me.
Hi First name,
This is Summer from SYNERGY HomeCare. Referral source let us know you're looking for in-home support.
At SYNERGY HomeCare, we provide reliable, personalized care to help older adults stay safe, comfortable, and independent at home. Whether you need a few hours of help or full-time support, our experienced Care Professionals are here to provide steady, compassionate care that supports your needs.
We offer a free in-home consultation to better understand your needs and recommend the right level of care. When's a good time to chat? You can reply to this email or call us directly at 386-327-2438 to set up a time that works best for you.
In the meantime, feel free to learn more about us here.
Hope to speak soon,
Signed by Summer Padilla, Owner, with the office address and phone number.
Hi First name,
I wanted to check in to see if you're still looking for in-home support.
I'd be happy to set up a free in-home consultation to learn more about what's going on and talk through how we might be able to help. No pressure, just a conversation to see if we're the right fit for what you need.
You can reply to this email or call me directly at 386-327-2438 to find a time that works.
Talk soon,
Signed by Summer Padilla, Owner.
When the family texts back, calls or answers, move them to Customer Acquisition (Hot Lead or Appointment Booked).
Dear First name,
Thank you for requesting The Complete Home Safety Guide for Your Aging Loved Ones. It's more than a guide, it's a first step toward creating a secure and comfortable space where your loved one can thrive.
Download Your Free Guide Here
At SYNERGY HomeCare, we know how much you care about keeping your family safe. Aging at home can bring unique challenges, but with thoughtful planning, it's possible to maintain both safety and independence.
We support families through the complexities of caregiving, focusing on dignity, respect, and customized care plans that meet your unique situation.
Have questions or want to talk to someone today? Contact us by replying to this email or going to our website. We're here to help.
Sincerely,
Signed by Summer Padilla, Owner.
Hi First name, I know caring for a loved one can feel overwhelming. If you'd like, we can talk through what support could look like. No pressure. Reply here or call me anytime.
Reply STOP if you don't want to hear from me.
Dear First name,
SYNERGY HomeCare is a family-owned, locally operated agency run by co-owners Summer Padilla and Heath Nicola. Reaching out for care for someone you love is a big step, so we keep things personal from the very start.
Here is how we work. We begin with a free, no-obligation in-home consultation, and from it we build a personalized care plan for your loved one. There are no minimum hours.
Our Care Professionals are W-2 employees, and they are bonded and insured. Before care begins, Heath personally meets the Care Professional and your family at the home to make the introduction. He does the same for backup Care Professionals, so everyone is familiar with each other.
We're not just a service. We're a local family business, and we're here to answer your questions and help you make the right choices for your family.
Warmly,
Signed by Summer Padilla, Owner.
P.S. Want to know more about us or how we can help? Call or text us at 386-327-2438.
Hi First name, I wanted to check in to see if you had a chance to review the home safety guide we sent over the other day. If it helps, I can walk you through the key parts that make the most difference at home. Just let me know 😊
Reply STOP if you don't want to hear from me.
Dear First name,
Every home holds hidden risks, especially for aging loved ones. Something as small as a loose rug or dim lighting can lead to life-altering accidents. But the good news is, many hazards are easy to fix with the right approach.
Here are three common issues and simple solutions:
A safer home starts with small, intentional changes. And these adjustments not only prevent accidents, they provide your loved one with the confidence to move freely and comfortably.
At SYNERGY HomeCare, we specialize in helping families create environments that protect and empower aging loved ones. It's all part of our commitment to preserving dignity and independence.
Need help getting started? Call or text us at 386-327-2438. We're here when you need us.
With care,
Signed by Summer Padilla, Owner.
Hi First name,
One concern we often hear is, "Will this take away my loved one's independence?" It's a valid question. After all, maintaining autonomy is a cornerstone of dignity and quality of life.
At SYNERGY HomeCare, we believe safety and independence go hand in hand. Our goal is to create an environment where your loved one can live with confidence and freedom, not restrictions.
For example:
When families work with us, they often find their loved ones feel more independent, not less. Safety measures free them to live without constant worry, fostering a greater sense of security.
Have questions or want to talk through your loved one's needs? Click here to contact us today! We're here to help you find the right balance.
With care,
Signed by Summer Padilla, Owner.
Hi First name, just checking in. How are things going at home this week? If anything has changed or you'd like to talk things through, I'm here.
Reply STOP if you don't want to hear from me.
Hi First name,
Many family members carry a silent burden: the feeling that they should be able to do it all.
The errands. The appointments. The late-night worries. The daily care.
But caregiving isn't about doing everything yourself, it's about making sure your loved one is safe, supported, and surrounded by dignity. Sometimes, that means bringing in help.
At SYNERGY HomeCare, we partner with families to provide compassionate support that lightens the load without replacing the love and connection only you can give.
You don't have to carry this alone. With a little help, you can spend less time overwhelmed and more time simply being a daughter, a son, a spouse, a family.
If you're ready to explore what support could look like, we're here to talk. Call or text us at 386-327-2438.
Let's find a way forward together.
Warmly,
Signed by Summer Padilla, Owner.
Hi First name,
Caring for an aging parent or a loved one with dementia, Parkinson's, or other needs can feel like juggling a second full-time job, one you never applied for, but can't step away from.
You're doing your best. But the late nights. The phone calls. The missed events. The stress. The guilt. It's a heavy burden. And it's not sustainable.
We understand.
At SYNERGY HomeCare, we support families like yours by providing compassionate, personalized in-home care so your loved one can live safely and with dignity, and you can breathe again.
Here's how we help:
But beyond the stats, what matters most is how you feel after that first sigh of relief… when you realize you're not alone anymore.
Because here's the truth:
You deserve to live your life, and your loved one deserves professional care delivered with empathy, dignity, and real consistency.
No more guilt ping pong. No more uncertainty. Just support you can count on.
📞 Call us at 386-327-2438 or click here to schedule your free consultation. It's simple, stress-free, and a meaningful next step.
With care,
Signed by Summer Padilla, Owner.
Hi First name, a lot of families worry that bringing in help might take away independence. If that's something you're thinking about, I'm happy to share how support can actually create more confidence and freedom at home.
Reply STOP if you don't want to hear from me.
I just wanted to check in and see how you're doing. Are you still weighing if home care is right for you?
Regards,
Signed by Summer Padilla, Owner.
Hi First name, it's Summer from SYNERGY HomeCare. We just wanted to check in and see how things are going with your loved one. If care is still on your mind, we'd be glad to walk you through a few ways we can support your family.
Text STOP to stop hearing from us
Hi First name,
I know things can change quickly when you're caring for a loved one. If you're still thinking about getting extra support at home, I'd be glad to chat and share what that could look like.
You can schedule a quick call whenever it works for you: Click here to schedule a quick call
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name, just checking in again. If you're still exploring care for your loved one, we're here to talk through what support might look like and how we can help.
Text STOP to stop hearing from us
Hi First name,
If care for your loved one is still on your mind, we're available to answer any questions or help you figure out what makes the most sense for your situation.
Even if now's not the right time, it never hurts to talk through options.
Click here to schedule a quick call
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name, we know timing is everything when it comes to home care. If you'd still like to talk through how we could support your loved one, we're just a text or call away.
Text STOP to stop hearing from us
Hi First name,
I wanted to reach out in case your situation has changed or you're still considering care for your loved one. Whether you're ready to take the next step or just want to talk things through, we're here to help.
There's no pressure, just a conversation when the time feels right.
Click here to schedule a quick call
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name,
Just wanted to say we're still here if you'd like to revisit home care for your loved one. Whether your timing has shifted or you've been weighing your options, we completely understand.
If you're ready to talk through next steps or just want to ask a few questions, we'd be happy to help. No pressure, just support when you need it.
Click here to schedule a quick call
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name, how are you? We know the timing might not have been right before, but if home care is still on your mind for your loved one, we're here whenever you're ready to talk. Just reply!
Text STOP to stop hearing from us
Hi First name! Life gets busy, we totally understand. If your loved one's care needs have changed or you're ready to revisit support options, we're always happy to help guide the next step.
Text STOP to stop hearing from us
Hi First name, we haven't heard back, so we'll pause outreach for now. If you ever want to reconnect about home care options for your loved one, we're just a message away.
Text STOP to stop hearing from us
Hi First name, we haven't heard from you in a while. If you're still exploring care options, we're happy to walk you through the next steps.
Text STOP to stop hearing from us
Still thinking about care, First name? No rush, just know we're here if you need anything. You can reply here or request a call back at anytime here: Website
Text STOP to stop hearing from us
The reminder says: "This lead is in the 'Manual Nurture' stage, you will receive this notification monthly to call them to try and re-connect."
Hello First name,
We've tried giving you a quick call over the past couple of days to follow up on your home care search. We understand things can get hectic, especially when you're trying to figure out the right support for a loved one.
Whether you're still exploring your options or just need some guidance, we're here to help. SYNERGY HomeCare provides experienced, compassionate care tailored to your family's needs and we're always happy to answer questions or talk through next steps.
When you're ready, feel free to reply to this email or call us at 386-327-2438.
Warmly,
Signed by Summer Padilla, Owner.
Hi First name, it's Summer from SYNERGY HomeCare. Wanted to check in with you and see how your care is going. I'm more than happy to answer any questions or help you navigate any concerns. Let me know.
Text STOP to stop hearing from us
Hi First name, just reaching out again in case the timing wasn't right last week. If you ever feel like you need extra support (even temporarily) we'd be happy to help. Let us know.
Text STOP to stop hearing from us
Hi First name, this is Summer from SYNERGY HomeCare. Just wanted to check in if you were able to find care for your loved one? If things have changed or if you still need help, we're here.
Text STOP to stop hearing from us
Hi First name,
It's been a while since we last connected, and I just wanted to check in. Whether you found care through another provider or paused your search, we understand how quickly things can change.
If your loved one's needs have evolved, or if you still have questions, we're happy to talk it through. Our in-home consultations are free, no pressure, and tailored to your situation.
Feel free to reply to this email or call us at 386-327-2438
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name, just checking in again. Has your situation changed at all recently? I'd be happy to revisit options with you if you'd like or answer any questions.
Text STOP to stop hearing from us
Hi First name,
Just wanted to check in. I know how important timing can be when you're making care decisions. Whether you've already found support or decided to hold off for now, we're still here if anything changes.
Sometimes things shift unexpectedly, or what felt like the right decision a while ago starts to feel less certain. If now feels like a better time to talk, I'd be happy to help however I can.
Take care,
Signed by Summer Padilla, Owner.
Hello First name,
Thank you for reaching out. Our DeLand team will be in touch soon.
We will call you shortly to hear what is going on and set up your free in-home consultation. If it is urgent, call us now.
Speak soon,
Signed by Summer Padilla, Owner.
Hi First name,
It was a pleasure speaking with you. Thank you for taking the time to connect with me and share more about your family's needs.
I understand that choosing a home care provider is a significant decision, and I'm here to support you every step of the way.
To assist in your decision-making, I wanted to share a few testimonials from families like yours. I hope this provides helpful insights as you consider your options.
[confirm] two reviews from DeLand families
If you're curious to learn more about who we are at SYNERGY HomeCare and what sets us apart from other national home care agencies, the video below offers a deeper look into our compassionate approach, our core values, and our commitment to enhancing the quality of life for seniors and their families.
SYNERGY HomeCare - Care that MOVES You (video)
As you discuss options with other family members, please don't hesitate to reach out if you have any questions. I'm here to provide any additional information you might need to make the best decision for your loved one.
Signed by Summer Padilla, Owner.
Hi First name, it was great speaking with you! Did you still have any questions we could help answer for you and your family?
- SYNERGY HomeCare
Text STOP to stop hearing from us
Hi First name,
It's been a few days since care began, and we just wanted to check in.
Starting home care is a big step, and the first few days can bring a mix of emotions like relief, hope, and maybe a few unexpected questions. That's completely normal, and we're here for all of it.
We'd love to hear how things are going. A few things we'd welcome your thoughts on:
Your feedback helps us make sure the care experience is truly the right fit. You can reply directly to this email or give us a call at 386-327-2438 anytime.
We're honored to be a part of this.
Warm regards,
Signed by Summer Padilla, Owner.
Hi First name,
It's hard to believe a month has already passed since care began. We hope the routine has started to feel comfortable and that you're seeing the difference consistent support can make.
We never want care to feel like a "set it and forget it" arrangement. Your experience matters to us, and we want to make sure things are still feeling like the right fit.
If anything has come up over the past month, we'd genuinely love to hear it:
Even a quick reply goes a long way in helping us serve you better. And if everything is going smoothly, we'd love to hear that too.
We would also love if you could let others know how we are doing. It only takes a minute, and your kind words help other local families find the care they need. Leave us a Google review →
Thank you for trusting us with something so important.
Warm regards,
Signed by Summer Padilla, Owner.
Six small things. Each takes a few minutes.
Free on the App Store and Google Play. It puts your leads, texts and calendar on your phone.
Use the login details from Valoom Media, on the app and on your computer.
Open the Place for Mom pipeline and move the test card to Customer Acquisition, into Hot Lead. This is the move you'll make whenever an A Place for Mom family shows interest.
Open Conversations, pick the test lead and send a short reply.
Book a pretend in-home consultation and check it shows up on the calendar.
Mark a current happy client's card as Won so the check-in and review emails start.