Challenge

A senior living organization needed a way to automatically route prospect inquiries from their website directly into their resident management system.

Manual data entry between their website contact forms and management platform created delays in response times and risked losing potential residents.

Solution

84EM built a custom WordPress integration that automatically captures lead information from website forms and transmits it directly to the organization’s resident management platform via API.

The system identifies which community location each inquiry relates to and routes the data appropriately.

Technical Implementation

• Ninja Forms integration captures contact information including name, email, phone, and inquiry details from website visitors.
• Advanced Custom Fields dynamically populates location dropdowns by fetching available communities from the API in real time.
• Dual-environment support allows seamless switching between staging and live API credentials for testing and deployment.
• Automatic prospect posting transmits lead data including contact details, selected community, housing type preferences, and notes to the management platform.
• Comprehensive logging system records every API transaction with timestamps for monitoring and troubleshooting.
• Error notification system immediately alerts staff when API communication issues occur to prevent lost leads.
• Secure authentication uses industry-standard authorization methods to protect sensitive prospect information.

Results

The organization transformed their lead capture process from manual data entry into an automated pipeline that delivers prospect information instantly to their sales team.

Staff now spend less time on administrative tasks and more time engaging with potential residents.