Every CRM claims to improve sales, but not every platform fits how senior living actually works. Most teams don’t need more features. They need clean intake, faster follow-up, and a system staff will actually use.
This breakdown compares WelcomeHome vs. Sherpa vs. Yardi across workflows, integrations, lead handling, and real-world results. If you’re choosing a CRM for senior living, here’s where to start:
- Best for fast follow-up and user adoption: WelcomeHome
- Best for relationship-based sales coaching: Sherpa
- Best for multi-site operators with full-suite needs: Yardi
Before you commit, focus on what matters most: how quickly the system supports follow-up, how well it tracks and qualifies leads, whether your team will actually use it, and how easily it connects with the rest of your tech stack.
We’ll walk through each platform’s strengths and show what to watch for as you scale.
WelcomeHome: Built for Speed, Simplicity, and Follow-Up
Ideal for small to mid-sized communities with growing inquiry volume, WelcomeHome is best installed before a major marketing push, so your team can capture and convert leads without falling behind.
Most Useful Features
WelcomeHome features a built-in sales assistant, auto-logging, and customizable workflows that reduce manual work and help reps focus on follow-through. Its interface is simple enough for frontline
teams to adopt quickly, and its mobile apps support on-the-go updates from anywhere in the building.
- 48-hour data migration and 30-day training guarantee
- 90% user adoption within 90 days
- Task automation and email/SMS/Zoom integration
- Referrer management built in
- Dashboards and sales stages tailored to each team
The platform’s AI tools, via FURTHER, Roobrik, and SiteStaff, support instant responses, lead triage, and prequalification before reps get involved. Operators using WelcomeHome report 6+ hours saved per user, per week and a 12% lift in move-in conversion.
What It Lacks
WelcomeHome focuses on sales performance, not full operational control. It doesn’t include EHR, billing, or back-office functionality. Reporting is clean but not deeply customizable. Larger operators looking to consolidate multiple systems into a single suite will likely outgrow it.
Sherpa: Built for Relationship-Centered Sales
Sherpa fits mid-sized operators with longer sales cycles, particularly those selling lifestyle or mission-driven care. It’s best used by teams with trained sales coaches or those ready to build a discovery-based selling culture.
Most Useful Features
Sherpa supports relationship-driven sales with tools for behavioral tracking, coaching, and structured follow-up. It’s built around “prospect readiness” instead of “lead speed,” helping reps engage thoughtfully over time.
- Sales coaching framework built into the platform
- Prospect engagement scoring and behavioral analytics
- Guided follow-up and customizable sequences
- Nurture tools for slower-moving leads
The system encourages reps to build personal rapport with prospects, using tools that track time spent and depth of interaction—not just pipeline activity. It’s structured for quality over quantity.
What It Lacks
Sherpa doesn’t publish usage or performance metrics, and its automation features are limited compared to competitors. There’s no open CRM integration ecosystem, and it doesn’t natively support referral tracking, operational reporting, or EHR alignment. It also lacks a dedicated mobile app.
Yardi: Built to Run the Entire Operation
Yardi makes the list because some senior living operators need more than just a CRM. Out of the box, it gives you core operational infrastructure: leasing tools, reporting dashboards, and basic CRM functionality. What makes it scalable is its capacity to layer on exactly what you need: EHR, billing, care tracking, and more.
We highly recommend starting with Yardi Voyager, the foundational platform for property management and financials. From there, you can add modules like Yardi EHR or CRM depending on your priorities. Each piece connects natively, with data flowing across teams and departments automatically.
If your goal is centralized oversight — not automated sales — this system checks every box.
Most Useful Features
Yardi’s CRM is just one piece of a broader suite. When deployed with other Yardi modules, it supports cross-team workflows and portfolio-wide visibility.
- Leasing workflows tied directly to resident records
- Centralized dashboards across departments and communities
- Built-in task automation
- Electronic lease generation and secure document handling
- Native mobile tools for on-site staff
It’s built for consistency, compliance, and control, especially for large, multi-site organizations.
What It Lacks
Yardi’s CRM wasn’t built for lead intake or sales acceleration. It doesn’t include AI triage, behavior scoring, or fast follow-up tools. Sales reps often find it cumbersome unless heavily customized. That makes it a strong operational hub, but a weak engine for top-of-funnel activity.
Adding modules improves functionality, but it also increases cost. The flexibility is there, but it’s priced for scale, not for quick starts. If you’re managing multiple sites or care models, the investment pays off in standardization and control. But for teams focused on sales lift, it may not be the best place to begin.
Senior Living CRM Comparison: WelcomeHome vs. Sherpa vs. Yardi
| Category | WelcomeHome | Sherpa | Yardi |
|---|---|---|---|
| Primary focus | Sales efficiency and follow-up | Relationship-driven sales | Full operational suite (CRM + property + care) |
| Ideal for | Small to mid-size communities before scaling marketing | Mid-market operators with long sales cycles | Large, multi-site providers consolidating tech |
| Sales method | Fast response, automation-first | Prospect-centered, coaching-heavy | Lifecycle management tied to property systems |
| Lead intake | AI triage + instant response (FURTHER, Roobrik, etc.) | Behavior scoring, nurture sequences | Basic intake tools, less specialized for sales |
| Automation | Built-in task manager, auto-logging, follow-up workflows | Minimal automation; relies on rep engagement | Operational task automation, not sales-focused |
| Reporting | Simple, visual dashboards for sales KPIs | Interaction tracking and coaching metrics | Enterprise dashboards across departments |
| Integration | Open API + SMS, Zoom, marketing tools | Select CRM/marketing tools (e.g., ActiveDEMAND) | Native Yardi ecosystem (EHR, billing, leasing, etc.) |
| Referrer tools | Dedicated referrer management | Not emphasized | Embedded in platform but not a standalone feature |
| Mobile tools | Full-featured iOS/Android apps | Dedicated mobile app for reps | Native mobile interface (Yardi CRM app) |
| User adoption | 90% in 90 days | Coaching-based adoption | Steeper ramp; often needs IT or admin oversight |
| Setup timeline | 48-hour data migration, 30-day training | Not specified | Slower deployment; requires IT coordination |
| Strengths | Speed, simplicity, high-impact sales tools | Deep relationship-building and emotional discovery process | Total system integration and centralized oversight |
| Limitations | No EHR or billing; limited reporting customization | Limited automation and integrations; no AI intake partners | CRM less intuitive for daily sales; lower AI specificity |
Integration and Ecosystem: Best-In-Class Flexibility from Yardi, Strong API Access with WelcomeHome
Yardi is the only true full-suite platform here, with native modules for property management, EHR, accounting, and CRM. If you’re running a large operation and want all systems in one place, Yardi delivers the tightest ecosystem. At the cost of flexibility.
WelcomeHome takes the opposite approach. It integrates with marketing tools, referral partners, and AI platforms like Roobrik and FURTHER through open API access. This gives smaller operators more freedom to customize their stack.
Sherpa sits in the middle. It supports integration with a few tools (like ActiveDEMAND), but doesn’t offer an open ecosystem or native modules for anything beyond CRM.
User Adoption and Ramp Time: Fast Onboarding with WelcomeHome, More Lift for Yardi
WelcomeHome leads with speed — 48-hour data migration, a 30-day training program, and 90% user adoption within three months (according to its website). It’s lightweight, intuitive, and purpose-built for senior living sales teams.
Sherpa relies on methodology training rather than software onboarding. Adoption depends on whether your team embraces the prospect-centered sales approach—not just how fast they can learn the tool.
Yardi takes longer. It’s not just a CRM — it’s an enterprise system, so your patience is rewarded. Onboarding often requires IT support, internal champions, and additional training to ensure reps don’t get lost in non-sales features.
AI Lead Qualification: WelcomeHome Automates Front-End Intake, Sherpa Scores Behavior, Yardi Doesn’t Handle It
WelcomeHome partners with AI tools like Roobrik and FURTHER to handle lead intake before a rep ever gets involved. It triages inquiries in real time, prioritizes by urgency, and sends instant responses, keeping response times short and pipelines moving.
Sherpa leans on behavioral scoring. It tracks how prospects engage over time, then ranks their readiness for follow-up. It’s slower, but useful for communities focused on high-trust, multi-touch conversion.
Yardi’s AI lives deeper in the stack. It supports leasing and back-office automation but doesn’t surface much at the lead intake level. There’s no front-end triage built into the CRM layer.
Family Communication Tools: WelcomeHome Has Built-In Messaging, Sherpa and Yardi Rely on Workflow
WelcomeHome integrates communication directly, like text, email, phone, and Zoom, into its CRM. Teams can use templates, track contact history, and tie everything to a prospect’s record without toggling platforms.
Sherpa supports email and phone follow-ups but doesn’t emphasize multichannel tools or messaging automation. Most family communication happens manually through the rep.
Yardi includes basic communication workflows as part of its broader system but doesn’t offer senior-living-specific tools like family portals, referral assessments, or personalization tied to care planning.
Data and Privacy Compliance: All Three Are HIPAA-Ready, but Visibility Varies
All three CRMs meet HIPAA standards. The difference is how clearly they surface data and how much manual oversight each one needs.
WelcomeHome keeps data clean by auto-logging communications and syncing with intake tools. Admins can pull structured reports without extra prep work.
Sherpa logs rep activity well, but lacks system-wide visibility. It’s harder to get a full picture of how leads are progressing unless reps document consistently.
Yardi centralizes everything, but because it tracks so much, audits and report pulls often require admin or IT assistance. It’s secure, but not lightweight.
Buying Guide: How to Choose Between WelcomeHome, Sherpa, and Yardi
1. Start with the platform that fits your community size
Running a single site with fewer than 100 units? WelcomeHome gives you fast ROI without overengineering. Sherpa works if your team is already trained on relationship-based sales. Yardi only makes sense if you’re managing multiple buildings and need to unify systems.
2. Match the CRM to your team’s capacity
No in-house IT or admin support? Choose a platform that doesn’t require it. WelcomeHome runs light with built-in workflows. Sherpa demands consistent rep input to stay effective. Yardi works—but only with someone managing configuration in the background.
3. Fix your follow-up gaps before adding complexity
If leads are stalling or slipping through, prioritize automation. WelcomeHome qualifies and routes leads instantly. Sherpa gives reps more context—but expects them to act on it. Yardi lacks frontline automation and needs strong process discipline to keep leads moving.
4. Align your CRM with your marketing plans
Planning a big push in ads, outreach, or referral campaigns? Make sure your CRM can capture and sort volume in real time. WelcomeHome is built for inbound load. Sherpa’s slower pace works for mission-driven outreach. Yardi can scale—but only if your intake flow is already clean.
5. Choose tech that supports your next stage of growth
Expanding into new markets or care levels? Yardi has the infrastructure. Scaling occupancy in one or two buildings? WelcomeHome will get you there faster. Refining your sales culture and long-term engagement strategy? Sherpa helps you coach and close with more intention.
Your Final Decision: What CRM Features Actually Move the Needle?
Choosing CRM software for senior living boils down to making your sales process faster, clearer, and more consistent. Here’s where each platform delivers:
- Need faster follow-up and measurable sales lift? Go with WelcomeHome.
- Need a sales framework built around coaching and emotional discovery? Choose Sherpa.
- Need full-stack control across property, care, and finance? Build around Yardi.
Each system solves a different problem. The right choice depends on where your team is struggling and what you’re planning to scale next.
Future-Proof Lead Management with the USR Virtual Agent
No matter which CRM you choose, it won’t fix slow follow-up, lead loss, or data gaps on its own. That’s where the USR Virtual Agent comes in:
- Qualifies leads before reps ever get involved
- Routes based on urgency, location, or availability
- Logs clean, structured data inside your CRM in real time
- Works 24/7, so your intake flow never stalls
The Virtual Agent makes sure your CRM starts with the right data, and your team starts with the right leads.
Book a demo to see how it transforms your front-end lead handling into a system that actually keeps up.
