Manage the Famileo platform
Your facility's account
What does the dashboard look like?
It is different from the one that family members use to post their messages and pictures.
Yours is dedicated to managing the service for your facility, such as updating your residents’ list and printing the gazettes.
Click here to learn more about the Famileo dashboard.
Who should have access to Famileo at your facility?
The more people know about Famileo, the better! It will be easier to make it a success if you manage it as a team project and make sure families get all the information. We recommend to create an account for:
- Activity leaders: they usually are responsible for managing the program. They take care of updating the residents’ list, printing out the gazettes and sending messages to families through Famileo. They also communicate about Famileo to families through emails, phone calls, or family meetings to introduce the program and assist them in their first steps.
- Communication/relations/administration managers: they can help to introduce the program to families, when doing a tour of the facility or welcoming a new resident for example.
- Receptionists: as the first point of contact when families come in and visit, they should be able to give basic information and provide family members with their family codes.
- Assistants/nurses/carers/chaplains: they usually help to print the gazettes and hand them out to the residents. They can also sit down with your residents to read the gazettes, take some dedicated time with them and make it an activity.
How can I create an account for my colleagues?
Connect to your Famileo account. On the Community menu, click on 'Users' and then 'Add a staff user'. Fill in the required fields and click on 'Create'.
Note that only admin users can manage this section. You can give limited access to the Famileo account by choosing a different type of user. Find out more about our 3 types of users here.
Tip: If this new colleague takes part in printing the residents' gazettes, don't forget to add them in the 'Gazette notifications' section as well.
Is there a limited number of users?
No, you can create as many staff users as you want.
You can also be logged in simultaneously on several devices with the same logins.
I can't log in
Make sure your credentials are correct. Try to reset your password by clicking on 'Forgot my password?' and follow the steps.
If you still can’t log in, contact your Famileo advisor and indicate the error message that you see for better assistance.
Manage your residents' profiles
How do I create/deactivate a resident’s profile?
Connect to your Famileo account. Click on 'Residents' and then 'Add a resident'. Fill in the required fields and click on 'Create'. The profile picture is optional, family members can also add it at their convenience. You can also choose between the standard or large-font format of the gazette, depending on whether your residents have eye-sight issues or not.
To deactivate a resident, click on their profile and go to the 'Deactivate' button at the top right. Select a reason and click on 'Deactivate'. Please note it is important to keep your residents’ list up to date. All deactivate residents will be automatically removed from the groups they belong to.
Click here to learn more how to manage your residents' profiles.
How do I create a resident group?
What is a family code?
A unique and private code for family members to access their loved one’s Famileo gazette.
Share it with the main contacts listed for your residents, explain the purpose of Famileo and make sure they understand that any of their family and friends can join their loved one’s network with this family code for free.
How do I get a family code for a new resident?
A family code is automatically generated when you create a new resident’s profile. You’ll see the information you filled in and the family code highlighted in blue.
Where do I find the family codes?
Connect to your Famileo account. Click on 'Residents' and then 'Print List'. A PDF version automatically opens on a new web page gathering all your residents’ names, basic information and their respective family code. Download the PDF, print it & keep it at the reception desk so you can easily share it with family members when they come to visit!
You can also see your residents’ family code individually, by clicking on 'See resident' to get their information, including the family code highlighted in blue.
How do I know if families have registered?
This information can be found either next to your residents’ names under 'Registered family?' or on the residents’ list ('Print List') under 'Registered family': 'yes/no'.
Your gazettes' routine
What’s my part in the gazettes' routine?
Famileo won’t take too much of your time!
Remember it’s up to family members to write messages and post pictures for their loved one.
The only thing you’ll have to do is print them out and give them to your residents. Usually activity leaders, nurses and assistants also sit down with the residents to read the gazettes with them and include Famileo in their activities’ program.
Famileo Coach’s tip: activities are a great opportunity to take pictures of these precious moments and share them with families using the messages section on your Famileo account or the Animeo Pro app.
Where do I get the gazettes?
Every week, you will receive an email that says the gazettes are ready to be printed out. Click on the link attached and log in to your Famileo account: you will be automatically redirected to the 'Gazettes' menu.
All the newly received gazettes will be gathered in a PDF file.
Please note that you don’t have to go on to each resident’s profile page to print out their gazette: all the week’s gazettes will be grouped into either one of two PDF files, according to format. It saves a lot of time! Don't forget to print your gazettes every week.
Why do I see 2 different formats to print this week?
The format depends on the length of messages and number of pictures family members post. Larger gazettes will be generated in a bigger format and gathered in one PDF file ready to print, smaller gazettes will be gathered in another PDF file.
How do I print the gazettes?
Connect to your Famileo account. Click on 'Gazettes' and then click on the link to open the PDF file with this week’s gazettes. Click on 'Print' on your PDF file reader’s menu and change the settings depending on the format of the gazette.
Click here to read the instructions or ask your Famileo advisor.
Can I print a gazette again?
Of course! Click on the resident’s profile you wish to print out the gazette for and click on 'See the gazettes'. You’ll have access to all the gazettes the resident has received and can print out the ones that you want.
Can I change the font size of a gazette?
On the home page, click on 'Residents' and select the resident (you can use the search bar at the top of the page) by clicking on 'See resident' or on the resident’s name. Click on 'Edit profile' and select the type of gazette you think will suit your resident best. Click on 'Update' to confirm.
It will apply for the next gazette the resident will receive.
Send messages to families
Why should I send messages to families?
Sending messages to families will highlight all your work and will improve your communication with the family members.
The ‘Messages’ section will allow you to share pictures of activities or events, documents like Word, Excel, PDF, Powerpoint, important information about visits, to keep families up-to-date about how their loved one is feeling, etc.
What are the differences between the various types of messages?
What type of content is usually appreciated by families?
Families love to receive pictures of their loved one smiling, participating in activities...
They love to see the Activities program of the week, raffles they can participate in, Newsletters of the facility with pictures and updates, and especially a picture of their loved one receiving their first gazettes.
Find more ideas and inspirations just here.
How can we respect residents’ image rights?
Respecting residents’ image rights and privacy is one of our top priorities. That’s why we now allow you to easily blur areas of photos and collages directly on our platform.
How to send messages to all families?
You can send ‘Messages to all’ via your Famileo account through www.famileo.com or via the free ‘FamileoPro’ app. You can log in to this app with the same logins as the website.
Please note that only families that have registered with the family code will be able to see the messages. You can send messages, pictures, and documents like Word, Excel, PDF and Powerpoint this way. You can edit and delete your messages whenever you’d like to.
Find a dedicated tutorial just here.
How to send messages to a family group?
How to send messages to one family?
You can send ‘Personal messages’ via your Famileo account through www.famileo.com or via the free ‘FamileoPro’ app. You can log in to this app with the same logins as the website.
Please note that only family members of one selected resident that have registered with the family code will be able to see the messages. You can send messages and pictures this way. You can edit and delete your messages whenever you’d like to.
Can video messages be shared?
You can now easily add videos to accompany your messages. It’s a new way to involve families and strengthen the bond around moments shared within your care setting.
Create a newsletter in 10 minutes
What is the difference between a gazette & the newsletter?
The 'Gazette' is the newspaper with only pictures and messages from the family members that you will print off and hand out to your residents on paper.
The 'Newsletter' is written by the facility for the residents and/or the families, with pictures of activities or special events the staff would like to highlight (Birthdays, celebrations...).
What can the newsletter be about?
You can use the ‘Newsletters’ section in a very creative way. E.g., it can be a newsletter you make once a month with pictures of activities, the news of the month and some events.
You can also make 'Special Edition' Newsletters for 100th birthdays, 60th wedding anniversaries, Seasonal newsletters, celebration newsletters, a ‘Meet the staff’ newsletter for new residents that you can include in your welcome pack, or for example a ‘Memorial’ newsletter or ‘Memory Lane’ newsletter.
You can make a newsletter whenever you’d like to, as much as you’d like to.
You can find inspirations and ideas just here.
How to create a newsletter?
You can create a newsletter by logging in to your Famileo account > go to ‘Newsletters’ > Click on ‘Add a Newsletter’ at the top right and follow the steps.
The only thing you will have to do, is add your text and pictures and Famileo will create the Newsletter automatically when you click on ‘Confirm and Generate’ in the very last step. Note that you can include the ‘Messages to all’, 'Group messages' and ‘Personal messages’ that you already published to save time.
Your newsletter will be saved in the ‘Newsletters’ section and is only visible for you.
Find more info in our dedicated tutorial just here.
How long does it take to create a newsletter?
You can make a Newsletter in only 10 minutes.
The only thing you’d have to do, is add your pictures and your text and the lay-out will be done automatically once you click on ‘Confirm and Generate’ in the very last step. Note that you can include 'Messages to all’ you’ve already published to save you time.
You can get back to your Newsletter to add or delete pictures whenever you would like to. Once it is finished, you can even share the newsletter by clicking on 'Attach in a message to all' in the newsletter menu.
Famileo Pro x Nourish
What will this integration enable within Nourish?
By activating the Famileo Pro integration in Nourish you will be able to maximise efficiency and consistency of data between the two platforms.
The profiles of people supported will be automatically shared from Nourish into Famileo Pro. You won’t have to create or update those profiles in both systems.
You can’t change in Famileo Pro the information that comes automatically from Nourish.
If you want to update that information, you need to make the change in Nourish first.
Nourish is responsible for the information it sends.
Once you update something in Nourish, it will be automatically and instantly updated in FamileoPro.
As a backup, all data is also fully synchronised every day at 12:20 PM.
In FamileoPro, admin users can also manually synchronise:
- All residents’ information from the Residents list
- One resident’s information from their Resident profile
How often is the synchronisation between Famileo Pro and Nourish?
When you update information in Nourish, it is instantly and automatically reflected in Famileo.
As a safeguard, a full data synchronisation also takes place daily at 12:20 PM.
If needed, you can manually trigger a synchronisation in Famileo Pro:
- From the Residents list to synchronise all resident data.
- From a Resident’s profile to synchronise only that individual’s information.
Is it possible to update the information in Famileo Pro before the automatic synchronisation occurs?
Yes, it is possible. Go the page ‘resident’s list’ if you are an admin user and click on the button ‘synchronise’ to sync all the data.
To synchronise information about only one resident, go to their resident profile and click on 'synchronise'.
Remember that you must update the information on Nourish first.
Can we change the resident's profile picture on Famileo Pro ?
The resident’s profile picture on Famileo Pro is initially the same as on Nourish, as long as the family hasn’t uploaded a different one. Once a family member uploads a profile picture of their loved one through the Famileo app, it becomes the default on Famileo Pro and can no longer be changed by the care home team—even if the photo is updated in Nourish.
Does the synchronisation work on the Famileo Pro website and the FamileoPro app?
Yes, both the web version and the FamileoPro app work with the Nourish extension.
For the FamileoPro app, check that you have the latest version: FamileoPro version 4.3.0 minimum for iOS and Android.
In the FamileoPro app, when updating the residents’ list or resident profile this error message appears: “An error has occured. Please try again later”
It means you don’t have the latest version of the app compatible with the Nourish extension.
Go to the App store or Google play store to download the latest version of the app (FamileoPro 4.3.0)
Why isn’t the integration working?
You can check the following to make sure the synchronisation between Nourish and Famileo Pro is active:
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The token (unique Famileo authentication code) provided by your Famileo coach, was successfully entered in the ‘Famileo’ extension in the Nourish platform;
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The ‘Famileo’ extension is active in the Nourish platform;
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There are data in the Famileo Pro platform;
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The data in the Famileo Pro platform match with the data in the Nourish platform (for the residents);
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In your Famileo Pro platform, when clicking on the ‘synchronise’ button on the ‘residents’ list’ or in a resident profile, an error message or a confirmation message appear;
If the above points are all correct, feel free to reach out directly to your Famileo coach so they can promptly resolve the issue or contact hello@famileo.com
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