Preparation is the foundation for your pilot.



This phase ensures that all subsequent ones run smoothly. In this phase you will set your goals; work out the organisation for the pilot; who is ultimately responsible; and bring together all the material needed to run the pilot. Preparation is the foundation for your pilot. We hope that you're excited about piloting our app, but just a few small preparatory activities before you get started could make all the difference. If you are a small care home, this preparation could take as little as an hour or so. For the larger care home groups, its an opportunity to align all the stakeholders so that everyone is aware of who is doing what before anyone jumps in.



The first thing to determine is who is going participate in the pilot. From a personnel and resident perspective. You need to plan the following:

  • Who will be ultimately responsible for the pilot?
  • Who is/are your champion(s)?
  • What care home are you going to run the pilot in?
  • When are you running the pilot and for how long?
  • What residents will participate?
  • What carers need to participate?

For some tips on how to make these decisions, see our organisation post.

How this is done, is up to you. For a single / small care home company it could simply be done by yourself with a pen and paper. That's fine! For larger companies, a kick off meeting with the key members of management (e.g. care planner, regional managers) is recommended to ensure management is aware and on board with the process.

The key is to make the decisions.

So now we know who is responsible; where & when you are running it; and who is participating.


It's important to set out your pilot goals early on. Don't worry it doesn't have to be a complicated, drawn out process. It is fairly simple. What do you want our app to accomplish? Why are you even trying it in the first place? Here is some guidance on what goals you might want to set.

Goals allow you to test the hypothesis you might have for why you need to use our application. They also help to align your employees and give you the basis for evaluating whether the pilot has been a success.

Again, how this is done, is up to you. It could be simply sitting at a desk and working through them, or running a meeting with key members of staff. It depends on your company.

Combining Organisation & Goal Setting

Quite often the organisation & goals are determined in the same meeting. This is because the same people are required to make the decisions. It short circuits the decision making process. We call this meeting the Kick Off Meeting.


Terms & Conditions

Some administration. Sorry.

Before running a pilot we like to have a set of Terms & Conditions (T&C's) agreed in advance. It only takes a minute to do. You can actually head over there right now to agree them


We're almost done with the preparation work. Now its time to communicate this to everyone that the pilot impacts. Phone calls, emails, face to face. It's down to your company and what works best. It is important to include the following in your communications:

  • Why you are running a pilot
  • What are your goals for the pilot
  • Who is ultimately responsible for the pilot
  • Who is/are your champion(s)
  • Where the pilot will run
  • When are you running the pilot
  • How long the pilot will run for
  • What residents will participate
  • What carers need to participate
  • A link to our guidance section for support
  • A link to our pilot support page so everyone knows that we're here to help

To make things easier for you, we have created an example email/letter that could be used as a template for this communication.