The Preserve at Palm-Aire had real interest — families were calling, forms were filling, and the South Florida market was active. The problem wasn't traffic. It was what happened after the lead came in. A 21-hour average response time was silently killing their pipeline. We cut that to 8 minutes — and move-ins doubled the very next quarter.
The Preserve at Palm-Aire is a well-regarded assisted living community in the heart of Broward County — sitting in one of the most active senior living markets in the entire United States. Pompano Beach is surrounded by a large and growing 65+ population, and demand for quality assisted living had never been higher.
The Preserve was generating leads. Adult children in Broward, Palm Beach, and Miami-Dade Counties were submitting forms, calling the community, and clicking on their social media. The problem was what happened next — or, more accurately, what wasn't happening next. The average lead response time was 21 hours.
Research across the senior living industry is unambiguous: a family that submits an inquiry is actively shopping. They've submitted to multiple communities simultaneously. The first community to respond — with a warm, knowledgeable voice — wins the tour. The one that calls back 21 hours later gets a voicemail and a polite decline.
Meanwhile, their Meta Ads were broad, untargeted, and expensive — at $94 per lead, the cost was unsustainable and the quality was inconsistent. Nobody on the admissions team had reliable visibility into which leads came from where. The pipeline was a black hole.
Palm-Aire's problem wasn't awareness. It was what happened after awareness. We rebuilt their entire post-lead process from the ground up — and layered in smarter ads to make every dollar count.
We implemented a full CRM build-out and automated follow-up system that triggered within 60 seconds of every lead submission — eliminating the 21-hour gap that had been hemorrhaging opportunities for years.
We tore down the existing Meta campaigns and rebuilt from scratch — with care-level-specific creative, tight geographic targeting, and audience segmentation focused exclusively on adult children ages 45–65 in Broward and surrounding counties.
We gave the Palm-Aire admissions team and leadership something they'd never had before: complete, real-time visibility into every lead, every touchpoint, and every dollar — from first click to signed lease.
Comprehensive audit of the existing Meta account (found $3,200/mo in wasted spend on broad audiences). CRM platform selected and configured. Lead routing rules built. Existing ad campaigns paused — new campaign architecture designed from scratch.
CRM go-live: every new lead now receives an automated SMS within 60 seconds and an email within 2 minutes. New Meta campaigns launched across 3 care-level ad sets. First week of new campaigns: 14 leads at $26 average cost — a 72% reduction from the previous $94 average.
The compound effect of faster follow-up and better ad targeting hit simultaneously. Monthly qualified leads climbed to 41 — up from 18 in February. Tour volume doubled. The admissions team reported the most active pipeline in over 18 months. First re-engagement flow activates for 34 leads that had previously gone cold under the old process — 7 of them book tours.
Q2 closed with move-ins exactly double the Q1 number — the single strongest quarter in The Preserve's recent history. Occupancy reached 93%. Cost per qualified lead stabilized at $22. Tour-to-move-in close rate improved from 11% to 28% — a direct result of faster follow-up and a warmer, better-nurtured pipeline.
These numbers are verified against The Preserve at Palm-Aire's Q1 baseline before Elderbloom, and their Q2 actuals after our systems went live.
We had leads. We always had leads. What we didn't have was a system to catch them before they walked out the door. Elderbloom didn't just fix our ads — they fixed the entire machine behind the ads. The CRM alone paid for itself in the first month. Seeing that response time go from 21 hours to 8 minutes was honestly emotional. That's revenue we were throwing away every single day.
No agency jargon. No vague strategy-speak. Here is exactly what changed, what we built, and why it worked.
The core problem at Palm-Aire was structural: there was no system ensuring any lead received a timely response. Leads came in through the website, the Facebook lead form, and direct phone calls — and sat in a spreadsheet until someone on the admissions team happened to check it. We replaced that entirely.
Every new lead now triggers an instant CRM entry, an immediate automated SMS to the prospect acknowledging their inquiry (warm, human-sounding, branded to Palm-Aire), and a simultaneous alert to the admissions director with the lead's name, contact info, and source. Human follow-up within 8 minutes became the new standard — not a suggestion, a measured, accountable metric.
The existing Meta campaigns were targeting a generic Florida audience with a single ad set and a generic creative that said nothing specific about assisted living, care quality, or the Pompano Beach community. We rebuilt every element.
New targeting focused tightly on adult children aged 45–65 within a 25-mile radius of the community, layered with behavioral signals indicating caregiver intent. We built three separate ad sets — one per care level — each with care-specific messaging, real community photography, and a direct CTA that linked to a dedicated landing page (not the homepage). Retargeting campaigns re-engaged anyone who visited the site or watched more than 3 seconds of video within 30 days.
Before Elderbloom, Palm-Aire's admissions director couldn't answer a single attribution question: Which ad drove the most tours? Which form submission channel converted best? Which leads came from Facebook vs. Google vs. organic? Nobody knew — which meant nobody could make smart spending decisions.
We installed Meta Pixel + Conversions API dual-tracking to capture both client-side and server-side conversion data (solving iOS 14+ signal loss). Unique phone numbers were assigned per campaign. Every lead that entered the CRM was tagged by source, medium, campaign, and ad creative — giving leadership a complete waterfall view from first impression to signed lease.
One of the most underappreciated wins of this engagement was what happened to the leads that had already been "lost." Palm-Aire's old process had allowed dozens of warm leads to go cold over the prior six months — families who had shown interest but never received a timely, compelling follow-up. They gave up. Or so it seemed.
We loaded all 34 unresponsive leads from the past 90 days into a custom re-engagement sequence — a 3-touch drip over 7 days with empathetic, personal messaging acknowledging the family's search journey. Seven of those 34 responded. Seven booked tours. Three became move-ins. That's over $250,000 in annual recurring revenue — from leads Palm-Aire had already written off.
We had leads. We always had leads. What we didn't have was a system to catch them before they walked out the door. Elderbloom didn't just fix our ads — they fixed the entire machine behind the ads. The CRM alone paid for itself in the first month.
We had tried three other agencies before Elderbloom. Each one brought us a generic playbook and impressive-looking dashboards full of data that meant nothing to our census. Elderbloom was different from the first call. They didn't sell us. They listened. And then they delivered.
I've been in senior living for 22 years. I've never worked with a marketing team that understood this industry the way Elderbloom does. They speak our language — census, move-ins, referral sources, payer mix. That's not something you learn from a brochure. That's earned.
See how we've delivered results across every care type, market, and geography.
Palm-Aire was losing 9 leads a month to a 21-hour response window. How many are you losing? A 30-minute strategy call with our team will give you a clear answer — and a clear path forward. Completely free. No pressure.
Palm-Aire was losing over $1.1M annually to slow response times and wasted ad spend. Use the calculator below to find your own number — it might surprise you.
You've seen what we did for The Preserve at Palm-Aire. You know the problem is real — and so is the solution. Your 30-minute strategy session is completely free — no pitch deck, no pressure, just our team sitting down with you to talk about what's actually leaking revenue in your community, and exactly what we'd do to fix it.
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