User guide

For facility adminsSetting up and managing Well Engaged

1. First set-up

Download Well Engaged from the Apple App Store onto the iPad your facility will use. The App Store badges on this site are placeholders until Apple's Developer organisation enrolment and app review are complete — once the app is live, they'll link straight to the listing.

1. Download Well Engaged from the App Store onto your facility iPad.
2. Open the app and sign in with your facility admin account.
3. Start your free month — every organisation gets a full month of the full product free, with no card details needed up front. See Pricing for what happens once the free month ends.

2. Setting up a resident kiosk

A "kiosk" is the shared iPad residents use for their sessions. Registering one links it to your facility and gives it its own one-time set-up code.

1. On your own device, open Well Engaged and choose Staff sign-in, then sign in.
2. Go to Admin → Kiosk devices.
3. Choose Set up a new kiosk, give it a name (for example, "Dining room iPad"), and pick which facility it belongs to.
4. A one-time set-up code appears — shown as a QR code, with a typed fallback underneath.
5. On the new iPad, open Well Engaged and choose "Set up this device as a resident kiosk."
6. Choose "Scan the set-up code" and point the camera at it — or type or paste the code in by hand.
7. Set a staff PIN for the kiosk.

3. Managing devices

Admin → Kiosk devices lists every kiosk registered to your facility, along with its status and when it was last seen. If a device is lost or being replaced, revoke it from this list — then set up its replacement as a new kiosk with its own fresh code.

4. Subscription

Billing runs entirely through the App Store — no invoices to receive or pay. After the free month, an admin chooses a tier and subscribes from within the app, and Apple handles billing, receipts and renewals from there. As your resident numbers grow, changing tiers is as simple as changing your App Store subscription — see Pricing for current tiers.

For lifestyle coordinatorsRunning sessions day to day

1. The dashboard

Signing in as a coordinator opens your dashboard — a quick read on the day at a glance: today's participation numbers, an idea for a group session, and a worklist of residents who could use some attention.

2. Running a resident session on the kiosk

1. Tap the resident's photo on the kiosk.
2. Enter the staff PIN.
3. Hand the tablet over — their personalised session is ready to go.

Before handing over, staff can choose how long the session should run, and switch on "extra challenge" for a resident who's breezing through their usual activities. The resident themselves sees only large, friendly activities with encouragement along the way and a row of progress dots showing how far through the session they are — no logins, no jargon, nothing to type.

3. One-tap participation logging and events

As a session wraps up, staff log participation in a single tap — no separate paperwork or end-of-shift catch-up. Group activities work the same way: log a sing-along or group event in one tap, and it sits alongside individual sessions in your records.

4. Working offline

A dropped or patchy connection doesn't stop a session. Activities already on the kiosk keep running, and anything staff or residents do while offline is stored safely on the device itself. As soon as the kiosk reconnects, everything syncs back up automatically — nothing is lost, and nothing needs to be redone.

For familiesStaying in the loop from home

1. Getting access

Family access to Well Engaged is granted by the resident's facility, not through public sign-up on this website. Once your facility's lifestyle team has added you, you'll receive an email to get started — if you think you should have access and haven't heard anything, ask the lifestyle team directly.

2. Signing in with a one-time email link

There are no passwords to remember for the family portal.

1. Request a sign-in link (or use the one from your invitation email).
2. Check your inbox — and your spam folder, just in case.
3. Tap the link to sign in.

Links expire after a short time for security. If yours has expired, simply request a new one.

3. What you'll see

Once signed in, you'll see a window into your loved one's week: recent activity and moments from their sessions, shared by the lifestyle team.

4. Adding photos and memories

Photos and memories you add don't just sit in a gallery — they become part of your loved one's own personalised activities in future sessions, for example a reminiscence activity built around a photo you've shared. If a photo includes other residents, including it in a shared or group activity is the facility's call, following their own consent processes, rather than something families upload directly.

Still have questions?

This guide covers the everyday tasks. For plain-language answers to specific questions — like what happens if a subscription lapses, or what to do when a QR code won't scan — see our FAQ.