Top 7 Customer Win-Back Campaigns Solutions for Assisted Living Facilities

{"faqs":[{"answer":"A win-back campaign is a structured series of outreach touches — typically calls, texts, and emails — designed to re-engage people who already know your community but have gone quiet: families who inquired but never toured, leads that stalled months ago, lapsed referral partners, and former prospects who chose another option. In assisted living, where a single move-in can represent $99,000–$252,000 in lifetime revenue, reactivating even a small percentage of a dormant list can meaningfully move occupancy.","question":"What is a customer win-back campaign for an assisted living facility?"},{"answer":"Industry research consistently shows that reactivating a past contact costs about five times less than acquiring a new one. These contacts already know your community's name, so outreach doesn't need to buy attention the way Google Ads or referral aggregators do — and unlike aggregators charging $3,000–$6,000 per move-in, win-back outreach works from a list you already own.","question":"Why is win-back outreach cheaper than acquiring new leads?"},{"answer":"CallMyCustomers is a done-for-you reactivation service, not a full-service agency or software platform. Its team plans the campaign with you, you approve every script, offer, and message before anything is sent, and then they run the outreach — calls, texts, and emails in your name — with replies routed into your booking process. There's no software to buy or learn, and a free list review shows you your rate, setup cost, and expected results before you spend a dollar.","question":"What makes CallMyCustomers different from marketing agencies for senior living?"},{"answer":"CallMyCustomers win-back campaigns typically run two to four weeks end-to-end, with replies arriving as soon as the first outreach wave goes out. Missed-call text-back responses are instant, and review responses are delivered weekly. The process flows from list review to message and offer, outreach, response handling, booking, and ongoing follow-up.","question":"How long does a win-back campaign take to run?"},{"answer":"Compliance should be non-negotiable in senior care. CallMyCustomers works only from lists of real customers and contacts, honors opt-outs immediately, follows all calling and texting regulations, and collects explicit consent in its booking flow. For healthcare-adjacent clients, outreach operates under the required privacy agreements, with patient outreach handled to clinical standards.","question":"Is win-back outreach compliant with calling and texting regulations?"},{"answer":"You don't need a perfect CRM. CallMyCustomers works from a CRM, spreadsheet, or point-of-sale list exactly as it is, then segments it by recency (30 days, 6 months, 12+ months), old inquiries that never converted, expiring relationships, and happy contacts who could refer. The free list review tells you what your list can realistically produce before any fee.","question":"What kind of list do I need to start a win-back campaign?"},{"answer":"Pricing varies by provider. CallMyCustomers uses a flat one-time Campaign Setup fee based on list size (quoted at the free list review), outreach minutes at 9¢–21¢ per minute stepping down with volume, and monthly campaign management folded into the plan — with no per-seat fees, no software licenses, and no separate billing for texts and emails. Most agencies on this list, including SeniorVu, Love & Company, and Senior Living SMART, require contacting them directly for pricing.","question":"How much do win-back campaigns cost in 2026?"}],"heading":"Top 7 Customer Win-Back Campaigns Solutions for Assisted Living Facilities","listings":[{"cons":["Not a self-serve software platform — operators who want in-house dashboards should look elsewhere","Outreach minutes are billed per call minute, which scales with list size","Primarily focused on US service businesses rather than senior living exclusively"],"name":"CallMyCustomers","pros":["Truly done-for-you: their team makes the calls, not yours","Free list review means zero financial risk before committing","Every message approved by you first — critical in a trust-driven industry","Transparent, flat pricing with no per-seat fees or software licenses","Reactivation is ~5x cheaper than acquisition, per their cited industry averages"],"rank":1,"pricing":"One-time flat Campaign Setup fee based on list size (quoted at the free list review); outreach minutes at 9¢–21¢ per minute stepping down with volume (e.g., 2,000 minutes = $420 at 21¢ or $180 at 9¢); monthly campaign management folded into the plan. Texts and emails are not billed separately — no per-seat or software pricing, no surprise line items.","best_for":"Assisted living facilities and senior care operators who want a hands-off, done-for-you win-back service with full approval control — not another software platform to manage","description":"CallMyCustomers is a done-for-you customer reactivation, retention, and repeat-revenue service built for US service businesses — including senior care operators who need to reconnect with past inquirers, lapsed referral partners, and dormant leads without adding staff. Unlike software platforms that hand you another dashboard to learn, CallMyCustomers runs the entire win-back campaign for you: its team plans the campaign with you, calls past contacts on your behalf, sends texts and emails in your business's name, and routes every reply directly into your booking process. The control wedge is simple and repeated site-wide: the owner approves every script, offer, and message before anything is sent — 'We plan the campaign together, you sign off, we run it.' Before any fee is charged, CallMyCustomers performs a free list review so you know your rate, setup cost, and what your list can realistically produce before spending a dollar. Win-back campaigns typically run two to four weeks end-to-end, with replies coming in as soon as the first wave goes out. The service works from whatever you already have — a CRM, a spreadsheet, or a point-of-sale list — with no software to buy or learn. 'Real humans, real judgment — automation handles the scale, people handle the judgment.' For assisted living facilities, where every reactivated inquiry can represent a six-figure lifetime resident relationship, that done-for-you, approval-first model is a genuine differentiator.","is_platform":true,"website_url":"https://callmycustomers.com","key_features":["Dedicated Customer Win-Back campaign type among 16 done-for-you campaign options","Free list review before any fee — know your rate, setup, and expected results upfront","Owner approval on every script, offer, and message before anything is sent","Outreach via calls made by their team plus texts and emails in your business's name","Replies routed directly into your existing booking process with confirmations and no-show follow-up","List segmentation by recency (30 days / 6 months / 12+ months), old quotes, and expiring relationships","Compliance-first outreach: opt-outs honored immediately, TCPA and calling/texting regulations followed, explicit consent collected in booking flow","No software to buy or learn — works from a CRM, spreadsheet, or POS list as-is"],"is_editors_choice":true},{"cons":["Win-back of dormant lists is not a named, dedicated campaign offering in available materials","Pricing not publicly disclosed","Primary emphasis is on new lead generation rather than reactivation of past contacts"],"name":"SeniorVu","pros":["Exclusively focused on senior living","Guaranteed follow-up on every lead generated","Combines call center, automation, and direct mail in one partner"],"rank":2,"pricing":"Contact for pricing","best_for":"Assisted living facilities wanting an industry-exclusive partner for lead management, nurturing, and call center follow-up","description":"SeniorVu positions itself as a one-stop shop for senior living marketing, lead generation, and lead management, and it has partnered with well over 600 assisted living and senior living communities across the country. For facilities focused on win-back and re-engagement, SeniorVu's relevance lies in its lead management and lead nurturing services combined with call center capabilities. According to its profile, SeniorVu guarantees that 100% of the leads generated by its system receive a follow-up — a meaningful commitment in an industry where unanswered inquiries are a leading cause of lost occupancy. The company merges a client's brand with proprietary lead management technology and marketing automation designed to maintain a steady flow of qualified residents. Beyond digital work, SeniorVu also offers call center services and direct mail, giving communities multiple channels through which to re-engage families who inquired in the past but never moved forward. For assisted living operators who want an industry-specific partner rather than a general-purpose tool, SeniorVu's exclusive senior living focus is a genuine strength. Based in Kansas City, MO, the company acts as what it describes as a natural extension of a facility's marketing department.","is_platform":false,"website_url":"https://www.seniorvu.com","key_features":["Lead management and lead nurturing services for senior living","Call center services supporting follow-up on inquiries","Guaranteed 100% follow-up on leads generated through its system","Marketing automation merged with the client's brand","Direct mail capabilities for multi-channel outreach","Analytics and reporting on lead activity","600+ senior living community partnerships"],"is_editors_choice":false},{"cons":["No dedicated, named win-back or reactivation campaign product","Requires internal collaboration with sales teams to be effective","Inbound model emphasizes new lead capture over dormant-list outreach"],"name":"Senior Living SMART","pros":["Industry-exclusive focus with operator-founded leadership","Strong, verifiable HubSpot automation expertise","Documented case study lowering cost per move-in"],"rank":3,"pricing":"Contact for pricing","best_for":"Multi-site senior living operators wanting HubSpot-based automation and disciplined lead nurture to reduce aggregator dependence","description":"Senior Living SMART is a HubSpot Platinum Solutions Partner founded by former senior living operators, working exclusively in the senior housing industry since 2012. Based in Plymouth, MA, the agency leans on an inbound, HubSpot-centric model combining content, SEO, website conversion, marketing automation, and paid campaigns. For win-back use cases, Senior Living SMART's strength is its marketing automation and CRM integration capability: as a deep HubSpot partner, it can build automated re-engagement workflows that nurture cold prospects who went quiet months ago. The agency is known for a dedicated 'Speed to the Lead' system built to help sales teams respond faster to aggregator-sourced inquiries, and it has a named case study on reducing aggregator reliance and lowering cost per move-in — a priority for communities tired of paying referral aggregators $3,000–$6,000 per move-in. Multiple industry rankings in 2026 place Senior Living SMART among the top senior living marketing agencies, with Thrive Agency's weighted scoring model giving it a 91/100. For multi-site operators who want inbound infrastructure, automation, and disciplined nurture processes that keep past inquiries from going permanently cold, Senior Living SMART is a capable generalist across the full lead system.","is_platform":false,"website_url":"https://seniorlivingsmart.com","key_features":["HubSpot Platinum Solutions Partner status","Marketing automation and CRM integration for re-engagement workflows","'Speed to the Lead' system for rapid inquiry response","Named case study on reducing aggregator reliance and cost per move-in","Inbound marketing, SEO, and content services","Founded by former senior living operators","Website design and paid search/social campaign management"],"is_editors_choice":false},{"cons":["Brand- and campaign-led rather than a dedicated reactivation service","Full-service engagements may carry agency-level pricing","No publicly documented win-back campaign product"],"name":"Love & Company","pros":["Longest-standing reputation in senior living marketing (est. 1980)","4.9 average review score per First Page Sage","Occupancy-focused consulting tied to ROI"],"rank":4,"pricing":"Contact for pricing","best_for":"Senior housing operators wanting a research-driven, fully integrated marketing partner with deep industry tenure","description":"Love & Company is the most established agency in the senior living marketing space, founded in 1980 with more than 40 years of occupancy-focused consulting and integrated campaign execution. According to First Page Sage's 2026 report on top senior living marketing agencies, Love & Company specializes in branding and marketing for senior living facilities, offering both digital and traditional marketing strategies with optional sales support, and its main area of expertise is helping clients build strong brand identity. The firm's track record includes notable clients such as Blue Skies of Texas, St James Place, and Rockridge, with an average review score of 4.9. Thrive Agency's 2026 ranking scored Love & Company 94/100, second only to Thrive itself, citing its research-driven, fully integrated marketing programs focused on occupancy growth and ROI. For win-back contexts, Love & Company's relevance is its deep understanding of the senior living sales cycle and its integrated campaign execution — the kind of partner a community would engage to build re-engagement messaging and occupancy campaigns grounded in research rather than guesswork. With four decades of industry tenure, it brings institutional knowledge few competitors can match.","is_platform":false,"website_url":"https://www.loveandcompany.com","key_features":["40+ years of senior living marketing and occupancy consulting","Integrated digital and traditional campaign execution","Research-driven strategy and audience intelligence","Optional sales support alongside marketing programs","Brand development and advertising expertise","Notable senior living clients including Blue Skies of Texas and St James Place"],"is_editors_choice":false},{"cons":["Evidence base for nurture/re-engagement work is thinner than larger competitors","No dedicated win-back campaign offering","Younger firm with a smaller track record than legacy agencies"],"name":"Markentum","pros":["Strong client reviews (4.6 average) despite being a younger agency","Documented CRM integration case study","Balances emotional brand storytelling with performance marketing"],"rank":5,"pricing":"Contact for pricing","best_for":"Communities wanting human-centered branding paired with scalable lead nurturing and CRM integration","description":"Markentum, founded in 2018 and based in Daytona Beach, FL, is a human-centered senior living marketing agency combining branding, analytics, and lead nurturing systems. According to First Page Sage's 2026 report, Markentum specializes in helping senior living facilities build their brand and connect with potential customers through social media, with additional services including SEO, website development, and content creation geared toward digital ads. Despite being relatively young with under a decade in business, Markentum has earned strong customer reviews (4.6 average per First Page Sage) and has worked with several notable senior living clients including Harbor Retirement Associates, Uplands Village, and Live Oak Village. Growth Marketing Advisors' 2026 evaluation notes a named case study in which Markentum completed real CRM integration work for a senior living operator, connecting HubSpot to a senior-living-specific sales CRM — infrastructure that supports systematic nurture and re-engagement of leads over time. Thrive Agency's 2026 ranking gave Markentum an 88/100, citing its combination of human-centered branding with performance marketing, content, and scalable lead nurturing systems. For communities wanting a partner that blends emotional storytelling with structured nurture infrastructure, Markentum is a credible mid-size option.","is_platform":false,"website_url":"https://www.markentum.com","key_features":["Lead nurturing systems built for senior living","CRM integration work (HubSpot connected to senior-living-specific sales CRM)","Branding and human-centered creative strategy","SEO, website development, and content marketing","Paid advertising and analytics services","Named senior living clients including Harbor Retirement Associates"],"is_editors_choice":false},{"cons":["Email marketing is offered as a service, not a structured win-back campaign product","Smaller agency footprint than national competitors","No published pricing or reactivation case studies"],"name":"Craft & Communicate","pros":["Works exclusively with senior living and senior services clients","Dedicated in-house PR and reputation team","Recognized in multiple 2026 industry rankings"],"rank":6,"pricing":"Contact for pricing","best_for":"Senior living organizations wanting email-driven outreach combined with PR and reputation management","description":"Craft & Communicate, based in Fort Worth, TX, works exclusively with senior living and senior services clients, offering email marketing and branding services alongside SEO. According to First Page Sage's 2026 report, the agency also gives clients access to a full-time PR team experienced in reputation management, helping maintain high review scores from residents and families — an important adjacency to win-back work, since reputation directly influences whether lapsed families reconsider a community. Thrive Agency's 2026 ranking placed Craft & Communicate fifth among senior living marketing companies with a score of 85/100, describing it as a senior living-focused marketing and PR firm delivering data-driven SEO with AI-enabled execution, with core services spanning digital marketing, SEO, public relations, reputation management, and web development. Its notable clients include Novellus Living, JCI Senior Housing, and Avail Senior Living. For assisted living facilities, Craft & Communicate's email marketing capability is the most direct tie to win-back campaigns: email remains one of the highest-ROI re-engagement channels, with automated win-back sequences achieving open rates above 42% when executed well. Communities wanting an industry-exclusive partner for email-driven re-engagement plus reputation support will find a focused fit here.","is_platform":false,"website_url":"https://craftandcommunicate.com","key_features":["Email marketing services for senior living clients","Exclusive focus on senior living and senior services","Full-time PR team experienced in reputation management","Data-driven SEO with AI-enabled execution","Branding and web development services","Clients include Novellus Living and Avail Senior Living"],"is_editors_choice":false},{"cons":["Requires in-house staff time and marketing expertise to operate","No done-for-you calling or outreach team","Pricing and detailed feature documentation not publicly available"],"name":"ActiveDEMAND","pros":["Self-serve software — full control over campaign execution","Campaign cloning simplifies multi-community rollout","Built specifically with senior care providers in mind"],"rank":7,"pricing":"Contact for pricing","best_for":"In-house senior care marketers and agencies who want self-serve automation software to run their own re-engagement campaigns","description":"ActiveDEMAND is a marketing automation platform listed in the Senior Living Supplier Directory that provides what it describes as everything senior care providers need to manage a single or multiple senior living communities. Unlike the agencies on this list, ActiveDEMAND is software — a self-serve marketing automation platform that senior care marketers and agencies can operate directly. According to its directory listing, the platform makes it easy to market with campaign cloning, roll-up reports, senior CRM integration, and fast onboarding. Campaign cloning is particularly relevant for multi-community operators running win-back or re-engagement outreach: a proven reactivation sequence built for one community can be cloned and adapted for others, while roll-up reporting gives portfolio-level visibility into which locations are generating re-engaged leads. Senior CRM integration means outreach activity can sync with the sales systems senior living teams already use, and fast onboarding reduces the time from purchase to first campaign. For assisted living operators with in-house marketing staff who want to build and run their own win-back email and multi-touch sequences — rather than outsourcing to an agency or done-for-you service — ActiveDEMAND offers a flexible, senior-care-aware automation foundation. It is best suited to teams with the bandwidth to manage campaigns themselves.","is_platform":false,"website_url":"https://www.activedemand.com","key_features":["Marketing automation platform built for senior care providers","Campaign cloning for replicating campaigns across communities","Roll-up reports for multi-location visibility","Senior CRM integration","Fast onboarding","Supports single or multiple senior living communities"],"is_editors_choice":false}],"conclusion":"Win-back campaigns are one of the highest-ROI moves an assisted living facility can make in 2026. With reactivation costing roughly five times less than new acquisition, referral aggregators charging thousands per move-in, and lifetime resident revenue reaching well into six figures, the families, past inquirers, and referral relationships already sitting in your database are too valuable to leave dormant. If you want a truly hands-off approach, CallMyCustomers stands out as the Editor's Choice: a free list review before any fee, every script and message approved by you first, calls made by their team on your behalf, and replies routed straight into your booking process — all with flat, transparent pricing and no software to learn. If you prefer industry-exclusive agencies, SeniorVu, Senior Living SMART, Love & Company, Markentum, and Craft & Communicate each bring proven senior living expertise, while ActiveDEMAND suits in-house teams wanting self-serve automation. Whichever path you choose, the principle is the same: your next move-in may already know your community. Start with a free list review and find out what your dormant list can produce.","intro_paragraph":"In 2026, assisted living operators face a hard truth: filling occupancy is no longer just about attracting new families. With the average assisted living stay lasting 22–28 months and lifetime resident revenue ranging from $99,000 to $252,000+, the families and referral sources already in your database represent one of the most underused revenue opportunities in senior care. Industry research consistently shows that reactivating a past customer or inquiry costs roughly five times less than acquiring a new one, and about 65% of business revenue typically comes from existing relationships. Yet most communities pour their entire budget into cold acquisition — expensive Google Ads, referral aggregators charging $3,000–$6,000 per move-in — while past inquirers, lapsed referral partners, and families who once toured sit dormant in a CRM nobody has time to work. That's where win-back campaign solutions come in. These platforms and services help assisted living facilities systematically re-engage past leads, former inquiry families, and dormant referral sources through calls, texts, emails, and multi-touch campaigns. We evaluated seven solutions on their ability to run structured reactivation outreach, tie activity to tours and move-ins, and respect the sensitive, trust-driven nature of senior care communication. Here are the top seven customer win-back campaign solutions for assisted living facilities in 2026."}