Family Portal
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      1. Welbi Knowledge Base
      2. Family Portal

      What is shown in the Family Portal?

      The Family Portal lets families view their loved one’s calendar, participation, staff contacts, news, and notifications. They can also switch between residents if connected to more than one.

      The Family Portal has six main sections where information from Welbi is displayed to families:

      Programs

      The Programs tab of the Family Portal allows users to see all scheduled programs (group, 1-on-1, and self-directed if applicable) for their loved one’s level of care or home area, including the program’s title, date, start and end time, and facilitators.

      The following do not appear in the Programs tab of the Family Portal:

      • Announcements 
      • Unscheduled programs (i.e., created on the Attendance page) 
      • Canceled programs

      Users can select any date in the current month to view a list of scheduled programs for that day.  

      A month’s full calendar only becomes available on the 1st day of the month. Three days prior to this, the first week of the month will become available in the Family Portal (e.g., on September 28th, the first week of Oct 2024 will be visible in the Family Portal). 

      Participation

      The Participation tab of the Family Portal allows users to see a list of the programs their loved one has attended, including the program’s title, date, start and end time, facilitators, and their loved one's engagement level. They can also see the name of the Welbi user who entered the attendance information into Welbi.

      Attendance notes that your team enters in Welbi will not appear in the Family Portal.

      Community Directory

      The Community Directory displays contact information (phone numbers, email addresses, or both) of staff members of your choosing. Check out this article for instructions on how to populate your Community Directory.

       

      News Feed (New Feature)

      The News Feed provides families with regular updates, photos, and announcements directly from your team.

      Each post includes:

      • A photo carousel (if photos are attached)

      • A customizable title and body

      • Home area tags (to specify visibility by level of care)

      • Published date/time

      • Author’s name (Welbi user who created the post)

      You can pin important posts (e.g., Resident Council minutes) to the top of the feed, and edit or delete posts as needed.

      Creating a Post Includes:

      1. Title + Audience Selection – Choose applicable levels of care to control visibility

      2. Body Content – Rich formatting with support for links, emojis, text styling, and more

      3. Photos and Attachments – Upload via desktop or mobile using a QR code

      4. Face Blurring for Privacy – Manually tag and blur residents who haven’t given photo consent

      5. Downloadable Versions – Download blurred or unblurred versions of images for private family sharing if needed

      Drafts are automatically saved after entering the initial post details. Posts are visible in the News Feed section of the Family Portal once published.

      Note: Only Welbi Admin and Team Enhanced users can create or publish posts.

      Notifications (New Feature)

      The Notifications tab keeps families up to date with important updates and activity in the Family Portal — all in one easy-to-access place.

      Families will receive notifications for:

      • New Community News posts (e.g., announcements, event reminders)

      • Personalized updates based on their loved one’s participation or registration status

      Each notification includes a time stamp and brief summary, helping families stay in the loop without needing to navigate through multiple tabs. This ensures that families don’t miss key updates, and helps build transparency and stronger communication between your team and loved ones.

      Dates and times are displayed in the local time zone of your community.

      Resident Profile (New Feature)

      Families can view their loved one’s Resident Profile by selecting it from the left-hand menu. This section includes key demographic and care information shared by your team.

      If a family member is connected to more than one resident in your community, they’ll also see a “Switch to another loved one” link directly beneath the current resident’s name at the top of the menu.

      To switch:

      1. Click “Switch to another loved one”

      2. A list of connected residents will appear

      3. Select the name of the resident you'd like to view

      The Family Portal will update automatically to reflect that resident’s information, including their programs, participation, and notifications.