Create a Queryable Resident Preference Roster

Before entering any data, decide what fields to track. Use this simple template:

Resident: [First name / Initial only]
Age range: [70s/80s/90s]
Mobility: [Independent / Walker / Wheelchair]
Cognitive: [Independent / Mild dementia / Moderate dementia]
Favorite activities: [list]
Avoids or dislikes: [list]
Social preference: [Large group / Small group / One-on-one / Varies]
Best time of day: [Morning / Afternoon / Evening]
Special interests or background: [Former teacher, loves gardening, etc.]
Notes: [Any relevant engagement patterns]

Important: Do not include last names, room numbers, specific diagnoses, medical history, or any information that could uniquely identify a resident outside the facility.

Open a Word document or Google Doc. For each resident (use first names only), fill in the template above from your intake assessments and what you know from working with them.

Start with 15-20 residents. You can add more over time.

What you should see: A structured list of 15-20 resident profiles, each following the template format.

Log in to claude.ai Pro. Create a new Project called "Resident Activity Matching." In the project instructions, paste:

"You are an activity planning assistant for an Activities Director at an assisted living community. I will share a de-identified resident roster (first names only, no sensitive identifying information). Your role is to help me match activities to residents, suggest who to personally invite to new programs, and help me plan personalized engagement strategies. Never suggest anything based on assumed resident capabilities. Rely only on what I've shared."

In your Project, paste the entire roster document and click send. You can say: "Here is my resident roster. Please confirm you have received it and are ready to answer activity matching questions."

What you should see: Claude confirms it has read the roster and briefly summarizes the population.

Now you can ask natural language questions about your residents:

• "Which residents would likely enjoy a new gardening group?"
• "I'm planning an afternoon trivia session. Who are my strongest participators for cognitive activities?"
• "Which residents haven't been engaged in group activities recently based on my notes?"
• "I have a visiting musician playing big band music from the 1940s. Who should I personally invite?"

What you should see: Claude produces a list of residents matched to your query, with brief reasoning based on the preferences you entered.