Activity Participation Tracker for Activity Directors, Excel and Google Sheets, Resident Participation Log, Nursing Home

An Activity Participation Tracker for activity directors and life enrichment staff in nursing homes, assisted living and memory care. Log each activity once, and the spreadsheet builds your monthly totals, a year-long participation table for every resident, low-participation alerts, and a one-page report you can print for any resident. One .xlsx file works in Excel and in Google Sheets.

HOW IT WORKS

• Log by activity, not by person. One row is one session: pick the date and the activity, then pick a code under each resident who took part.
• Four codes: Active, Passive, Declined, Unavailable. Leave a resident blank if they did not attend.
• Summary sheet fills in by itself: monthly sessions and attendance with a chart, totals by category, every resident by month with participation percent and attendance per week, and every activity by month.
• Resident Report: pick a name in one cell and the report fills in. It shows the year month by month against the facility average, attendance by category, the top 5 activities and recent notes. It prints on one US Letter page.
• Alerts you control: a resident is flagged when attendance falls below a percent of the facility average (you set it, default 50 percent) or when nothing has been logged for a number of days (you set it, default 14). Alerts are a prompt to look closer, not a judgment. The four codes and the alert rules are settings of this tool, not a CMS standard.

WHAT IS INSIDE

• One zip file with the tracker (.xlsx, six sheets: Instructions, Setup, Activity Log, Notes, Summary and Resident Report), the practice file, and the two PDFs
• Room for 100 residents, 60 activities and 1,500 logged sessions in one year
• Your own activity list (up to 60 activities, you type them in), with a category for each
• Categories follow the eight activity topics of MDS 3.0 item F0500 (Interview for Activity Preferences), plus Other. Session formats follow 42 CFR 483.24(c)(1): group, individual and independent activities. Sources are named on the Instructions sheet
• Editable lists for session format, categories, staff and resident status, and an optional cognition note for each resident
• Optional Notes sheet for a mood change, a refusal or a family comment
• A filled-in practice file with 30 fictional residents and fictional activities, so you can see how it works before you start your own
• A Start Here page and a Read Me First PDF

ONE FILE PER YEAR

You keep one file for the year, not 31 sheets for every month. Change the report year on Setup, save a copy, and you are ready for the next year. Steps are on the Instructions sheet.

EXCEL AND GOOGLE SHEETS

• Excel 2016 or newer, Windows or Mac: open the .xlsx.
• Google Sheets: upload the .xlsx to Google Drive and open it with Google Sheets. Formulas, dropdowns and colors carry over.
• No macros and no add-ons. Plain formulas only.
• Excel keeps the sheet protection on Summary and Resident Report. Google Sheets does not keep sheet protection, so do not type over the grey formula cells there. In Sheets, choose Fit to page when you print the Resident Report.

GOOD TO KNOW

• Digital download. No physical item is shipped.
• This is a record-keeping tool for your own activity records. It is not medical or legal advice, and it does not guarantee that any survey or audit will be passed. Follow your facility policy.
• Use a first name with an initial, or a resident ID, if your policy asks for it.
• One purchase is for one facility location. Do not resell, share or upload the file.
• Attendance is stored by column position, so do not delete or re-order resident rows on Setup after you start logging.

Questions? Send us a message where you purchased.