Step 1: Decide and prepare
Pick one format and a single goal for the pilot: Lift engagement or support calmer moments. Confirm seating, power, Wi‑Fi, and a staff champion. Prepare plain‑language consent and simple session signage.
Use the Navigator to choose the path
Confirm a weekly slot and a room with good sightlines
Prepare consent and notice posters
Book a 30‑minute staff quick‑start
Step 2: Configure and train
Lock devices to the playlist, set seated comfort, and auto‑launch. Write a two‑minute facilitation script for each scene. Run a 30‑minute enablement covering fit, pause, clean, and resident screening.
Kiosk or MDM lock‑down
Three scenes to start: travel, nature, mindfulness
Laminated quick‑start for staff
Cleaning cart with disposable covers
Step 3: Run the pilot
Keep talk time warm and simple
Invite family to one session in the fortnight
Swap scene order weekly to test what works
Audit hygiene weekly
Step 4: Test, Record, Improve In Live Service
Track family satisfaction on a simple 5‑point card
Note de‑escalation support events
Record zero privacy incidents as a hard gate
Plan my ACVR pilot
Aged Care VR Playbook
Frequently Asked Questions
Is VR safe for our residents?
Yes. Sessions are seated, short, and staff‑facilitated. Residents can opt out at any time. Hygiene is cleaned and logged between users.
How much staff time does this add?
A typical session block takes 20 minutes including setup and cleaning. One person can run a group using tablet control or a kiosk.
Do we need strong Wi‑Fi?
Nice to have, not required. Content can be preloaded and run offline, alternatively to align with IT concerns or limitations we have options for seperated networks connected remotely, analytics exports monthly as a CSV.
What about privacy?
Use a plain‑language notice, collect minimal session data, set retention limits, and restrict access to the team that runs the program.
How do we scale after the pilot?
If KPIs are green for two weeks, add headsets or sites and expand the scene library. Use the Pilot‑then‑Scale guide.
What to track from day one
Keep measurement light but useful. Track session start/end, scene selection, comfort flags, and simple notes. Export a monthly CSV for quality meetings.
session_start, scene_select, session_end
comfort_flag, family_present, note_text
crash_event, hygiene audit result
Tech and operations made simple
Devices are locked to a playlist with kiosk mode or MDM. Everything is seated and comfort‑first. Cleaning is quick and logged. Updates roll out off‑hours. If Wi‑Fi is patchy, run sessions offline or ask us about our 5g networks.
Kiosk/MDM lock‑down
Disposable covers and cleaning log
Offline fallback
Spares kit for straps and pads
Example MVP
Three curated scenes. Seated. Staff‑facilitated. Opt‑out anytime. Subtitles available. One tablet starts and stops all headsets together, or use a kiosk that auto‑launches on wake.
15–20 minutes total
Group size 3–6
Scenes: travel, nature, mindfulness
staff-led, tablet-controlled sessions for 3–6 residents. Ideal for weekly programs in lounges.
a dedicated kiosk that’s always ready, great for drop‑in experiences with simple cleaning.
A multi-sensory space for larger groups and family days. High-impact events with synchronized visual and audio.
What you get: shared joy, calmer days, simple ops
Synchronized VR turns a lounge into a shared destination. Small groups enjoy the same scene at the same time, led by staff. Residents feel included, families can join, and staff stay in control from a single tablet or a kiosk that’s always ready.
Shared experiences reduce drop-off and keeps groups engaged
Seated, short sessions fit safely into daily routines
One-touch control keeps staff focused on people, not tech
Run small-group sessions that start and end together
Keep everything seated, short, and comfortable
Track completion and satisfaction without extra admin
KPIs and targets
Engagement
>completion
≥ 70%, repeat within 30 days ≥ 40 Engagement
Quality of life signals
family satisfaction ≥ 70%, logged de‑escalation support events
Operations
crash‑free ≥ 98%,
hygiene compliance ≥ 95%
ROI snapshot
Activity attendance +15–30%
Engagement minutes/resident/session +6–12
Family satisfaction/NPS +5–10 points
Staff time saved on activity prep 2–5 hrs/week
Incident reports during activity windows −10–20%
Marketing lift: more positive reviews, enquiry-to-tour rate up
Retention: reduced move-outs citing boredom/engagement
Pilot Design Example
Run 4 weeks at a single facility with baseline week for comparison. Target 8–12 sessions/week, 60–120 total resident sessions. Track engagement minutes, attendance, comfort flags, staff effort, family feedback. Acceptance gates: KPI thresholds met, zero safety incidents, hygiene pass, staff trained.
Pre/post baseline week
8–12 sessions/week
60–120 total sessions
Daily hygiene log
Comfort opt-out on every session
Weekly KPI readout
Safety, Privacy & Accessibility
Seated, supervised sessions. Consent per facility policy; opt-out anytime. Wipeable covers, cleaning SOPs, disposable face shields. MDM lock, no personal accounts, local/offline mode. No face analytics. High-contrast UI, large type, one-hand option, brightness controls. Trigger-safe content and quiet-mode.
Seated & staff-supervised
Hygiene: disposable covers + wipe-downs
MDM lock/kiosk mode
No face analytics; minimal data
Non-VR fallback on TV/tablet
Quiet-mode + brightness controls
Risk Management
Risks: motion discomfort, device hygiene, content triggers, network variability, device loss/damage, staff turnover. Mitigations: short sessions with opt-outs; cleaning SOP + logs; pre-screened content playlists; offline content cache; asset tags + charging cart; 30-minute staff induction + laminated run-sheet.