Background Falls prevention and monitoring are key priorities in residential aged care (RAC), yet empirical evidence on how digital tools are embedded in routine workflows and decision-making is limited. This study examined the implementation of a co-designed digital dashboard (MQ-Dash) and associated changes in staff practices over a 12-month trial period. Method MQ-Dash was collectively developed with RAC staff from a large Sydney-based not-for-profit provider and consumers to support falls and wellbeing management. Observations were conducted alongside a randomised controlled trial (November 2024–November 2025) across nine RAC homes. Data were collected at four time points (baseline, 3, 6, and 12 months). In total, 40 meetings (25 morning huddles and 15 falls incident review meetings) were observed. Trained observers used the Work Observation Method By Activity Timing (WOMBAT) tool to capture real-time interactions, including discussion topics, staff involvement, actions, and data sources. Results Falls-related discussions remained a consistent focus across time points. Over time, duration of these discussions decreased. Care Managers and Registered Nurses led most huddle discussions, while physiotherapists were more involved in falls meetings. Common falls-prevention strategies recorded included mobility aids, environmental modifications, and care routine adjustments. References to the MQ-Dash dashboard during meetings increased over time (e.g., from 4.2% at 3 months to 15.5% at 12 months in huddles). Conclusions Findings suggest gradual integration of MQ-Dash into decision-making and improved efficiency in reviewing falls incidents. Digital tools can be progressively embedded into RAC workflows over time, through alignment with routine practices, clear role delineation, and sustained exposure.