A holistic wellness clinic was running bookings, deposits, intake forms, reminders, treatment notes, and invoicing across half a dozen disconnected tools. We replaced the lot with a single, bespoke platform built around how the clinic actually works.
Blue Horizon Holistics is an independent wellness clinic running massage and holistic therapies. Like most small practices, the owner had assembled the operations stack one tool at a time: a third-party booking widget, a separate payment processor, a calendar app, a spreadsheet for client medical histories, and a personal inbox for reminders.
The pain wasn't any one tool — it was the gaps between them. Bookings landed in one place, deposits in another. Intake forms went missing between an email signup and a paper folder. Reminders went out manually whenever there was a quiet moment, which meant they often didn't. No-shows weren't dropping, and looking at the week ahead meant flicking between three browser tabs.
The brief was specific: run the whole thing — booking, deposit, intake, reminders, treatment notes, invoicing — from a single screen, without losing the polish of the public booking experience clients see.
The public booking site sits at the front. Clients pick a service, see real availability (with per-service slot intervals and post-appointment buffers), pay a configurable card deposit, and complete a medical intake before the appointment is confirmed. The flow is embeddable on the main site and matches the clinic's brand.
Behind that is the admin platform. The week ahead is one screen — appointments, statuses, deposits taken, no-shows, cancellations, revenue. Each client has a full record: contact details, medical history, every treatment note since they first booked, and every message that's been sent to them. The owner can change a service, set blackout dates, configure reminder cadence, or send a one-off campaign without touching anyone technical.
Service → date → medical intake → deposit → confirmation. Embeddable on the main site as an iframe. Per-service slot intervals and post-appointment buffers built in.
Email and SMS reminders fire on their own at 24h, 12h, 6h, 2h, 1h, and 15 minutes before each appointment. No-shows drop without anyone touching it.
Full intake — allergies, medications, conditions — plus treatment notes per session. The whole history of every client searchable from one place.
Drag-and-drop email editor with merge tags, plus an SMS template library. Bulk campaigns to selected client groups with open and click tracking.
The owner's calendar stays in sync with the booking system both ways. Block out personal time and the public booker respects it instantly.
Each appointment generates an invoice in the clinic's accounting system. Payment reconciliation runs automatically — no double entry, no monthly tidy-up.