The old way
Enquiries answered whenever you surface
The Otomatic way
Enquiries acknowledged and booked automatically
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Wellness and coaching
Be with your clients, not your admin.
For coaches, mental coaches, therapists and counsellors. We build systems that answer enquiries, book and remind, prompt rebooking, and keep clients on track between sessions, so the admin stops taking the hours that should go to the work.
Free 30 minutes. Written roadmap within 24 hours.
The work is the session. The admin is everything around it.
Enquiries go unanswered
Someone reaches out ready to book, and by the time you reply between sessions they have found someone else.
No-shows leave gaps
A missed reminder means an empty slot you could have filled and income you do not get back.
Rebooking is manual
Chasing clients to book their next session pulls you back into admin after every appointment.
Onboarding eats your evenings
Welcome information, scheduling details and paperwork get sent, chased and typed up by hand outside client hours.
Clients drift between sessions
Momentum fades between appointments with no check-in, and progress stalls before you next meet.
Packages and payments sprawl
Session packages, invoices and reminders live across notes and inboxes instead of one place.
The difference
Old way versus the Otomatic way.
The old way
Reminders forgotten, slots left empty
The Otomatic way
Reminders and confirmations sent every time
The old way
You chase clients to rebook
The Otomatic way
Rebooking prompts sent after every session
The old way
Onboarding typed up by hand after hours
The Otomatic way
Onboarding captured digitally, once
The old way
Silence between appointments
The Otomatic way
Check-ins and nudges keep clients on track
The old way
Packages and payments tracked by memory
The Otomatic way
Packages, invoices and reminders handled automatically
What we build
Built around your practice, not your inbox.
Enquiry response and session booking
Reminders and confirmations
Rebooking prompts
Client onboarding
Between-session check-ins and accountability nudges
Session follow-ups and resources
Review and referral requests
Package and payment admin
The services behind this work.
We build around the systems already in the business.
We connect to the booking and scheduling tools you already use, including Calendly, Acuity and Practice Better, and take the manual steps out. The client relationship stays yours. The admin around it runs on its own.
- Make.com
- Claude
- OpenAI
- Gmail
- Google Sheets
- Microsoft 365
- HubSpot
- Zoho
- GoHighLevel
- Notion
- Xero
- Tally
- Brevo
Proof
The same method, already running.
Every build starts with the same audit, the same written roadmap and the same 30 days of monitoring after handover. Here it is in production.
See the work
Before you book the audit.
Ask us directlyRead how this is built before you buy it.
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Start here
Give the admin to a system, keep the client work.
Free 30 minutes. Written roadmap within 24 hours.