🚀 The Challenge

Managing clients in a high-touch functional nutrition practice means juggling intake forms, lab test orders, follow-ups, offboarding, and more — often across 4-5 different platforms.

For practices seeing dozens of clients weekly, the admin load becomes overwhelming.

• Onboarding and offboarding steps were manual and inconsistent
• Lab testing data and pricing were tracked in spreadsheets (if at all)
• Follow-up communication like review requests or retest reminders were falling through the cracks

Our clients needed an all-in-one, automated system to manage the full client lifecycle with ease, accuracy, and time savings.

✅ The Solution: Sustainable Systems for Scalable Growth

We developed and implemented a Signature Client & Lab Management System inside Notion, custom-designed for functional dietitians and integrative wellness practices.

1. Automated Onboarding & Offboarding Workflows

We built end-to-end client lifecycle flows that:

• Automatically trigger intake forms and welcome emails
• Assign the right tags and tasks for team members
• Notify VAs when follow-ups or retest dates are due
• Trigger offboarding SOPs, email sequences, and testimonial requests

2. Lab Order Tracker + Cost Calculator

We created a dynamic Lab Tracker database that:

• Tracks all lab test orders per client
• Pulls in cost per lab and client fees