Reach 4 The Stars

Off-the-shelf practice software fits nobody's practice

Most of this project is the half nobody sees. The public site takes the booking; the admin behind it runs the practice, and every screen of it was built around how this practice actually works rather than how a generic booking product assumes it does.

• A booking flow that knows the diaryFour steps from service to confirmation, offering only slots that are genuinely free. Single sessions from a free fifteen-minute discovery call to a three-hour breakthrough, plus six- and twelve-session programmes, bookable in person, online or as a home visit.
• Availability that can't be double-bookedWeekly working hours, one-off extra dates and blocked dates, all cross-checked against Outlook through Microsoft Graph before a slot is ever offered. A personal Google calendar is read in as a second busy source, because appointments made there are invisible to Graph and were the exact way a clash used to happen.
• One client record, not sixContact details, address, tags, admin notes, the signed intake form with its signature date, a timeline of every session, and the resources and videos shared with that person — on one page, with a booking or an email one click away. New clients are onboarded by a tokenised intake link that is rate-limited and expires, and the record shows whether it was never sent, is awaiting a response, is complete, or has lapsed.
• Session notes split two waysPrivate clinical notes and client-visible notes are separate fields on the same record, so what the client reads is a deliberate act rather than an oversight. Both are encrypted at rest with AES-256-GCM.
• Bespoke pricing, privatelyNot every client fits the price list. A one-off service or programme can be created at any price and any length, unlisted, reachable only through an unguessable private link — and that token, not the browser, is what resolves the price at checkout. For bookings taken by phone the admin creates the appointment and emails a Stripe payment link; the webhook confirms it, and an unused link expires after twenty-four hours and releases the slot.
• A dashboard shaped like the working weekToday's sessions, the week ahead, revenue this month, sessions completed, unread enquiries, and the one no off-the-shelf tool offers: clients who haven't been seen in sixty days, surfaced automatically so nobody quietly slips off the books.
• Reminders and no-shows, handled on a timerA job every thirty minutes sends twenty-four-hour and two-hour reminders by email and SMS, marks them sent so nobody is messaged twice, and flags sessions that ended without being completed as possible no-shows.
• The public site is edited from the adminCopy, images and lists across the marketing pages are changed in place, with drafts, a preview, publish and discard. Prices, services and discount codes likewise. No deploy, no developer, no CMS to learn.
• Payments, tickets and a shopStripe Checkout for sessions, programmes, event tickets and shop orders, with discount codes valid across all four. Webhooks are signature-verified and idempotent, so a retried event never double-books or double-charges.
• A client portal, and compliance that holdsClients get their own area for bookings, intake, shared notes and assigned resources, plus an export of their own data on request. Behind it: an audit log of bookings, payments, notes and settings, an enforced content security policy, Turnstile and rate limiting on public forms, EU data residency, and deletion that soft-deletes then purges the personal data thirty days later.