As a mental health professional, therapist, or coach, your time is valuable (if you haven't realized this one yet 😅).
Your focus should be on supporting clients, growing your practice, and making a meaningful impact—not getting bogged down by administrative tasks.
Yet, many business owners find themselves drowning in emails, scheduling back-and-forths, and follow-ups that unknowingly eat into their day.
If you’ve ever felt like you’re constantly playing catch-up, automation might be the missing piece in your business strategy.
The beauty of automation?
✅ It doesn’t replace human connection—it enhances it.
✅ It clears space for you to do more of what truly matters.
Here are 3 POWERFUL AUTOMATION that can help you reclaim your time, stop being all over the place, and create a smoother experience for both you and your clients.
1️⃣ Intake Form Automation
What is happening right now:
You spend hours exchanging emails with potential clients just to gather basic details.
You receive incomplete information, requiring follow-ups before you can even schedule a session. Until the interest is no longer there or worse, they ghost you.
You end up on calls with people who may not be the right fit, leading to wasted time and energy.
What you can do:
▪ Set up a digital intake form that asks all the necessary questions upfront.
▪ Link it to your website and social media for easy access.
▪ Integrate it with your scheduling tool, so potential clients can book a call only after completing the form.
The result:
💡 No more endless back-and-forth emails—everything is collected in one step.
💡 Clients come prepared, knowing what to expect.
💡 You only book calls with people who are genuinely aligned with your services, making your time more productive. And possibly refer those who aren't.
Imagine starting your day knowing that all new inquiries are automatically filtered and scheduled without you lifting a finger.
That’s what intake form automation can do for you! 🙌
I've also observed that some add their Calendly link for a free 15/30-minute consultation call since other people are more comfortable talking right away.
When you do this, please make sure that your Calendly form asks them the basic information that you want them to know about.
Some therapists/business owners don't have this set up so what can potentially happen in the call is that you end up asking for the basics when it could've been spent on asking other important qualifying questions to see if you're both a fit.
2️⃣ Feedback Form Automation
What is happening right now:
You either forgot to ask for feedback, or it felt awkward to request testimonials (if you have a digital course/program or even internally with your team).
When you did get feedback, it was vague or inconsistent.
You missed valuable insights that could help improve your services or systems.
What you can do:
If you have a digital course/coaching program:
▪ Create an automated feedback form that is sent at the right time:
-it can be 3 days after the course/program ended
-and if you like, you can also add a gift card as an incentive
▪ Design the form with structured, easy-to-answer questions, prompting clients to provide detailed feedback.
-Mix it with open-ended questions, a drop-down, or even a star rating.
-Because if it's all open-ended and it's more than 5, some might feel overwhelmed to answer it.
If you have a team:
▪ Create a task where the due date recurs every week or every month (depending on your preference), and the feedback form link is added so your therapists/other team members will be notified about it and they can easily submit it (instead of emailing them one by one and verbally reminding them)
▪ Also design the form with structured, easy-to-answer questions
-You can even set a recurring task for yourself as a reminder to edit/update the feedback form
For your therapy clients:
Now, I'm not a therapist so I won't be able to provide a recommendation on this one as there are a lot of considerations (HIPAA, Client Privacy, and others).
The result:
💡 Consistently collected testimonials you can use for marketing without feeling pushy! (for those with digital courses/programs)
💡 Gained clear insights into what’s working and what needs improvement.
💡 No more manually chasing feedback—clients/team members automatically receive the form without me having to remember.
This automation ensures that feedback is a natural part of your client journey.
This also helps you refine your services while building credibility through social proof (for those with digital courses/programs).
3️⃣ Referral Form Automation
What is happening right now:
Past clients wanted to refer you but didn’t know how, or some did, but the leads didn't push through because the process wasn't there.
You're missing out on warm leads because there wasn’t an easy referral process.
You're struggling to track and reward successful referrals.
What you can do:
▪ Set up a referral form that makes it simple for clients or even team members to send you new leads.
▪ Offer an incentive (discounts, bonuses, and a heartfelt thank-you!) for successful referrals.
▪ Link the form in follow-up emails, your website, and client exit communications.
The result:
💡 Clients feel valued and excited to spread the word about your services because of how your efficient and effective your systems are.
💡 A steady stream of warm leads—people who are already primed to work with you.
💡 The potential to spend less time actively marketing because referrals bring in high-quality clients on autopilot.
Referrals are one of the most powerful ways to grow your practice.
By automating the process, you remove friction and make it easy for satisfied clients and for your inner network to send business your way. 🙌
Ready to Make Automation Work for You?
These are just a few ways to streamline your practice and make life easier.
The best part?
✅ Automation doesn’t mean losing your personal touch—it ensures that your time is spent where it matters most.
So, take a look at your current systems and ask yourself:
What repetitive tasks drain my time the most?
Where do I lose potential clients due to inefficiencies?
How can I improve my client experience while reducing my workload?
Start small. Choose one area to automate, test it out, and see the difference it makes.
Your future self (and your stress levels) will thank you!
📌Need help figuring out which tools to use? Let’s chat!
I’d love to help you build a business that runs smoothly—without running you into the ground.
Looking for more support? HERE'S HOW I CAN HELP YOU 👇
◾ Instagram DIY Kit - you can get started using my FREE guide so you'll be familiar with the basics and start practicing and applying them.
◾ Instagram Management - you're starting to grow and you want additional help! Sign up for this monthly service and get dedicated support for the next 6 months.
◾ Virtual Assistance - do you have specific needs related to operations, tech, marketing or even launching? Explore this service instead!
Cheering you on,
MJ 💕