Sound familiar?

The work is the easy part.

"You finished your last client at 6pm. By 8pm you've responded to three booking enquiries, sent two appointment reminders, chased a late intake form, and typed out the same 'what to expect at your first session' email you've written forty times. This isn't the job you trained for."

It's the job nobody told you was coming with it.

Clients book by phoning you.

Which means voicemails, missed calls, and three rounds of phone tag before anyone's in the diary. You lose people in the gap.

Appointment reminders go out manually — or they don't.

When you forget, you get no-shows. When you don't forget, it eats 20 minutes you didn't have.

New client intake forms are a mess.

Emailed back and forth. Filled in on the day. Sometimes not at all. Inconsistent, time-consuming, unprofessional.

You want to enforce a cancellation policy but feel awkward without a system.

Clients cancel last-minute. The slot goes unfilled. You lose the income and feel resentful. There's no clean way to handle it manually.

After a session, you mean to follow up. You almost never do.

Check in on progress. Ask for a review. Nudge a rebook. These things matter. They just never happen.

Every new client gets a slightly different experience.

Whatever you manage to pull together in the ten minutes before they arrive. Inconsistent onboarding makes you look less professional than you are.

Your waiting list isn't actually working.

Slots open up. You don't have a system to contact the right person quickly. The slot goes to whoever you happen to remember.

You're at capacity — but you're not full on client work.

Two hours a day disappearing to admin means you're running at the efficiency of a half-time practitioner. The ceiling isn't demand. It's the back office.

What we automate

Appointment booking automation and AI admin for wellness practitioners — done for you.

Every automation here is designed around a clinical practice. Not a generic business template. The specific flows that eat your evenings and cost you clients.

24/7 online booking Clients book when they want — including 11pm after a stressful day. You wake up to a full diary, not a voicemail. All services, all availability, managed automatically.

Appointment reminder sequences SMS and email reminders sent 48 hours before, and again on the morning of. No-show rates drop dramatically. Clients feel cared for. You do nothing.

Cancellation handling + waitlist notification When a client cancels, the next person on your waitlist gets an automatic notification. Slots fill themselves. The revenue gap closes.

New client intake forms Sent automatically the moment a new booking is confirmed. Completed before they arrive. Stored cleanly. No chasing, no clipboard, no paper.

Welcome sequence Every new client gets the same first-class experience: what to bring, what to expect, how to prepare, how to contact you. Sent automatically. Always consistent.

Post-session check-in A message the following morning: how are you feeling, any questions, here's how to rebook. Small touch. Huge impact on retention and word-of-mouth.

Review request at exactly the right moment Sent 24 hours after a positive session, when outcomes are fresh and clients are most likely to act. Direct link to Google. Your profile grows while you sleep.

Session prep reminders For returning clients — automated message 24 hours before with any prep, exercises to try, or reminders from the last session. Clients come prepared. Sessions are better.

Real scenario

What this looks like for a practitioner.

Priya is a sports massage therapist and personal trainer, based in Birmingham. Four years in practice, running at 90% capacity — but losing 4–5 hours every week to admin. Phone bookings. Reminder messages. Chasing intake forms. Manual payment follow-ups.

She also had 8 no-shows in her last month — roughly £960 in lost income from sessions she'd held the slot for and couldn't fill.

With ClaraFlow, all new bookings moved online. Reminders automated. Intake forms collected before the first session. No-show rate dropped from 12% to under 2% within 6 weeks.

Priya recovered roughly £780/mo from eliminated no-shows alone. Add back 4 hours of her week and she's been able to take on two more weekly clients. The service costs her £197 a month.

Pricing

Simple pricing. No surprises.

All plans include a dedicated setup process. You're not buying software — you're buying a working system.

Done-With-You

Foundation

£197/mo

+ £300 one-off setup

For solo practitioners who want a working automation system and are willing to learn it with us.

Dedicated automation account, pre-loaded with our template library
90-minute 1-on-1 build session — your core automations switched on together
Monthly group office hours + private community
Email support — 48-hour response
You build using our proven templates, we guide the way

Get started

Growth

£597/mo

+ £1,000 one-off setup

For 2–5 person clinics and practices that want everything off their plate. We build it, we run it, you focus on your clients.

Full automation system designed and built by our team
1 new custom automation per month, built by us
Unlimited small tweaks and adjustments
Ongoing monitoring and maintenance
Priority email support — 24-hour response
Quarterly strategy review calls

Book a discovery call

Done-For-You · Full Stack

AI Premium

£1,200/mo

+ £1,500–£2,500 one-off setup

For established clinics with complex workflows, multiple practitioners, or high client volumes ready for full-stack AI automation.

Unlimited custom automation builds
Dedicated account lead — one point of contact
Same business day response (within 8 working hours)
Custom integrations and multi-system workflows
AI agent builds — voice, document, chatbot
Monthly strategy calls with optimisation roadmap

Book a discovery call

Not sure which plan fits your practice?

Each tier is built for a different situation. Pick the one that sounds most like where you are right now.

Foundation is for you if…

You're a solo practitioner
You want to be hands-on with the setup
You have a few hours to invest in learning the system
£197/mo is the right budget right now

Growth is for you if…

You run a small clinic or practice with 2–5 people
Your time is better spent on clients than software
You want a fully managed service
You're paying for outcomes, not access

AI Premium is for you if…

You have multiple practitioners and complex scheduling
You want an AI receptionist answering calls 24/7
You need custom integrations with clinic management software
You want a dedicated lead who knows your practice

Genuinely unsure? Book a free 30-minute call — we'll tell you honestly which tier fits your situation.

You help people feel better. AI automation for health and wellness businesses UK handles your admin.