A Custom Intelligence Layer for a Growing Practice
Jenna Stoliker runs the Center for Conscious Leadership. As her practice grew, the back office — scheduling through Acuity, client files in Dropbox, and holding the thread of every client in her own head — was pulling her away from the work only she can do. We audited her practice and built a custom intelligence layer that gives it a memory and handles the admin end to end.
1. The Challenge
Jenna's practice ran on a stack of good tools that didn't talk to each other — Acuity for scheduling, Dropbox for client files, and her own memory for the thread of each client's journey. Each tool did its piece, but nothing connected, so the job of holding it all together fell on her.
The audit found the real cost wasn't any single task — it was the cognitive load of remembering everything for everyone, session after session, while still doing the notes, the follow-ups, and the filing by hand. That load doesn't scale, and it's the first thing to crack as a practice grows.
A Disconnected Tool Stack
Scheduling, files, and notes lived in separate places that never synced — so Jenna was the integration layer holding everything together manually.
Client Context Living in Her Head
The thread of each client across months had no home but her memory — easy to lose, impossible to scale, and a quiet risk to the quality of every session.
Admin Around Every Session
Notes, follow-ups, and Dropbox filing after each session — by hand, every time, eating the margins of her day.
2. Engineering Approach
We built an intelligence layer that lives quietly inside the tools she already uses — Acuity and Dropbox — and gives her whole practice a memory she no longer has to carry herself.
Session Intelligence
Each session is captured and turned into structured notes and a follow-up drafted in her voice — no manual write-up.
Client Memory
The system remembers every client across months and surfaces the patterns and threads she'd otherwise have to hold in her head, right when she needs them.
Acuity Integration
Built directly around her real calendar — scheduling and session flow wired into the system she already runs on, not a replacement she has to adopt.
Dropbox File Organization
Client files land where they belong automatically — no more manual filing after every session.
Follow-ups in Her Voice
Drafted and ready for her approval after each session, so the relationship stays warm without the busywork.
3. Results & Impact
Jenna's practice now has a memory and a back office that runs itself — the admin is handled end to end, and she's free to stay fully present for the coaching.
4. Work With Us
Every build starts the same way it did here: with an audit. We sit down and learn exactly how you work — your sessions, your notes, your follow-ups, your tools, your voice — and find precisely where your time is leaking. No two systems are the same, because no two practices are.
From there, you see exactly what we'd build for you before you commit to anything. It's custom, it's ICF-compliant, and nothing ever goes out without your approval. The goal is simple: take the back office off your plate so you can do the part only you can do.
See what we'd build for your practice.
A real audit of where your time is going — no pressure, no pitch you didn't ask for.