As Multiple Mind grew, its administrative workload began taking time away from the work that mattered most. Website inquiries required manual processing, ebook requests were fulfilled one at a time, contact information was stored across separate tools, and prospective-client follow-up was inconsistent.
Alltomate built a practice management automation system that connected the practice’s existing tools and automated its administrative and outreach workflows. The solution centralized inquiry data, delivered resources automatically, organized contacts, and supported consistent follow-up—without requiring Lizbeth De Sa to manage every step manually.
Practice Management Automation Case Study at a Glance
- Client: Lizbeth De Sa
- Organization: Multiple Mind
- Industry: Mental health and conflict resolution
- Business model: Independent holistic practice
- Technology stack: Wix, Brevo, Zapier, and Google Workspace
- Workflows automated: Website inquiry capture, ebook delivery, contact organization, and follow-up communication
- Primary result: Hours of manual emailing eliminated each month
About Multiple Mind
Multiple Mind is a holistic mental health and conflict resolution practice founded by Lizbeth De Sa. Its services include Internal Family Systems therapy, support for trauma, anxiety, and depression, mediation, conflict resolution, and restorative education.
Lizbeth’s work combines therapeutic practice with education and community-based healing. As awareness of the practice increased, more people began visiting the website, requesting resources, and contacting the practice for information.
The growing interest was positive, but the administrative systems supporting it were not designed to handle the increased volume efficiently.
Alltomate supports workflow automation and integration projects across multiple markets and regions. Independent practices and service businesses evaluating similar systems can explore our service locations to learn more about regional availability.
The Challenge: A Manual Practice Management Workflow
A central part of Multiple Mind’s outreach strategy was a professionally written ebook. Website visitors could request the resource, learn more about the practice, and potentially continue toward an initial conversation or service inquiry.
However, every request created a manual administrative process for Lizbeth.
The Manual Ebook Delivery Process
For every website form submission, Lizbeth had to:
- Receive an email notification
- Open and review the inquiry
- Copy the visitor’s contact information
- Save the information in a separate location
- Draft an individual response
- Attach the ebook manually
- Send the email
- Remember to follow up later
This process was repeated for every person who requested the ebook. As the number of requests increased, so did the time spent on repetitive emailing and data entry.
Fragmented Inquiry and Contact Information
Contact and inquiry information was also distributed across multiple tools. Records required manual updates, inquiries were not organized consistently, and there was no structured system for categorizing contacts based on their interests.
Finding information often required manually searching through emails, spreadsheets, or other storage locations.
Inconsistent Follow-Up
Because follow-up depended on Lizbeth remembering and completing each task manually, prospective clients did not always receive the same communication experience.
The process worked at a small scale, but it was not sustainable as the practice’s reach expanded.
The Goals of the Practice Management Automation Project
Lizbeth partnered with Alltomate to create an administrative system that could operate reliably in the background while preserving the personal and human-centered nature of the practice.
The main objectives were to:
- Automate website inquiry capture
- Eliminate manual ebook delivery
- Centralize inquiry and contact information
- Improve response time
- Organize contacts based on their interests
- Support consistent follow-up communication
- Reduce repetitive administrative work
- Create infrastructure that could support future growth
The project focused on administrative, communication, and outreach workflows. The goal was not to replace Lizbeth’s personal work with clients, but to remove repetitive processes surrounding that work.
The Alltomate Approach
Alltomate began with a complete workflow assessment. We reviewed how website visitors submitted inquiries, how contact information was stored, how the ebook was delivered, and how follow-up communication was managed.
The assessment identified several data-flow gaps, communication bottlenecks, and repetitive manual tasks that could be addressed through business process automation.
Practices evaluating similar administrative bottlenecks can use Alltomate’s automation audit checklist to document repeated manual tasks, disconnected applications, and fragile handoffs before deciding what should be automated.
Rather than introducing an entirely new technology environment, the solution was built around the tools Multiple Mind was already using.
Tools Used in the Practice Management Automation System
- Wix: Hosted the website and captured form submissions from visitors
- Brevo: Managed branded email communication and automated follow-up sequences
- Google Workspace: Supported structured data storage and administrative organization
- Zapier: Connected the applications and transferred data between each stage of the workflow
Zapier served as the integration layer connecting the website, communication platform, and contact-data system. This allowed each application to continue performing its primary function while information moved automatically between them.
Businesses using a similar collection of disconnected applications can use Zapier automation services to connect forms, email platforms, databases, and other operational tools.
How the Automated Practice Management Workflow Works
1. Automated Website Inquiry Capture
When a visitor submits a form on the Multiple Mind website, the person’s information is captured immediately.
The automation transfers the submitted details into a structured system without requiring Lizbeth to copy and paste the information manually.
The workflow can capture and organize information such as:
- Name
- Email address
- Form-submission details
- Resource requested
- Area of interest
- Inquiry source
This gives Multiple Mind a centralized and more consistent record of its website inquiries.
2. Instant Ebook Delivery
After the form is submitted, the system automatically sends a professionally formatted email containing the requested ebook.
The visitor no longer has to wait for Lizbeth to finish a session, check her inbox, create a reply, and attach the document manually.
The automated response provides:
- Immediate ebook delivery
- Consistent branded messaging
- A professional visitor experience
- Reliable fulfillment for every valid request
- No repetitive attachment or sending process
The resource can now be delivered whether Lizbeth is working with a client, completing other responsibilities, or away from her inbox.
3. Structured Contact and Inquiry Management
Each contact is stored in a centralized and organized format. This replaces the previous process of searching across emails and separately maintained records.
Contacts can also be categorized according to the information they requested or the service area they expressed interest in, such as therapy, trauma support, mediation, or conflict resolution.
This combination of inquiry capture, contact organization, and ongoing communication represents part of a broader lead management automation approach, while the Multiple Mind implementation remained focused specifically on intake, categorization, resource delivery, and follow-up.
This structure makes contact information easier to retrieve and creates a stronger foundation for future communication.
4. Automated Follow-Up and Lead Nurturing
Not every person who downloads a resource is ready to contact the practice immediately. The system therefore supports automated follow-up communication after the initial ebook delivery.
These sequences allow Multiple Mind to maintain a consistent and empathetic presence without requiring Lizbeth to send every follow-up personally.
The workflow helps:
- Provide useful information after the initial download
- Maintain communication with interested visitors
- Reduce forgotten follow-up tasks
- Create a consistent journey across inquiries
- Limit repetitive manual outreach
This use of automated lead follow-up enables the practice to maintain communication at a larger scale while preserving personal involvement where it matters.
See the Practice Management Automation Workflow
Results of the Practice Management Automation
Hours of Manual Emailing Eliminated Each Month
The automated system removed the repeated process of reviewing each ebook request, drafting a response, attaching the document, sending the email, and storing the contact information separately.
This eliminated hours of manual emailing each month and reduced the administrative burden placed on Lizbeth.
Faster Response to Website Inquiries
Visitors now receive the requested resource immediately after submitting the website form. Response time no longer depends on when Lizbeth is able to review her inbox.
Centralized Contact Information
Inquiry and contact data is now structured and stored more consistently. Information is easier to locate, categorize, and use for future communication.
More Consistent Communication
Automated emails provide a standardized and professional experience for every visitor who requests the resource.
Follow-up sequences also reduce the likelihood that a potential client receives the initial ebook but no subsequent communication.
Increased Ebook Distribution and Reach
Because fulfillment no longer requires individual manual action, Multiple Mind can distribute the ebook to more people without creating a proportional increase in administrative work.
More Time for Therapeutic and Strategic Work
Removing repetitive communication and data-entry tasks allows Lizbeth to dedicate more time to her clients, educational work, and the continued development of the practice.
Infrastructure That Can Scale
The workflow can process additional inquiries without requiring Lizbeth to repeat the previous eight-step process for every submission.
This gives Multiple Mind a scalable client-acquisition and resource-delivery system that can support continued growth.
Why This Practice Management Automation Worked
The system worked because Alltomate built around Multiple Mind’s existing process instead of forcing the practice into an entirely new technology environment. Wix remained responsible for website intake, Brevo handled communication, Google Workspace supported structured information, and Zapier coordinated the handoffs between the applications.
Predictable administrative tasks were automated while professional judgment and direct client interaction remained with Lizbeth. This allowed the practice to increase inquiry, resource-delivery, and follow-up capacity without automating the human-centered work at the core of the service.
A similar human-in-the-loop approach appears in Alltomate’s wedding lead management automation case study, where structured outreach and follow-up workflows support client communication while keeping relationship-driven work in human hands.
What the Multiple Mind Project Shows About Practice Management Automation
The Multiple Mind project shows that practice management automation does not need to replace the systems or human relationships that are already working well. The strongest opportunities in this implementation were predictable administrative steps surrounding the practitioner’s core work.
- Capture information once: Website inquiry data can move into a structured system without requiring repetitive copy-and-paste entry.
- Automate predictable fulfillment: Requested resources can be delivered immediately when the triggering conditions are clear.
- Structure inquiry information consistently: Contact details and areas of interest become easier to retrieve and use when they are stored in an organized format.
- Automate repeatable follow-up: Scheduled communication can reduce forgotten outreach without requiring every message to be sent manually.
- Keep personal work personal: Automation can support the administrative process while professional judgment, empathy, and direct client interaction remain with the practitioner.
Other practice-management processes, such as appointment reminders, formal client onboarding, internal reporting, or additional notification workflows, may also be candidates for automation, but they were not part of the Multiple Mind implementation described in this case study.
Build a More Efficient Practice Management Workflow
Alltomate provides automation and integration services for independent practices and service businesses that need to connect their tools, reduce manual administration, and create more scalable workflows.
Request a free business process audit to identify which parts of your current workflow can be automated, integrated, simplified, or redesigned.
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