# Client Intake & Wellness Tracking System Automates client intake processes, tracks wellness goals and treatment history, and personalizes therapy recommendations for optimal client outcomes and satisfaction. ## What This Does Streamlines new client onboarding with digital intake forms and health assessments, tracks client wellness goals, treatment preferences, and therapy history automatically, personalizes treatment recommendations based on client needs and previous sessions, monitors client progress toward wellness goals and satisfaction levels, and manages contraindications and safety considerations for each client. Eliminates 75% of manual intake paperwork and client management tasks. **Who This Helps:** Licensed massage therapists, spa therapists, wellness practitioners, sports massage specialists **Tools Used:** n8n or Make.com, client management systems, digital intake platforms, wellness tracking tools, treatment planning **Time Saved:** 3-6 hours per week **Results:** Better client personalization, improved intake efficiency, enhanced wellness outcomes --- ## How It Works 1. **Digital Intake Automation**: Streamlines client onboarding with automated forms and health assessments 2. **Wellness Goal Tracking**: Monitors client objectives and progress toward therapeutic outcomes 3. **Treatment Personalization**: Customizes therapy recommendations based on client history and preferences 4. **Safety Management**: Tracks contraindications and health considerations for safe treatment delivery 5. **Progress Monitoring**: Analyzes client wellness improvements and treatment effectiveness over time --- ## What You Need - Client management and scheduling software with intake capabilities - Digital forms and assessment platforms for health and wellness tracking - Treatment planning and session documentation systems - Client communication tools for progress updates and wellness coaching - Safety and contraindication tracking for therapeutic massage protocols --- ## Step-by-Step n8n Setup ### 1. Create Client Intake Workflow - Start workflow called "Client Intake & Wellness Tracking System" - Add triggers for new client registration and wellness assessments ### 2. Automated Digital Intake Processing Add intake nodes for comprehensive client onboarding: - **Health history collection** gathering medical conditions, medications, and contraindications - **Wellness goal assessment** identifying client objectives, stress levels, and therapeutic needs - **Treatment preference documentation** recording pressure preferences, focus areas, and comfort requirements - **Consent and safety verification** ensuring appropriate clearances and informed consent ### 3. Personalized Treatment Planning Use **"Code"** node for intelligent treatment customization: - **Session planning** creating personalized treatment protocols based on client needs and goals - **Technique selection** recommending massage modalities based on client condition and preferences - **Pressure and focus customization** adapting treatments to client comfort and therapeutic requirements - **Treatment progression** planning session sequences for optimal wellness outcomes ### 4. Wellness Progress Tracking Add monitoring nodes for client wellness measurement: - **Goal progress assessment** tracking improvements in stress, pain, mobility, and overall wellness - **Session feedback collection** gathering client satisfaction and treatment effectiveness data - **Wellness metric monitoring** measuring improvements in sleep, stress levels, and physical comfort - **Treatment outcome analysis** evaluating which approaches work best for each client ### 5. Safety and Care Management Use **"Switch"** node for contraindication and safety protocols: - **Health condition monitoring** tracking changes in client health status affecting treatment safety - **Medication interaction checking** ensuring massage therapy safety with current medications - **Pregnancy and special condition adaptation** modifying treatments for special populations - **Emergency contact and medical information** maintaining current safety and contact information --- ## Alternative: Make.com Setup ### 1. Create Client Management Scenario - Name scenario "Client Intake & Wellness Tracking System" - Add "Client > New registration" trigger for intake automation ### 2. Intake and Assessment Automation - Add "Forms > Process intake" for digital client onboarding - Use "Assessment > Evaluate wellness" for goal setting and health evaluation - Include "Safety > Check contraindications" for treatment safety verification ### 3. Treatment Planning and Progress Tracking - Add "Treatment > Plan session" for personalized therapy recommendations - Use "Progress > Track wellness" for client outcome monitoring - Include "Feedback > Collect satisfaction" for treatment effectiveness evaluation 💡 **Make MCP Tip**: Use the [Make MCP server](https://github.com/integromat/make-mcp-server) with Claude Code to build wellness tracking scenarios faster. --- ## What You Get - **Streamlined Client Onboarding**: Automated intake processes with comprehensive health and wellness assessment - **Personalized Treatment Planning**: Customized therapy recommendations based on client needs and preferences - **Comprehensive Wellness Tracking**: Systematic monitoring of client progress toward therapeutic goals - **Enhanced Safety Management**: Automated contraindication tracking and safety protocol adherence - **Improved Client Outcomes**: Data-driven treatment planning for optimal wellness results --- ## 💰 Monthly Operating Costs ### Solo Practice (individual massage therapist, basic client management) - Automation platform: Free (n8n self-hosted) to $20/month (Make.com Standard) - Client management software: $30-150/month (scheduling and intake platforms) - Digital intake forms: $20-80/month (form and assessment tools) - Wellness tracking: $25-100/month (progress monitoring and client communication) - **Total: $75-350/month** ### Small Spa/Clinic (2-5 therapists, comprehensive client management) - Automation platform: $50/month (n8n Pro) to $99/month (Make.com Pro) - Client management software: $150-400/month (advanced client management systems) - Digital intake forms: $100-250/month (enterprise form and assessment platforms) - Wellness tracking: $100-300/month (comprehensive wellness and progress tracking) - **Total: $400-1,049/month** ### Large Spa/Wellness Center (5+ therapists, enterprise client management) - Automation platform: $200+/month (enterprise n8n) to $400+/month (Make.com Enterprise) - Client management software: $500+/month (enterprise spa and wellness management) - Digital intake forms: $300+/month (enterprise intake and assessment systems) - Wellness tracking: $400+/month (enterprise wellness and outcome tracking) - **Total: $1,400+/month** *Cost assumptions: Client volume, wellness tracking complexity, enterprise integration requirements* --- ## 🤖 LLM-Only Alternative **If you just need this done once or occasionally...** You can create client intake processes and wellness tracking frameworks in a single conversation with any AI assistant. Perfect for developing intake protocols or planning wellness programs. **Simple Multi-Step Prompt:** ``` I need to create a comprehensive client intake and wellness tracking system for my massage therapy practice. My practice context: - Practice type: [THERAPEUTIC/SPA/SPORTS/MEDICAL] - Client demographics: [AGE GROUPS/HEALTH CONDITIONS/WELLNESS GOALS] - Common client needs: [STRESS RELIEF/PAIN MANAGEMENT/RELAXATION/etc.] - Current intake challenges: [PAPERWORK/TIME/PERSONALIZATION] - Wellness tracking goals: [WHAT YOU WANT TO MEASURE] Please create a client management system that includes: 1. COMPREHENSIVE INTAKE PROCESS - Essential health history questions and medical screening - Wellness goal assessment and therapeutic objective setting - Treatment preference documentation and comfort requirements - Contraindication screening and safety verification protocols 2. PERSONALIZED TREATMENT PLANNING - Session planning framework based on client needs and goals - Massage technique selection criteria for different conditions - Pressure and treatment customization guidelines - Treatment progression planning for ongoing wellness improvement 3. WELLNESS TRACKING FRAMEWORK - Client progress measurement methods and wellness metrics - Session feedback collection and satisfaction assessment - Goal achievement tracking and outcome evaluation - Treatment effectiveness analysis and optimization strategies 4. SAFETY AND CARE PROTOCOLS - Contraindication identification and management procedures - Health condition monitoring and treatment adaptation guidelines - Special population considerations (pregnancy, elderly, medical conditions) - Emergency protocols and medical information management 5. CLIENT COMMUNICATION STRATEGY - Progress update procedures and wellness coaching approaches - Educational content delivery for self-care and wellness - Appointment coordination and treatment planning communication - Feedback collection and client satisfaction improvement My massage specialties: [SPECIFIC MODALITIES YOU PRACTICE] My typical client conditions: [COMMON ISSUES YOU ADDRESS] My wellness philosophy: [APPROACH TO CLIENT CARE] ``` **What this approach can't do:** - Won't automatically process intake forms or track client data - No real-time wellness monitoring or automated progress tracking - Can't integrate with scheduling systems or client management platforms - Limited to planning rather than execution of client management **When to upgrade to full automation:** - You have consistent client volume requiring systematic intake and tracking - You need real-time wellness monitoring and automated client communication - You want integrated client management and treatment planning systems - You have complex wellness tracking needs requiring comprehensive automation --- ## 🎯 Getting Started ### Start with Basic Intake Begin with essential health screening and wellness goals before adding complex tracking and analysis. ### Use Your Current Systems Connect intake automation to whatever scheduling and client management platforms you already use. ### Focus on Safety First Prioritize contraindication screening and safety protocols before adding wellness tracking features. ### Test with Regular Clients Begin with existing clients who know your practice well to refine the system before using with new clients. --- ## 🛡️ Best Practices ### Maintain Personal Connection - Use automation to enhance client relationships, not replace personal therapeutic connections - Include personal consultation and assessment alongside automated intake and tracking - Focus on improving client care quality through better organization and personalization - Balance efficiency with the hands-on attention that defines effective massage therapy ### Preserve Client Privacy - Use client data responsibly and securely with clear privacy policies and consent - Include easy access to personal therapist when automated systems aren't sufficient - Focus on enhancing client trust through professional data management and communication - Maintain confidentiality standards that protect client wellness information ### Focus on Therapeutic Outcomes - Use automation to support holistic wellness planning with comprehensive client data - Combine automated insights with professional massage therapy expertise and intuition - Continuously improve client care based on wellness tracking and therapeutic outcomes - Maintain the therapeutic excellence that drives successful wellness results --- ## 📈 Success Metrics ### Track These Numbers - **Intake efficiency**: Time saved on client onboarding and health assessment - **Treatment personalization**: Improved client satisfaction through customized therapy - **Wellness tracking**: Client progress toward therapeutic goals and objectives - **Safety compliance**: Contraindication identification and appropriate treatment modifications - **Client retention**: Improved outcomes and satisfaction leading to continued care ### Expect These Results - **75% reduction** in manual intake paperwork and client onboarding time - **Better treatment personalization** through systematic client assessment and planning - **Improved client outcomes** with comprehensive wellness tracking and goal monitoring - **Enhanced safety protocols** with automated contraindication screening and health monitoring - **Higher client satisfaction** through personalized care and progress tracking --- ## 🔗 More Massage Therapist Automations **Need different solutions?** - **[🏠 Massage Therapist Overview](Massage%20Therapist%20Overview.md)** - All massage therapy automations - **[🎯 Find by Problem](../../Automation%20Workflows%20by%20Problem.md)** - "I'm drowning in emails" or "My finances are a mess" - **[👔 Find by Job Role](../../Automation%20Workflows%20by%20Job%20Role.md)** - Browse by your profession - **[📚 Automation Best Practices](../../Automation%20Best%20Practices.md)** - Learn the fundamentals --- *Last Updated: 2025-08-03*