ClinicFlow — the spec

A secure, cloud-based CRM built for Ivan's clinic team to track every lead from first inquiry through to active client. It replaces spreadsheets with a drag-and-drop Kanban pipeline, fires auto follow-up reminders at each stage, and gives the owner a private analytics view of conversion performance. The v1 is an internal tool for a small team; the architecture is built to support white-labelling later.

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Decisions locked

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The core loop

1. A new inquiry arrives and is captured via the intake form with custom fields (source, contact details, service interest).
2. A card is created automatically and lands in the Inquiry column on the Kanban board.
3. A team member drags the card to Consult — a follow-up reminder is triggered and scheduled (email or SMS).
4. After the consult, the card moves to Active Client — a second reminder fires confirming onboarding steps.
5. The owner opens the analytics dashboard and reviews stage-by-stage conversion rates for the period.

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v1 scope

Kanban Board with Drag-and-Drop Cards
Three-column pipeline (Inquiry → Consult → Active Client) rendered as a live board. Every card shows contact name, assigned team member, stage age, and next reminder due. Lives on the main workspace screen.

Auto Follow-Up Reminder System
Stage transitions trigger configurable reminders sent via email or SMS. Each reminder rule is set per stage (delay in hours/days, message template, channel). Managed in a Reminders Settings screen; status visible on each card.

Inquiry Intake Form with Custom Fields
A shareable or internally-used form that creates a new card on submission. Fields are configurable by the owner (text, dropdown, date). Lives under a Forms screen; submissions feed directly into the Inquiry column.

Role-Based Login and Permission Control
Two roles at launch: Owner (full access) and Staff (board + cards, no analytics, no settings). Authentication is session-secured; role assignment lives in a Team Management screen accessible only to the Owner.

Owner Analytics Dashboard
Private screen showing total inquiries, stage conversion rates, average time-to-convert, and drop-off points. Pulls from live pipeline data. Visible only to the Owner role; designed to accommodate additional metrics from existing data sources later.

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Deliberately later

• Mailchimp email sync and campaign trigger — requires OAuth integration and campaign mapping; cleaner to add once the pipeline data model is stable and the team is running smoothly on v1.
• Real-time team activity log and notifications — adds websocket infrastructure; valuable for a larger team but unnecessary friction for a small clinic at launch.
• Bulk reassign and batch actions on cards — only meaningful once card volume is high enough to make one-by-one management genuinely painful.

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Data model sketch

• users — id, name, email, password_hash, role (owner | staff), created_at
• contacts — id, name, email, phone, source, custom_fields (JSON), created_at
• cards — id, contact_id, assigned_user_id, stage (inquiry | consult | active_client), created_at, stage_updated_at
• reminders — id, card_id, trigger_stage, delay_hours, channel (email | sms), template_body, sent_at, status
• forms — id, name, fields_schema (JSON), created_at
• form_submissions — id, form_id, submitted_data (JSON), card_id, created_at
• stages_log — id, card_id, from_stage, to_stage, changed_by_user_id, changed_at

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Screens

• Login — secure entry point; routes user to correct view based on role.
• Kanban Board — primary workspace; all cards, columns, drag-and-drop, and reminder status at a glance.
• Card Detail — full contact info, stage history, reminder log, and notes for a single inquiry.
• Intake Form Builder / View — owner configures fields; shareable link generates new cards on submission.
• Reminder Settings — owner sets per-stage rules: delay, channel, and message template.
• Team Management — owner adds/removes users and assigns roles.
• Owner Analytics Dashboard — conversion funnel, time-in-stage metrics, and drop-off summary; owner-only.

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How to use this document

• Bring it into Mind Palace, where the guided platform and its AI coach pick up from exactly this document and build the product with you step by step.
• Hand it to a developer as the complete v1 brief — scope, data model, and screens are fully defined.
• Keep it as the single source of truth during the build; every feature decision traces back to this page.