Your Practice,
One Dashboard
A custom CRM portal built around how your practice actually operates. Leads, staff, analytics, ads, and chatbot conversations all live in one place, shaped to fit your workflow rather than the reverse.
Four things the screenshots below all serve
The dashboards are the surface. These are the operating principles we build every CRM portal around for therapy practices.
A practice runs better when leadership can see the whole picture in one place
Most owners stitch together five tools to answer simple questions. A real CRM puts intake, marketing, staff, and analytics on the same screen so the daily decisions get easier.
The right portal makes the team feel coordinated, not surveilled
Good operations software helps providers, intake coordinators, and clinical leads see what they need without drowning in dashboards or copy-pasting between tabs.
Reporting feels useful when it answers questions you actually asked
Off-the-shelf CRMs flood you with metrics nobody requested. We build the reports your practice meeting actually needs and quietly drop the rest.
Behind every clean dashboard is a family experience that feels handled
When the back office runs cleanly, families feel followed up with, kept informed, and never lost between systems. The CRM is the engine behind that promise.
Every ad dollar mapped to a real intake outcome
Spend, leads, and cost per acquisition all live in the same view, broken out by Google Ads, Meta, and Local Services Ads. The team can see exactly which campaigns are filling the schedule this week and which ones need to die before another invoice clears.
ROAS is calculated against authorized patients on the schedule, not raw form fills, so the numbers reflect actual revenue rather than vanity engagement. The campaigns that look great in the Meta dashboard but produce no real intakes get exposed in a single screen.
- ROAS calculated against authorized, scheduled patients — not form fills
- Side-by-side cost per intake across Google, Meta, and Local Services Ads
- Auto-flag campaigns running over target CPA for 14+ days straight
- A weekly kill list of underperforming ad sets, ready before the marketing meeting
Ad performance and CAC in one view
Marketing spend, leads, and cost per acquisition rolled into the same dashboard the front desk and ownership use.
Your CRM molds around your business
Off-the-shelf CRMs force you to adapt to their workflow. Ours adapts to yours. Every module, view, and automation is configured for how your practice actually runs.
Custom from Day One
We do not hand you a login and wish you luck. Every dashboard, pipeline, and report is configured to match your intake process, your team structure, and your growth goals before you ever sign in.
Feature Requests Welcome
Need a new report, a different pipeline view, a custom automation? Just ask. We build and ship features based on what you actually need, not a product roadmap designed for someone else.
Grows with You
Add new locations, staff, services, or marketing channels without switching platforms. The portal scales with your practice, with no migration, no data loss, and no starting over later.
AI phone agent answers, your team picks up the qualified leads
Every parent call gets answered, even at 9pm on a Sunday. The AI phone agent qualifies the inquiry, asks the intake questions your practice actually cares about, books the discovery call, and creates a CRM record before the parent has hung up.
By the time the front desk logs in Monday morning, the queue is already filtered down to warm leads with full transcripts, the next action attached, and the right coordinator assigned. Cold calls and dead ends never make it to a human.
- After-hours and overflow calls answered by the AI agent in under two rings
- Full transcripts, voicemail summaries, and missed call alerts on every record
- Warm leads handed to coordinators with the next action pre-assigned
- Recordings flagged automatically for coaching, payer confusion, or escalation
Call log and follow-up coordination
Calls, transcripts, and tasks shared across the team so no parent inquiry slips between coordinators.
1
Place For Everything
Live
Reporting
∞
Custom Fields
Everything you need, nothing you do not
Each module is purpose-built for therapy practices, with no bloated features taking up space in the sidebar.
Lead Pipelines
Visual pipeline tracking from first inquiry through completed intake. Every lead from every channel, including website chat, phone, forms, and email, organized, tagged, and moving forward without manual chasing.
All
channels unified
Auto
lead tagging
Visual
pipeline stages
Zero
leads lost
Pipeline Stages
New Inquiry · auto-captured from chat, phone, or form
Contacted · first outreach sent, follow-up scheduled
Insurance Verified · coverage confirmed, auth in progress
Evaluation Scheduled · date set, reminders automated
Intake Complete · onboarded, assigned to provider
Custom stages · add whatever fits your workflow
Chatbot Overview
Read every conversation your AI chatbot has with visitors. See what parents ask, which questions convert, and where the bot hands off to your team for follow-up.
Full conversation transcripts with sentiment markers
Lead capture and contact info collected per chat
Escalation history and handoff triggers
Conversation volume and response time metrics
Web Analytics
Monitor your website performance without leaving the dashboard. Traffic, conversions, top pages, and referral sources show up at a glance, tied to actual intake outcomes.
Visitor count, bounce rate, session duration
Top-performing pages and conversion paths
Traffic source breakdown across channels
Goal tracking tied to actual intake volume
Ad Overview + AI Recommendations
See all your ad campaigns in one view. Spend, clicks, conversions, and cost per lead, plus AI-powered recommendations to reallocate budget toward what is actually bringing in families.
Cross-platform ad performance (Google, Meta, TikTok)
Cost per lead and ROI tracking by campaign
AI-generated optimization suggestions weekly
Budget allocation recommendations across channels
Custom Report Generation
Generate reports on anything that matters. Lead volume by source, staff performance, conversion rates by service, or whatever metric the next leadership meeting is going to ask about.
Drag-and-drop report builder
Scheduled exports weekly, monthly, or quarterly
Shareable links for stakeholders and investors
Historical trend analysis with annotations
Staff Management
Manage your team from the same dashboard. Track applications, onboard new hires, assign caseloads, and monitor staff activity without switching tools or rebuilding spreadsheets.
Applications
Review and track applicants through your hiring pipeline
Team Directory
Staff profiles, roles, certifications, and availability
Caseload Tracking
Monitor provider capacity and balance assignments
Role Permissions
Control who sees what across admin, provider, front desk
Build any report you want, in days, not roadmap quarters
Want to see ABA caseload by BCBA crossed against insurance authorization status? Want to track which referral source has the longest no-show streak this quarter? Want a daily email of every intake that stalled past 72 hours? Tell us once and the report is in the portal by Friday.
No support tickets, no roadmap committees, no SaaS feature requests that quietly disappear. If the data exists somewhere in the practice, you can put it on a dashboard, slice it any way you want, and bookmark the view your leadership team opens every Monday.
- Any metric, any cut — referral source, payer, provider, location, service line
- Custom reports added in days, not vendor-roadmap quarters
- PDF exports ready for board updates and payer renegotiation meetings
- Live dashboards bookmarkable per role so leadership opens the same view weekly
Reports built around real practice questions
Operational reports designed for the questions practice meetings actually ask, not generic CRM defaults.
Ownership, security, and integrations
The questions every clinical director and CFO eventually surface during a vendor review. Answered up front so the conversation goes faster.
A database you actually own and can export anytime
Most CRMs make leaving expensive on purpose. We build on Supabase or Postgres so the schema is yours, the export is one query away, and you never feel held hostage by the tool you adopted to grow your practice.
- Open Postgres schema with full export and migration support
- Backups stored in your own cloud account if you prefer
- No per-record fees, no data caps, no surprise lockouts
Role-based access that satisfies real audit questions
Therapy practices answer to insurance partners, state licensing boards, and increasingly to private equity due diligence. The portal supports granular roles, audit logs on sensitive views, and the kind of access controls that hold up when someone asks to see your security posture.
- Role-based access for admin, provider, billing, front desk
- Audit logs on every PHI view with retention controls
- Single sign-on via Google, Microsoft, or Okta when needed
- AdminFull access
- ProviderCaseload only
- BillingInsurance + claims
- Front deskIntake + leads
audit logged
sync · webhook · api
Plays nicely with the tools your team already lives in
The portal is designed to be the operating layer over your existing stack. We integrate with practice management systems, marketing tools, spreadsheets, and Slack so your team gets one home base without losing the workflows they trust.
- Two-way sync with TherapyNotes, SimplePractice, CentralReach
- Native Google, Microsoft, and Slack integrations
- REST and webhook APIs for anything custom your team builds
Why this is not HubSpot
Generic CRMs charge you $300 a month for 200 features you will never touch. We build exactly what your practice needs and nothing more.
Generic CRMs
Built for everyone, optimized for no one
Months of setup and onboarding before value lands
Features designed for sales teams, not therapy
Per-seat pricing that scales against you
Your workflow has to adapt to their software
Support tickets in a queue, never a direct line
Driftless CRM Portal
Built for your practice, configured by us
Configured and ready when your site launches
Every feature maps to your actual workflow
Flat pricing so you can add staff without penalty
The software adapts to your practice, not the other way
Direct access to the team that actually built it
Common questions
From first website visit to scheduled intake call, in one funnel
Organic, paid, and referral traffic are tracked from the moment a parent lands on the homepage to the moment they fill the intake form to the moment a coordinator schedules the call. The CRM stops treating the website like a separate world.
Drop-off points are visible at every step, so when conversions slide it is obvious whether the problem is the ads, the landing page, the intake form, or the follow-up window. Every anonymous visit becomes an identified parent record the second the form gets submitted.
- Source attribution across organic, paid, AI Overview citations, and direct referrals
- Step-by-step funnel from landing page to intake form to scheduled call
- Form abandonment heatmap on intake pages so friction points get fixed, not guessed
- Every visit ties back to the parent record it eventually became
Website performance and family acquisition
Site traffic, AI citations, and intake form conversions tied back to the families who reached out.
See the dashboard in action
Book a call and we will walk you through a live CRM portal. See exactly how leads flow, reports generate, and your team stays organized in one place.
Book a Live DemoLive walkthrough · No contracts · Configured for your practice