Cosmic Otter/facilitators Join the waitlist
WaitlistFor independent practitioners

Client intake for facilitators

Every client on one encrypted page, with the screening prep drafted for you.

I'm Brendon. I run a ceremony practice in Victoria, BC, and I built this intake, screening and client-records system because Google Forms and spreadsheets felt wrong for medical and mental-health answers. Before I open it to other independent practitioners and retreat teams, I want to know whether you'd use it.

Join the waitlist Try the demo practice ↗
your practice · dashboard
Dashboard with Upcoming, Potential and Past client tables; names and emails are blurred
The dashboard, in privacy mode. Upcoming ceremonies with their prep status, new enquiries and intakes, and past clients. One click blurs every name and email. All screenshots use invented clients.

Problems it solves

  • Each client was scattered across email, a Google Form, call notes and a spreadsheet.

    One encrypted page per client that fills itself from email, bookings and call transcripts.

  • Health and mental-health answers sat in a shared spreadsheet.

    Field-level encryption, the most sensitive answers behind a click, and a one-click privacy blur.

  • A long safety questionnaire felt daunting to clients.

    One calm page in sections that unlock in order, built for phones.

  • Preparing for each screening call took hours of reading.

    An optional AI draft of the summary, safety flags and talking points. You make every decision.

What it does today

All of this runs in my own practice now. Try it in the demo practice: the password is demo, every client is invented, and it resets overnight.

A calm intake

Clients answer medical history, medications, mental health, intentions and agreements on their phone. A conditions grid marks each one as recent, past or never.

Encrypted, field by field

Every answer is encrypted at rest. Self-harm answers stay hidden until you choose to read them, and privacy mode blurs names for screen-sharing.

Leads that don't get lost

Website messages, booking confirmations and replies land in one list, bundled per person, and become clients when the intake comes in.

Call notes file themselves

Video-call transcripts from screening and integration calls are matched to the right client automatically.

A second read of every intake

An optional AI draft of a summary with graded safety flags, talking points for the prep call, and a pre-ceremony checklist. Names are removed before anything is sent.

Your own questions

Add questions to any section of the intake: short answers, paragraphs, multiple choice, dropdowns or yes and no, required or not. Each answer is kept with the question as it read.

Waivers and consent, signed on a phone

Send an agreement from any client's page. They tick each statement, type their name and sign with a finger. You keep the exact text signed, when, and from where, ready to print as a PDF.

Preparation and reminders

Reflection prompts go to each client on a private page before ceremony, and you get a reminder if an intake is unreviewed or prep isn't booked.

Your questions and signed agreements

Make the intake your own, and have clients sign your waiver and consent forms on their phone. Tap any screenshot to see it full size.

A signed participation agreement with a signature, the signing time and an audit record
A signed agreement. The exact text that was signed, each statement ticked, the signature, and a record of when it was sent, opened and signed, and from where. Prints to PDF.
A client's agreements: one opened but not signed, one signed
On each client's page. Send an agreement, see whether it's been opened or signed, copy or email the link, or void it.
The agreements page with two templates and recent signatures
Your agreements. Write your own or start from a sample. Editing makes a new version; anything already sent keeps its wording.
The intake questions editor with custom questions in each section
Your own intake questions, in any section: short answers, paragraphs, choices, dropdowns or yes and no, required or not, in the order you want.
Signing a consent form on a phone with a typed signature
The client signs on their phone, drawn with a finger or typed.

See it

Invented clients throughout. Tap any screenshot to see it full size.

A client profile with personal details blurred and safety flags visible
A client profile. Contact details blurred; clinical flags colour-coded by severity.
Clinical summary and safety flags
Summary and flags. Medication washout, sleep and breathing notes, what to avoid in the room.
Prep call talking points
Talking points for the screening call.
Medical and mental health answers with condition pills
Medical and mental health. Each condition becomes a pill; self-harm answers sit behind a click.
Session notes, ceremony notes and message history
Notes and messages. Call notes, private ceremony notes and the whole email thread.
A lead's page
A lead, before any intake: the first message, other addresses they write from, and a ceremony date.
The intake's health section
The client's side. The health section of the intake.
Preparation prompts on a private page
Preparation prompts on the client's private page.
The intake welcome on a phone
On a phone: the welcome.
The intake form on a phone
The form in sections.
Preparation prompts on a phone
Prep prompts on a phone.

Who it's for

Practitioners working outside clinics and state programs, who screen clients before a session and hold sensitive answers afterwards, and have no software made for that.

  • Independent ceremony practitionersWorking on your own, where it's legal, wherever you practise.
  • Breathwork facilitatorsCareful screening before intense sessions, without a clinical system.
  • Retreat teamsScreening a whole group before they travel.
  • Small shared practicesTwo or three facilitators, one client record.

Join the waitlist

It isn't built for more than one practice yet. Your answers decide whether it gets built, what comes first and what it costs.

Waitlist members get in first. I read every reply, and I'd like to hear how you handle intake today.

Want to look around first? Open the demo practice (password demo).

Don't put any client information in this form. Your answers are stored on Cloudflare and used only to decide what to build and to write to you. They are never shared or sold.

By joining, you agree that Brendon at Cosmic Otter can email you about early access to the facilitator intake and client system, and occasionally ask how you work. A few emails a year at most. Unsubscribe any time with the link in every email.