The flow library

51 client flows that work on hard days.

Intake, follow-up and check-ins that still work when someone is overwhelmed and you are out of hours. Browse the options, then we build the ones that fit your practice.

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Five things that come up again and again for practices, and exactly which flows solve each one. Or skip ahead and browse all 51 below.

The problem

“New clients fall through the cracks between booking and their first session.”

→ The fix

Client Intake System

Intake form, confirmation, practitioner notification, a structured sheet, the pre-session brief and Drive organization.

The problem

“You’re still the one chasing every lead, reminder and review request yourself.”

→ The fix

Client Journey Automation

Lead capture, onboarding, scheduling, reminders, intake, follow-up, rebooking and review requests.

The problem

“Clients need support between sessions, and you can’t be reachable around the clock.”

→ The fix

Nervous-System-Friendly Client Portal

A state check-in, regulation menu, personalized resources, session preparation, recap and tracking over time.

The problem

“You start every day with no idea what actually needs your attention.”

→ The fix

Practitioner Command Center

One screen for appointments, missing intake, leads, follow-ups, flags and tasks.

The problem

“Routine writing and sorting still eats hours you’d rather spend with clients.”

→ The fix

AI Admin Layer

Email drafts, session summaries, recap drafts, content repurposing, FAQ, sorting and extraction.

How every flow is built

Four rules, no exceptions.

One next step

The person does the least possible and gets the most useful next step. Never a list.

A way out

Every flow shows a route to a human or emergency resource, and a “not helping” option.

A person decides

Anything sensitive, from safety to interpretation, is reviewed by a person you name.

AI drafts, never decides

Rules and thresholds stay in plain logic. AI only summarizes, drafts and sorts, and never judges safety.

Browse

Pick the flows that fit your practice.

Flow 001Size M

Universal check-in

Give the person one recommended next step matched to their current capacity.

How it works
Starts when
Client opens the check-in link, app or pre-session form.
What runs automatically
Logs the response, sends the matching resource and notifies you when something is flagged.
Where AI is used
None required. Optional: rewrite resource text in the client’s tone.
Where a person is in charge
A person reviews every safety-flagged response within an agreed window.
Flow 002Size S

30-second crash

Provide instant help with zero thinking required.

How it works
Starts when
A persistent “I need help now” button on every page, message and portal screen.
What runs automatically
Four buttons on one static page, with an optional tap to message you (clearly not monitored live).
Where AI is used
None. Predictability is the feature.
Where a person is in charge
You approve the exact wording once.
Flow 003Size M

Wired flow

Lower activation enough to decide whether to solve something or slow down first.

How it works
Starts when
Client’s state is wired, or they tap “come down.”
What runs automatically
A 90-second guided path, with the supports they chose and rated logged.
Where AI is used
None in the moment. Later, can summarize which supports the client rates as helpful.
Where a person is in charge
You review the resource content and any escalation trigger.
Flow 004Size S

Shutdown flow

Restart small movement without demanding energy the person doesn’t have.

How it works
Starts when
Client selects numb, frozen, blank, can’t start or exhausted.
What runs automatically
One tiny action at a time. Three shutdown check-ins in a row raises a soft flag in your brief.
Where AI is used
None.
Where a person is in charge
You decide what a repeated pattern means. The system does not interpret it.
Flow 005Size M

Sensory overload

Reduce the strongest controllable input and lower communication demands.

How it works
Starts when
Client selects “too much going on” or reports noise, light, touch, smell, crowding, temperature or clutter.
What runs automatically
Saves each client’s sensory preferences and uses them next time.
Where AI is used
None.
Where a person is in charge
You confirm the sensory preferences are captured correctly at the next visit.
Flow 006Size S

High activation and rage

Increase the space between activation and action. The goal is not to make anger disappear.

How it works
Starts when
Client selects angry, furious, about to send something, or high activation.
What runs automatically
A pause, a distance action and a timing decision, with an optional 30-minute reminder to revisit a draft. Never sends anything for the user.
Where AI is used
None while activated. Drafting help only after activation drops.
Where a person is in charge
Any mention of threats, harm to others or abuse stops the automated flow and goes to a person.
Flow 007Size L

Conflict flow

Turn a charged situation into a clear, calm message, or a decision not to send one.

How it works
Starts when
Client reports a conflict with a partner, colleague, parent or client.
What runs automatically
Breaks the situation into what happened, how it was read, feeling, need and request, then saves a draft only.
Where AI is used
Structures the notes and writes a short draft. No blame, no diagnosis, no advice. Safety language returns a flag instead.
Where a person is in charge
The user reviews and sends. You only see summaries, with consent.
Flow 008Size M

Repair after rupture

Help someone repair a strained relationship with actions, not just words.

How it works
Starts when
A client, parent, partner or team member asks how to make it right.
What runs automatically
Saves a repair commitment and schedules one check-in after seven days.
Where AI is used
Optional wording help, kept to the user’s own facts.
Where a person is in charge
In practitioner-client rupture, the practitioner owns the repair conversation.
Flow 009Size S

Co-regulation for supporters

Help practitioners, parents, partners and support workers respond to someone who is dysregulated.

How it works
Starts when
A supporter opens the card or asks how to help someone in distress.
What runs automatically
A one-page card with a first question, four options and an exit question. Optional log of what helped.
Where AI is used
None.
Where a person is in charge
Any safety concern about the person or supporter moves to a person-led safety route.
Flow 010Size L

Parent and child

Give a parent one useful step in a hard moment, and build a child-specific profile over time.

How it works
Starts when
Parent taps “my child is struggling.”
What runs automatically
An in-the-moment card, a single later log prompt, and a profile of what has helped.
Where AI is used
Summarizes logs into patterns, phrased as observations.
Where a person is in charge
A qualified professional reviews any developmental or safety concern.
Flow 011Size S

Decision fatigue

Get someone unstuck from too many choices without forcing perfection.

How it works
Starts when
Client reports too many decisions, being stuck choosing, or option overload.
What runs automatically
Four taps lead to a default choice, or a deferral with a date and a reminder.
Where AI is used
Optional: suggests two or three defaults from the user’s own criteria.
Where a person is in charge
High-stakes decisions such as legal, medical or financial go to a qualified professional.
Flow 012Size M

Task initiation and follow-through

Find which stage of a task breaks down, and give a fix that matches it.

How it works
Starts when
“I know what I need to do but can’t start.”
What runs automatically
Sorts the problem into see, start, sustain, finish or transition, then schedules a two-minute start reminder and a done check.
Where AI is used
Breaks a task into first physical actions, always from the user’s own words.
Where a person is in charge
A coach or practitioner reviews patterns monthly.
Flow 013Size L

Burnout and overload diagnostic

Separate a capacity problem from a workload, environment or system-design problem.

How it works
Starts when
A client or employee reports burnout, exhaustion or overload at work.
What runs automatically
Scores eight drivers and produces a plain-language report naming the top two, with suggested conversations.
Where AI is used
Summarizes free-text comments, kept separate from the ratings.
Where a person is in charge
A manager, HR lead or practitioner reviews the report. Signals of depression, self-harm or serious health concern go to a person.
Flow 014Size M

Morning capacity

Replace “what are your goals today” with “what is realistic today.”

How it works
Starts when
Daily message or app open.
What runs automatically
Builds a plan of no more than four items and adds the must-do to the calendar.
Where AI is used
Drafts the plan from the four answers, keeping the client’s words.
Where a person is in charge
A coach reviews patterns weekly.
Flow 015Size S

Low-capacity day

Protect a person from doing more than they can, and from feeling bad about it.

How it works
Starts when
Capacity is low, or a check-in suggests exhaustion or overwhelm.
What runs automatically
Switches to a minimum day of about five items and hides everything else.
Where AI is used
None.
Where a person is in charge
Repeated low-capacity days over several weeks appear in your brief for human review.
Flow 016Size S

High-capacity day

Use a good day well without spending tomorrow’s energy.

How it works
Starts when
Capacity is high.
What runs automatically
A capped priority list with a recovery block added to the calendar.
Where AI is used
Suggests ordering, based on the client’s stated priorities.
Where a person is in charge
None by default.
Flow 017Size S

Transition support

Make switching between tasks, settings or roles less costly.

How it works
Starts when
A scheduled transition, such as leaving work, ending a session or starting a new task.
What runs automatically
Three timed messages (warning, buffer, next-step cue) and a two-line shutdown note.
Where AI is used
None.
Where a person is in charge
None.
Flow 018Size L

Cycle tracking

Let a person see their own cycle and symptoms over time.

How it works
Starts when
A period start is logged, or a daily one-tap check-in.
What runs automatically
Rolling cycle length, a predicted window shown as a range, a calendar view and a monthly summary. Missing days stay missing, and the user can override any phase estimate.
Where AI is used
Summarizes the month in plain language, without prescribing.
Where a person is in charge
A practitioner reviews the summary before it becomes part of any care plan.
Flow 019Size L

Symptom pattern detector

Show whether a symptom clusters at a repeatable time.

How it works
Starts when
At least three cycles of the person’s own data are available.
What runs automatically
A one-page pattern report after each cycle. With fewer than three cycles it shows progress, not a pattern.
Where AI is used
Writes a cautious summary with no diagnosis or causes, ending with “this is a pattern you may want to discuss with your clinician.”
Where a person is in charge
The client decides whether to share the report.
Flow 020Size XL

Symptom tracking and clinician export

Give the client and clinician clear, dated evidence instead of “I feel awful before my period.”

How it works
Starts when
A client or practitioner starts a symptom-tracking program.
What runs automatically
Daily ratings with safety questions built in, and a clinician-ready PDF table of date, symptom, severity and impact.
Where AI is used
Optional summary with no interpretation.
Where a person is in charge
A clinician, not the system, interprets the data. A practitioner reviews all safety flags.
Flow 021Size L

Perimenopause mode

Avoid forcing a regular-cycle model onto an irregular pattern.

How it works
Starts when
Cycles are unpredictable, or predictions keep missing.
What runs automatically
Switches to a symptom-first rolling four-week view with manual override, plus a clinician export.
Where AI is used
Summarizes patterns without labeling a stage.
Where a person is in charge
A clinician interprets any staging or treatment question.
Flow 022Size XL

Postpartum check-in

Offer very light support and clear escalation for new parents.

How it works
Starts when
Scheduled check-ins at intervals you set.
What runs automatically
A one-screen check-in, with a same-day practitioner alert on any flag.
Where AI is used
None for safety. Optional draft replies that a person reviews.
Where a person is in charge
A trained person reviews every flag the same day, with an agreed after-hours plan.
Flow 023Size M

Appointment prep

Help the client walk into an appointment prepared and heard.

How it works
Starts when
An appointment is booked with any clinician.
What runs automatically
A one-page prep sheet built from their own entries, sent two days before.
Where AI is used
Drafts the summary from the client’s own entries, adding nothing they did not say.
Where a person is in charge
The client approves before sharing.
Flow 024Size L

Pre-session brief

You walk into the session knowing the client’s state, main concern and any flags.

How it works
Starts when
A form is submitted after booking, or a set number of hours before the appointment.
What runs automatically
Normalizes the answers, applies your written rules, emails a one-page brief and archives it, with duplicate handling.
Where AI is used
Optional two-sentence summary of free text. Rules and flags stay deterministic.
Where a person is in charge
You read every brief and any priority flag before the session.
Flow 025Size L

First-visit intake

Gather deeper context once, then never ask the same thing twice.

How it works
Starts when
First appointment booked.
What runs automatically
Save-and-resume intake, a client folder and a one-page Client Snapshot.
Where AI is used
Drafts the snapshot, labeled client-reported.
Where a person is in charge
You review the snapshot and consent before the first session.
Flow 026Size M

Follow-up visit

Build continuity without repeating the whole intake.

How it works
Starts when
A return appointment is booked.
What runs automatically
Pre-fills what is known and highlights only what changed.
Where AI is used
Summarizes change since the last session.
Where a person is in charge
You review the change summary and flags.
Flow 027Size M

Between-session check-in

Give clients a small, easy way to stay connected without creating an obligation.

How it works
Starts when
Scheduled message at the interval you set.
What runs automatically
Five buttons, routing and logging, added to your next brief.
Where AI is used
None for routing. Optional summary of notes.
Where a person is in charge
A person reads every “struggling” or “need support” response within the agreed window.
Flow 028Size S

No-response flow

Make sure automation reduces burden instead of adding obligation.

How it works
Starts when
No reply after a set interval.
What runs automatically
One soft message, then a hard stop. Never escalates tone.
Where AI is used
None.
Where a person is in charge
You are notified only if you chose that in advance.
Flow 029Size L

Safety flag review

Make sure a person sees every safety flag quickly, with a written plan for what happens next.

How it works
Starts when
A safety answer is yes, a keyword is detected, or a client uses the “I need support” button.
What runs automatically
Alerts the designated person on a channel they watch, logs it, and alerts a backup if nobody acknowledges.
Where AI is used
None. AI is never used to decide whether someone is safe.
Where a person is in charge
A trained person owns every decision, using a protocol you define with your own professional guidance.
Flow 030Size L

AI session summary

Save time on notes while keeping client facts and AI interpretation clearly separate.

How it works
Starts when
You submit structured notes after a session.
What runs automatically
A six-section draft saved to the client folder.
Where AI is used
Summarizes and organizes, labeling each statement client-reported or AI-inferred. No diagnosis or advice.
Where a person is in charge
You read and edit before it becomes part of any record.
Flow 031Size M

AI client recap

Give the client a plain-language recap and a next step they chose.

How it works
Starts when
You approve the session summary.
What runs automatically
Drafts a short recap and queues it for your review.
Where AI is used
Rewrites the approved summary in warm plain language, using only the client’s words.
Where a person is in charge
You approve every recap before it is sent. Not approved in 48 hours means nothing is sent.
Flow 032Size S

No-show and cancellation recovery

Bring people back without shame and protect the schedule.

How it works
Starts when
A no-show or late cancellation is recorded.
What runs automatically
One kind message with a one-tap rebooking link, then stop.
Where AI is used
None.
Where a person is in charge
You decide whether to reach out personally, especially if the client has been struggling.
Flow 033Size XL

Practitioner command center

One screen that shows what needs your attention today.

How it works
Starts when
Dashboard opened, or a morning digest.
What runs automatically
Today’s appointments, missing intake, new leads, follow-ups and flags (flags first), plus a counts-only morning email.
Where AI is used
Optional plain-language summary of the day.
Where a person is in charge
You own every action shown.
Flow 034Size M

Lead capture and qualification

Turn an inquiry into a booked conversation with the least effort on both sides.

How it works
Starts when
Website form, DM or email inquiry.
What runs automatically
Acknowledges within minutes, checks fit, logs the lead and sends a calendar link. Non-fits get a kind referral.
Where AI is used
Optional classification of free text. Drafts a reply for unusual messages.
Where a person is in charge
You review non-fit and unusual inquiries. Crisis language goes to a person at once.
Flow 035Size M

Booking and confirmation

Make booking one step and confirmation calm and clear.

How it works
Starts when
An appointment is booked.
What runs automatically
Confirmation, intake link, reminders and calendar event.
Where AI is used
None.
Where a person is in charge
You approve the message wording once.
Flow 036Size M

Onboarding

Give new clients an early win and a clear idea of what happens next.

How it works
Starts when
Payment or first booking.
What runs automatically
A welcome sequence of three to five short messages, one action at a time, with skip and pause.
Where AI is used
Optional personalization of the welcome, reviewed by you.
Where a person is in charge
You review the sequence copy once.
Flow 037Size S

Reminders that respect capacity

Reduce no-shows without nagging.

How it works
Starts when
An appointment is scheduled.
What runs automatically
At most two reminders with reschedule and cancel buttons, respecting quiet hours and consent.
Where AI is used
None.
Where a person is in charge
None.
Flow 038Size S

Rebooking

Make the next appointment the easy default.

How it works
Starts when
A session ends, or a set number of days pass without a future booking.
What runs automatically
A booking link in the recap and one follow-up, then stop.
Where AI is used
None.
Where a person is in charge
You choose which clients receive it.
Flow 039Size S

Review and testimonial request

Collect feedback and reviews ethically.

How it works
Starts when
A set time after a completed program, only for clients with no open flags.
What runs automatically
Asks for a rating first, sends a review link only to positive ratings, and routes everyone else to private feedback.
Where AI is used
None.
Where a person is in charge
You decide whether to send to any client who has had a hard period.
Flow 040Size L

Membership and community engagement

Keep members connected without requiring constant attention.

How it works
Starts when
Weekly schedule.
What runs automatically
One weekly message with one link, matched to each member’s chosen intensity.
Where AI is used
Optional summary of community threads for the host.
Where a person is in charge
The host reviews reports of harmful content and members in distress.
Flow 041Size L

Program completion

Find and fix where people drop out.

How it works
Starts when
Program start.
What runs automatically
A weekly drop-off map and a soft nudge with a smaller option.
Where AI is used
Summarizes free-text exit feedback.
Where a person is in charge
The program owner decides changes to content.
Flow 042Size XL

Workplace or school wellbeing

Give an organization aggregate insight without watching individuals.

How it works
Starts when
Scheduled pulse survey.
What runs automatically
Anonymous collection and aggregate reporting only above a minimum group size.
Where AI is used
Summarizes themes with names and identifying details removed.
Where a person is in charge
A trained lead reviews reports. Any disclosure of harm is handled by a person.
Flow 043Size L

Retreat logistics

Reduce guest anxiety and organizer admin before, during and after an event.

How it works
Starts when
Registration.
What runs automatically
Confirmations, packing list, day-of messages, a guest roster and a dietary summary.
Where AI is used
Optional summary of dietary and accessibility notes.
Where a person is in charge
The host reviews all medical and accessibility notes before the event.
Flow 044Size M

Content repurposing

Turn your existing expertise into newsletters and posts without extra effort.

How it works
Starts when
A new article, talk or approved recap.
What runs automatically
A batch of drafts saved for review.
Where AI is used
Rewrites and reformats in your voice, adding no claims.
Where a person is in charge
You review for accuracy, privacy and health-claim risk before anything is posted.
Flow 045Size M

Decision tree builder

Turn “I want to automate my intake” into a workable design before anything is built.

How it works
Starts when
Discovery call or audit interview.
What runs automatically
Design work, not software: a one-page map of trigger, input, decision, action, human checkpoint, output, exception and escalation.
Where AI is used
Organizes notes into the eight boxes and flags gaps. Never invents steps.
Where a person is in charge
You and the client both sign off on the map.
Flow 046Size L

AI pattern detector

Surface possible patterns in structured data over time, without claiming cause.

How it works
Starts when
Several weeks or cycles of structured data exist.
What runs automatically
A weekly or monthly report with counts and cautious language.
Where AI is used
Wording only. The statistics are computed in code.
Where a person is in charge
You review the report before sharing.
Flow 047Size M

Email and message drafting

Cut the time spent on routine replies while keeping your voice.

How it works
Starts when
A new message in a labeled folder.
What runs automatically
Saves a draft reply only. Messages about symptoms, medication or crisis are never drafted.
Where AI is used
Drafts from your approved answers.
Where a person is in charge
You edit and send every draft.
Flow 048Size L

FAQ assistant

Answer common questions instantly without pretending to be a clinician.

How it works
Starts when
A visitor asks a question on your website or portal.
What runs automatically
Answers from approved content only, logs unanswered questions, and hands off to a contact route.
Where AI is used
Matches the question to your approved answers.
Where a person is in charge
You review the log weekly and update the content.
Flow 049Size L

Classification and routing

Send each inbound item to the right person or workflow.

How it works
Starts when
A new email, form submission or message.
What runs automatically
Tags, assigns and notifies. Safety keywords are caught by rules first.
Where AI is used
Classifies the rest with a confidence value. It can escalate but never downgrade a safety flag.
Where a person is in charge
A person reviews low-confidence items and everything tagged clinical or safety.
Flow 050Size L

Document extraction

Pull structured fields from forms, PDFs or emails into a record.

How it works
Starts when
A new document is uploaded.
What runs automatically
A draft record with confidence flags. Missing fields are never guessed.
Where AI is used
Extraction only.
Where a person is in charge
A person verifies key fields, especially anything clinical.
Flow 051Size M

AI quality assurance

Prove an AI flow is safe enough to run, and stays that way.

How it works
Starts when
Before launch, after any change to a prompt, model or data source, and on a schedule.
What runs automatically
A test set of at least 30 realistic cases, a test report and a version log.
Where AI is used
May help generate test cases, reviewed by a person.
Where a person is in charge
A named person signs off on results and approves changes.

Build size: S small · M medium · L larger · XL major build, with a written safety protocol. Pricing depends on size, so ask on a call.
Sample library. Every flow is adapted to your voice, your tools and your rules before it is built.

How a build works

From first call to handed over.

01Discovery call30 to 45 minutes. I listen, and write down your exact words.
02Human-System AuditWe map one client from first contact to renewal and mark where they disappear.
03Prioritize and proposeWe start with what happens often, causes friction, and is low risk.
04Build in stagesEvery flow gets a failure path, a person in charge and a written safety protocol where needed.
05Test and hand offTested with real clients or colleagues, then handed over with a guide you can follow without me.
06Monitor and improveOptional care plan: I watch for breakage and adjust as your practice changes.

Not sure where to start? Start free.

Try a free starter kit and set up your first flow yourself, or book a call and we’ll map it together.

Book a discovery call See the free starter kits

Prefer email? admin@atuned.org

Scope. Atuned designs and builds systems. It does not provide clinical services, and every flow offers general wellbeing support, not medical or mental health treatment. The practice remains responsible for its professional obligations, clinical decisions and legal compliance, including privacy and health-data rules where it works. If you are in danger or think you may harm yourself, contact your local emergency number (988 in the US). Privacy · Terms