Vikashan — Booking & Admin System

This Month Revenue

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Sessions Booked

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Discovery Calls

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Mailing List

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Upcoming Sessions

Next 7 days

Client	Service	Date & Time	Rate	Status
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Email Activity

Email Type	Sent	Open Rate
Booking Confirmation	18	94%
24hr Reminder	15	88%
1hr Reminder	15	76%
Post-Session Follow-up	12	61%
Newsletter	142	43%

✓ 0 bounces · 0 unsubscribes this month

Client	Service	Date & Time	Duration	Rate	Payment	Meet Link	Status
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Available tokens: {{client_name}} {{session_type}} {{date}} {{time}} {{duration}} {{meet_link}} {{amount}} {{reschedule_link}} {{cancel_link}}

📩 Confirmation

⏰ 24hr Reminder

🔔 1hr Reminder

🌱 Post-Session

Confirmation Email

Sends immediately on booking

Subject line

Pre-header text

Opening

Body text

CTA Button text

Closing note

Include reschedule link

Clients can reschedule directly from the email

Include cancel link

Shows cancellation policy inline

Add to mailing list on booking

Only if client opted in during booking

Live Preview

Vikashan

Your session is confirmed ✓

Hi Priya,
Your session is confirmed. Here are the details:

SessionCareer Coaching

DateMonday, 9 June 2025

Time10:00am AEST

Duration60 minutes

Amount paid$150

Join your session

Looking forward to our conversation. Reply to this email if there's anything you'd like me to know beforehand.

Need to reschedule? Click here · Cancel

24-Hour Reminder

Sends 24hrs before session

Subject line

Send timing

Body text

Include prep note?

Include Meet link

Include reschedule link

1-Hour Reminder

Sends 1hr before session

Subject line

Send timing

Body text

Post-Session Follow-up

Sends 2hrs after session end

Subject line

Send timing

Body text

CTA button

Invite to mailing list (if not already subscribed)

Sends a single invite, never repeats

Free Discovery Call

Entry point — no payment required

Active

Duration

Price

Buffer after

Max per day

Description (shown on booking page)

Career Coaching (60 min)

Primary service — sliding scale

Active

Duration

Price range

Min (Accessible Rate)

Max (Full Rate)

Buffer after

Max per day

Extended Session (90 min)

For deeper therapeutic or coaching work

Active

Duration

Price range

Buffer after

Max per day

Weekly Template

Set your default available hours. Changes take effect immediately.

Click slots to toggle. Changes here update what clients can book in real time.

Timezone:

Buffer between sessions

15 min gap after every session

Limit bookings per day

Max 5 sessions per calendar day

One-off Availability

Open specific times on days that aren't normally available.

Date

Times — hold Ctrl/Cmd to select multiple

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Block Time

Close off specific times — holidays, personal appointments, or anything not in your calendar.

Date

Start time

End time

Reason (optional)

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Total Subscribers

142

Added from Bookings

48

Avg Open Rate

43%

Capture Points

Where subscribers are added automatically

Booking form opt-in checkbox

Shown during booking — pre-checked by default

Footer mailing list signup

Standalone name + email form on the website

Post-session follow-up email invite

Single invite sent to clients not yet subscribed

Automation Flows

What happens automatically when someone subscribes

✅

Subscribedbooking or form

→

📩

Welcome emailinstant

→

✉️

Added to listin Resend

→

🌱

Newsletterfortnightly

Recent Subscribers

Name	Email	Source	Subscribed
Priya M.	priya@email.com	Booking	9 Jun 2025
Sasha W.	sasha@email.com	Booking	8 Jun 2025
Anonymous	hello@gmail.com	Footer form	7 Jun 2025

Connected Services

S

Stripe

Payment processing — sliding scale, card storage, refunds

Not connected

R

Resend

Transactional email — confirmations, reminders, follow-ups

Not connected

Meet

Google Meet (via Jitsi)

Auto-generates unique video links per booking — no client account needed, unlimited duration

Auto-configured

Kit

Kit (ConvertKit) — optional

Sync mailing list subscribers to a dedicated email marketing platform

Optional

Video Call Platform

Comparison for your use case (solo, 90-min sessions)

Recommended

Jitsi Meet

Free forever

✓ No time limit (any duration)

✓ No client account needed

✓ Unique link per session (auto)

✓ Works in browser, no download

✓ End-to-end encrypted

✗ Less well-known brand

Link format: meet.jit.si/vikashan-[unique-id]

Google Meet

Free with Google account

✓ No time limit (1-on-1)

✓ Client doesn't need account

✓ Familiar, trusted brand

✓ Works in browser

✗ Need Google Calendar API to auto-generate links

✗ More API setup required

Zoom (Free)

Free with limits

✓ Unlimited 1-on-1 calls

✓ Most familiar brand

✗ Client needs Zoom account

✗ Download required (mobile)

✗ 40 min limit if 3+ people

✗ API requires paid plan for auto-links

⚠ Note: This CRM is for administrative contact management only. Clinical session notes must be kept in a compliant system (e.g. Halaxy, SimplePractice) under Australian Privacy Principles.

All (6)

Active (4)

Leads (1)

Concession (1)

Inactive (1)

👤

Select a client

Click any client to view their profile,
session history and notes.

Time estimate: ~3 hours total. Steps 1–3 take about 30 min each. Step 4 (backend deploy) takes 1–2 hours if you're comfortable with code, or hand this document to a developer.

1

Create a Stripe account Free

Go to stripe.com → Sign up → Complete business verification (takes ~10 min, requires ABN and bank account for payouts). Once verified, go to Developers → API Keys and copy your Secret Key and Publishable Key.

# Your Stripe keys will look like this:
STRIPE_SECRET_KEY=sk_live_xxxxxxxxxxxxxxxxxxxx
STRIPE_PUBLISHABLE_KEY=pk_live_xxxxxxxxxxxxxxxxxxxx

In Stripe, enable Payment Element (for card forms) and set up a Webhook pointing to your backend URL at /webhooks/stripe — this is how your system knows when a payment succeeds.

2

Create a Resend account Free — 3,000 emails/month

Go to resend.com → Sign up → Go to Domains → Add vikashan.com.au. Resend will give you 3 DNS records to add to your domain registrar (Namecheap, GoDaddy, etc.). This verifies you own the domain and dramatically improves email deliverability. Paste them in, wait 10 minutes, click Verify.

# DNS records to add (example — Resend will give you the exact values):
# Type: TXT  Name: resend._domainkey  Value: [from Resend dashboard]
# Type: TXT  Name: @                  Value: v=spf1 include:resend.com ~all
# Type: TXT  Name: _dmarc              Value: v=DMARC1; p=none;

Once verified, go to API Keys and create a key. Store it in your backend .env file.

RESEND_API_KEY=re_xxxxxxxxxxxxxxxxxxxx
FROM_EMAIL=hello@vikashan.com.au

3

Create a Supabase database Free tier

Go to supabase.com → New project → Copy your Project URL and anon key. This is your database. You'll need three tables: bookings, subscribers, and blocked_times.

-- Run this in Supabase SQL Editor:
CREATE TABLE bookings (
  id uuid DEFAULT gen_random_uuid() PRIMARY KEY,
  client_name text, client_email text,
  session_type text, session_date date,
  session_time time, duration_mins int,
  meet_link text, amount_cents int,
  tier text, stripe_payment_id text,
  status text DEFAULT 'pending',
  mailing_opt_in boolean DEFAULT false,
  notes text, created_at timestamptz DEFAULT now()
);

CREATE TABLE subscribers (
  id uuid DEFAULT gen_random_uuid() PRIMARY KEY,
  name text, email text UNIQUE,
  source text, subscribed_at timestamptz DEFAULT now()
);

4

Deploy the backend to Vercel Free hosting

Your backend needs 5 API routes. Deploy these as Vercel serverless functions (Node.js) — no server to manage, free hosting, deploys in seconds from GitHub.

# /api/create-booking     POST  — saves booking, generates meet link, charges Stripe
# /api/send-confirmation  POST  — fires confirmation email via Resend
# /api/send-reminder      POST  — triggered by cron job 24h + 1h before session
# /api/webhooks/stripe    POST  — listens for payment.succeeded events
# /api/subscribe          POST  — adds email to subscriber list

The meet link is generated automatically — no external API needed:

// Auto-generate a unique Jitsi room link per booking
const roomId = crypto.randomUUID().substring(0, 8);
const meetLink = `https://meet.jit.si/vikashan-${roomId}`;
// e.g. https://meet.jit.si/vikashan-a3f9c12b
// Unique per session, works immediately, no API key needed

Set your environment variables in Vercel dashboard under Settings → Environment Variables. Add your Stripe keys, Resend key, and Supabase URL + key.

5

Set up reminder cron job Vercel Cron — free on hobby plan

Add a vercel.json file to your project with a cron job that runs every 15 minutes, checks for sessions in 24h or 1h, and fires reminders.

{
  "crons": [{
    "path": "/api/send-reminder",
    "schedule": "*/15 * * * *"
  }]
}

The reminder endpoint queries Supabase for upcoming sessions, checks if a 24h or 1h reminder hasn't been sent yet, and fires the email via Resend. Mark reminders as sent so they don't repeat.

6

Optional: Connect Kit (ConvertKit) for newsletter

If you want a more powerful newsletter tool (sequences, tagging, automation), connect Kit. When someone subscribes (via booking opt-in or footer form), your backend calls the Kit API to add them to your list. Free up to 10,000 subscribers

// Add subscriber to Kit list
await fetch('https://api.kit.com/v4/subscribers', {
  method: 'POST',
  headers: { 'Authorization': `Bearer ${KIT_API_KEY}` },
  body: JSON.stringify({ email_address: email, first_name: name })
});

Upcoming Sessions

Email Activity

Book for client

Booked & confirmation sent

Booking

Reschedule

Cancel booking

Confirmation Email

Include reschedule link

Include cancel link

Add to mailing list on booking

Live Preview

Your session is confirmed ✓

24-Hour Reminder

Include Meet link

Include reschedule link

1-Hour Reminder

Post-Session Follow-up

Invite to mailing list (if not already subscribed)

Free Discovery Call

Career Coaching (60 min)

Extended Session (90 min)

Weekly Template

Buffer between sessions

Limit bookings per day

One-off Availability

Block Time

Capture Points

Booking form opt-in checkbox

Footer mailing list signup

Post-session follow-up email invite

Automation Flows

Recent Subscribers

Connected Services

Video Call Platform

Jitsi Meet

Google Meet

Zoom (Free)

Create a Stripe account Free

Create a Resend account Free — 3,000 emails/month

Create a Supabase database Free tier

Deploy the backend to Vercel Free hosting

Set up reminder cron job Vercel Cron — free on hobby plan

Optional: Connect Kit (ConvertKit) for newsletter