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The one rule

Client information lives in PracticeOS and the care portal. Everything else is either internal (Workspace, chat) or operational (Stedi, Gusto). If you find yourself putting client information anywhere else, stop.

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What’s in PracticeOS

PracticeOS is a configured GoHighLevel workspace. Inside it you’ll have:
  • Your calendar and availability
  • Your caseload, and only your caseload
  • The conversation thread for each client (texts, emails, calls, all logged)
  • Notes and session records
  • Your timesheet (non-exempt staff)
  • Tasks assigned to you
The front office owns scheduling, intake, and client outreach. You own your notes and your calendar availability. See the SOPs for how each process works.

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Getting help with a system

If something isn’t working, tell Zack immediately. His words: “If it’s not working, you need to tell me to fix it; that’s my job.” Don’t work around a broken system with a personal tool.

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What’s not a practice system

Personal email, personal texting, personal cloud storage, personal note apps, and any AI tool used with real client information. See Devices, mobile, and texting.