7 Splose Setup Mistakes (And How to Fix Them)

1. You’ve created forms… but haven’t connected them to a workflow

This is probably the most common one.

Practices have:

• intake forms
• consent forms
• screening forms

…but no one has linked them into a workflow.

So what happens?

• you’re manually sending forms
• staff chase clients
• your team misses important steps

Fix:
Your forms should be part of a flow, not a standalone task.
For example:

• referral form → auto email → intake forms → reminders

If forms aren’t automated, you’re still doing admin manually – just with nicer-looking forms.

2. Intake is still a manual process

If someone enquires and your team is:

• replying manually
• sending links manually
• explaining next steps manually

…your system isn’t doing its job.

Fix:
Build a consistent intake workflow that:

• responds instantly
• sends the right forms
• sets expectations

This is one of the quickest ways to reduce admin and improve client experience at the same time.

3. Automations are only half set up

A lot of clinics start using automations… but stop halfway.

So you end up with:

• inconsistent communications
• some emails automated
• some still manual

Fix:
Map your full client journey:

• enquiry
• waitlist
• booking
• onboarding
• billing

Then make sure automation supports each stage, not just parts of it.

4. No clear client journey

This is a big one.

If you asked your team:

“What happens from enquiry to first appointment?”

…you’d probably get slightly different answers from everyone.

That’s a system problem, not a staff problem.

Fix:
Your Splose setup should create a clear, repeatable journey:

• every client follows the same steps
• nothing relies on memory
• nothing gets skipped

Consistency = less stress + better client experience.

5. Templates are inconsistent (or not being used properly)

I often see:

• multiple versions of emails
• outdated wording
• different styles depending on who sends it

This creates confusion and doesn’t reflect a professional, cohesive brand.

Fix:
Standardise your:

• email templates
• appointment communications
• letters

And make sure your team is actually using them – not rewriting things every time.

6. Billing workflows aren’t aligned

Billing is where things can quietly fall apart.

Common issues:

• invoices created inconsistently
• confusion around contacts vs clients
• manual follow-ups for unpaid invoices
• unclear integration with Xero/Stripe

Fix:
Your billing process should be:

• clearly defined
• consistent across all clients
• supported by automations where possible

If billing feels messy, it usually means the workflow hasn’t been properly set up end-to-end.

7. Everything relies on memory

This is the biggest red flag.

If your system depends on:

• someone remembering to send something
• someone knowing what to do next
• someone “just handling it”

…it’s not a system.

Fix:
Your Splose setup should:

• guide the process
• trigger next steps
• remove the need to remember

Because the goal isn’t just to have a system –
it’s to have one that quietly does the work for you.

So… why does this matter?

Because when your system isn’t set up properly, you end up with:

• more admin than necessary
• inconsistent client experiences
• a team that feels reactive instead of in control

And most of the time, it’s not about needing new software…

👉 It’s about making the one you already have actually work properly.

Not sure if your setup is working the way it should?

If you’re reading this and thinking “this sounds a bit too familiar…” you’re not alone.

Most practices I work with already have everything in place…
it just needs to be refined, connected, and structured properly.

A Splose system audit looks at:

• how everything is currently set up
• where things are breaking

So you can move away from manual, messy processes
and into systems that actually support your growth.