Mama Hala Consulting — AI-Native Wellbeing Platform
8 integrated AI systems plus a 12-phase booking flow powering a bilingual family wellbeing practice — distributed slot lock, smart hold, auto-releasing unpaid slots, and a 2-surface admin (iPhone PWA + web) from one KV source of truth. The owner's own AI team, a content studio included, does the work that once ran by hand, in Excel and in Zoho — and she approves.
ⓘProject description and metrics shown here are representative — drawn from a real engagement, with the client name anonymized where confidentiality applies.
Mama Hala Consulting began with the owner doing the work herself, by hand, and some of it went untracked or was lost, invoices among it. Excel sheets came next, then Zoho for invoicing. Booking and follow-ups still ran by hand, over phone calls, WhatsApp and email.
We built her own AI-powered workflows, and they work as her team: they draft, schedule, remind and follow up on rules she sets, and the decisions stay hers — no post goes out until she approves it. Her privacy policy follows Canada's PIPEDA and the UAE's PDPL, and card numbers never touch her server. Two layers fit together: eight specialized AI systems for the practice, and a 12-phase booking flow that carries a client from intake to paid, reminded and followed up. Explore both in detail below.
The work that lived in her hands, her sheets and Zoho now runs through her own system. Invoices are drafted or sent on schedules she sets, with payment reminders to follow; booking requests reach her phone and are confirmed on rules she sets; reminders and follow-ups go out on time; and a content studio drafts her posts, with nothing going out until she approves. Twenty scheduled jobs carry the routine, and the decisions stay hers. Live at mamahala.ca.
A simpler copy of the service-match AI on mamahala.ca, running on our own demo. Describe what you're navigating and it names the single best-fit service from the practice's real catalogue.
This isn't a website. It's her own AI team: workflows that draft, book, remind and follow up, and a content studio that drafts her posts — all working with her approval. It took over what she once did by hand, in sheets and in Zoho:
Admin time the engine takes over converts to new session capacity. Every number below is yours to set — including the share of admin you'd automate.
Every 'Book Now' click moves through 12 choreographed phases. Tap any step on the rail to see the timing, source files, and APIs behind it.
Bilingual landing + 4-question quiz routes the visitor to the right service and captures booker/attendee intent in Q1 (self / minor / couple).
While the owner sleeps, twenty scheduled jobs keep the routine moving, and what needs her waits on her phone. They fall into six groups; the conductor (booking-reminders) runs every 15 minutes and handles eight concerns in a single tick. Newsletters and Instagram posts arrive as drafts for her approval, and invoices go out on the schedules and settings she chose.
Reminders, approvals and freed-up slots, on rules she sets.
The conductor — 8 branches in one tick
- 24h reminder (AI warmth + series prefix)
- 1h reminder + Meet link
- Pre-session payment nudges (configurable)
- Marks a past session completed
- Cancels a still-unpaid booking at session-time + Stripe grace
- Follow-up email after the session (held for a program's graduation letter)
- Push to her for a past session still unpaid
- GCal event retry for a missing calendar event
Confirms a pending booking once its hold expires, only while her setting allows it; adds it to her calendar, emails the client and tells her.
Frees a series booked online whose payment never completed: cancels the sessions, voids the draft invoice, emails the client and sends her a summary.
When a client is past their usual rhythm, sends one of four pre-approved notes by WhatsApp (if they opted in) or email, then waits out a cooldown. Off until she switches it on.
Emails everyone registered for one of her events the day before it.
Each one chosen because it does its job quietly. The system is the choreography between them. Hover — or tap — any card to flip and see the detail and the in-code file path.
Each touchpoint is constrained — no diagnosis, no payment talk, no clinical homework. The AI writes one sentence of warmth, summarizes, matches — never replaces the practitioner.
Free-text concern → 3 ranked services in <3 seconds
AI-summarized intake — themes, tone, attendee facts
One affirming sentence in the 24h reminder, gender-neutral AR
One reflection sentence post-session, audience-aware
Admin records audio → AI transcribes + matches customer + drafts
120-word read-out on today's metrics for the admin home
It holds a family-consulting practice's sensitive client notes, under a privacy policy that follows Canada's PIPEDA and the UAE's PDPL. What holds up here holds up for your customers, your payments, your records.
Our principle: flagged, reversible, shipped in slices. Every capability launches behind a flag, gets smoke-tested live, and can roll back instantly — no big-bang launches, no surprises.
Amanina came second: a matchmaking web app we design, build and maintain for the same client, in English, Arabic and French.
Read the second case study →