A clinic-first digital ecosystem that replaces chaos with clarity.
TempoApp started inside one Romanian therapy centre specialising in ABA and speech therapy for children with autism, ADHD and other developmental needs. Dozens of active clients, daily parent communication and a team of therapists, coordinators and administrators, all running on spreadsheets, WhatsApp groups and paper forms.
I designed and built it as one connected platform, and it has since grown into a multi-clinic SaaS: every clinic runs in its own database on its own address, signs itself up with a free trial and pays online. Staff work in a single workspace (calendar, sessions, plans, clients, team, billing, analytics and an AI assistant) while families follow along in a parent portal built for phones, tablets and laptops.
Clinics discover and sign up through the product’s own marketing site. See the TempoApp Website case study.
The Challenge
The centre was running its entire operation on spreadsheets, WhatsApp groups and paper forms. This created friction at every level, costing the clinic an estimated 20–30% of its productivity.
Administrative overload
After each session, therapists logged attendance, wrote notes and scored programmes on paper. Standardised evaluations run to hundreds of items, and scoring by hand was slow, error-prone and made tracking progress over time nearly impossible.
No centralised view
Schedules lived in shared calendars unlinked to client records. Caseload distribution was managed by feel, not data. When a therapist called in sick, rescheduling meant a chain of phone calls and messages.
Billing headaches
Invoices were calculated manually from attendance records kept apart from the schedule. Discrepancies were common, and team pay meant cross-referencing hours across several spreadsheets.
Limited visibility
Visibility into therapy was limited to periodic meetings. Between them, parents had no way to see session outcomes, homework or progress on specific goals, and communication was buried in WhatsApp group chats.
The Solution
Two portals, one connected system
The staff workspace gives therapists, coordinators, reception and administrators a shared operational hub. Scheduling, sessions, intervention plans, client records, billing, team pay, analytics and messaging live in one place, and data updates in real time: when a therapist marks a child present, the coordinator’s dashboard reflects it instantly.
The parent portal gives families a focused window into their child’s therapy on any device. Parents sign in from a single link and can report absences, follow each programme’s progress, read the session notes therapists choose to share, check homework and invoices, and message the team.
Paper scoring → Six ways to measure
Each programme is measured the way therapists actually work (trials, prompt levels, help levels, counts, time or ratings) and progress over time is inferred from the sessions already recorded, with chart flags that explain each turning point.
Disconnected tools → One hub
A session on the calendar is connected to the child’s profile, the assigned team, intervention programmes, attendance, session scores and billing. No more cross-referencing spreadsheets.
Manual billing → A month-end to-do list
Invoices by company with their own numbering, storno and payment tracking, supplier bills and expenses, and team pay by salary, session, hour or percentage, with emailed reminders. Money stays visible to administrators only.
Parent anxiety → Real-time transparency
Parents see the next session, attendance, per-programme progress, homework, invoices and the notes therapists mark as visible to them. Therapists decide what stays staff-only.
WhatsApp chaos → Structured messaging
Threaded chat between staff and parents, and between staff, linked to the right child, with push notifications, rebuilt alongside the new parent portal.
No visibility → Audit trail & analytics
Every action is logged: sessions created, notes written, invoices issued. Analytics surface monthly sessions, completion rate, revenue and projection, absence risk and a clinical progress index.
Design System
Color
Typography
Tech Stack
Key Features
Smart Calendar
Day, week and month views with the whole team’s sessions colour-coded, therapist filters, recurring sessions and attendance logged straight from the calendar.
Session Workspace
One window per session: the programme list, live trial scoring (incorrect, no response, prompted, correct), objectives, and a note per programme with a “visible to parents” switch.
Plans by Development Area
Intervention plans built area by area from templates, with new plans suggested from the child’s history and programmes marked Priority or Mastered.
Progress Over Time
Independence charts for every programme, inferred from the sessions already recorded, with flags that explain the turning points.
Billing & Team Pay
Per-company invoice series, storno, payments and reminders, supplier bills and expenses, and team pay by salary, per session, per hour or a percentage.
Parent Portal
Redesigned for phones, tablets and laptops: one-link sign-in, absence reporting, per-programme progress, invoices, homework and session notes.
Cori AI Assistant
A staff assistant built on Claude, with children’s data pseudonymised before it ever leaves the app.
Multi-Clinic SaaS
Every clinic gets its own database and address, signs itself up with a free trial (no card) and pays online.
Design Decisions
App-first experience
TempoApp installs on phones, tablets and desktops as a Progressive Web App, with push notifications and a clear online indicator, so it sits next to the other apps a clinic uses every day, not in a browser tab.
Bilingual from day one
Every screen works fully in Romanian and English (about 3,700 translated strings) so clinics and their international partners share one tool.
Role-based security
Admin, Coordinator, Therapist and Reception roles each see exactly what they need, enforced by database security rules backed by 334 automated tests. Parents only ever see their own child.
Real-time everything
The platform runs on real-time data sync. No “refresh to see changes” anywhere: when one person updates something, everyone else sees it immediately, which matters in a clinic where the whole team has to stay in step.