Availability reminders are emailed to Active doulas each morning. While off, only the admin receives a daily preview of who would be emailed. Contract-expiry emails to the admin are always on.
Discovery calls (website)
After the website form, the family picks a time for a phone call with Iara. Set your usual week, then click any day on the calendar to change just that day. Times are New York time.
Upcoming calls
A family can change or cancel from the link in their email. To make a time unavailable, click that day on the calendar and choose "No calls".
Family profile access log
Every time a doula opens a family's profile in her portal, it is recorded here (latest 100, New York time). Reopening within 10 minutes is not logged again. Only admins can see this list; doulas cannot change it.
Loading…
Contract versions
The version marked Active is automatically attached whenever a proposal or contract is sent to a client.
Company signer (e-signature)
Signs the contract in SignWell right after the client (page 12, "Signature of authorized representative"). Once both have signed, SignWell emails the signed copy to the client.
Addendum contract
The addendum is generated as a PDF, the same way as the main contract: on the client card, 🔍 Preview shows the exact PDF, and Send opens the same review before it goes out for signature. It uses the company signer above. Its wording is fixed in the system (ask the developer to change it).
Business information
Financial rules
Scheduling rules
Service zones
Holiday calendar
Days marked as holidays apply weekend rate to doulas and ×1.5 rate to clients, regardless of the day of the week.
Change history
Every change to clients, doulas, shifts, payments, invoices and settings — who made it and what changed (before → after). Changes made by the system show as server or database.
Loading…
Add admin user
New zone
Which questionnaire?
This doesn't change the client's saved service type unless you pick something different below.
Which responses?
This client has completed both questionnaires — pick which one to view.
All
Lead
Proposal sent
Awaiting retainer
Archived
New
All
Email confirmed
Asked for a consultation
People who asked for the free guides on the website. The PDFs are sent by email; the first click on a link confirms the address (✓ Email confirmed). They are not leads or clients: no welcome email, no response alerts. Use Convert to Lead when you decide to reach out.
All
Active
Inactive
Expiring soon
All
Active
Inactive
Overnight
Daytime
–
💰
Date
Type
Client / doula
Amount
Status
Actions
New client
Mother
Father
Address
Baby
Contract
Adjusted service end
Rates
Doula pay override (twins / multiples)
Leave blank for normal cases. If set, ANY doula assigned to this client is paid this rate instead of her usual rate — for extra compensation on twins, triplets, etc. Does not affect what the client is billed.
Service schedule
Set the regular pattern and click "Apply to all days", then change any day right on the calendar (other hours, extra days, days off). Billing, the doula schedule and the contract all use exactly these days.
How the schedule reads
Contract details
to
These exact values are printed on the contract. They fill in from the schedule above; change them only if the contract should say something different.
Contract total & retainer
—
—
Retainer payment
New doula
Required information
Work details
🗓 Applied automatically on Saturdays and Sundays
Personal information (filled by doula on first login)
ℹ️ Document number is masked — last 4 digits visible only.
Service zones
Select all zones this doula can cover. Hold Ctrl/Cmd to select multiple.
No zones available. Create zones in Settings first.
New transaction
All
Standard
Carrot
Drafts
Sent
Paid
to
New Invoice
Invoice details
Carrot / Insurance details
Bill from
Doula information
Bill to
Services
to
Date
Description
Hrs
Rate ($/hr)
Total
TOTAL
$0.00
Carrot reimbursement summary
Notes / Credits message
Pending review
Approved
Rejected
Doula Accounts
Invite doula
Select a doula from your system and enter her email. She will receive an invitation to set up her password and access the Doula Portal.
