Boxgrove × Cold Lava

A short discovery brief — so we can spot where to save you time before we put any numbers on paper.

What we do, briefly

Drew — thanks for reaching out. Cold Lava builds custom software and AI agents for service businesses like Boxgrove. Two things we're particularly good at:

Replacing the patchwork. Most growing clinics run on five or six tools — practice management, marketing, comms, finance, spreadsheets — that don't talk to each other. We collapse that into one platform that fits how you actually work.
Putting agents on the manual stuff. Review chasing, no-show follow-ups, lapsed-patient win-backs, social posts, supplier emails, internal admin — the AI agents we deploy do that work in the background so you can focus on the parts of the job only you can do.

Why we're asking instead of pricing

Before we suggest anything specific, we want to understand how Boxgrove actually runs day-to-day — your team, the tools you're already using, and where your time goes. The sharpest place we can step in is wherever the manual work is densest, and that varies massively from clinic to clinic.

Roughly 15–20 minutes of your time. Around 20 short questions across five sections, mostly free text. Skip anything you don't know off the top of your head — we can fill the gaps on a quick call. Once it's back we'll send a tailored proposal within a week.

Discovery questionnaire

Tell us how Boxgrove runs

Five short sections — the team, the tools you use, your day-to-day, what good would look like, and a few practical bits at the end.

Your name *

Just so we know who answered.

1. The team and how it runs

Q1.Roughly how many patient appointments does the clinic deliver in a typical week?

A range is fine.

Q2.How many practitioners across all disciplines (physio, soft tissue, podiatry, Pilates, yoga, etc.)?

Q3.How many non-practitioner staff — admin, reception, anyone else? Briefly, who does what?

We saw publicly that you, Liney, and one receptionist run the commercial side — confirm and add anything we've missed.

Q4.Between you, Liney, and the receptionist, how do you split the workload day-to-day?

Who owns what — marketing, comms, finance, scheduling, supplier admin, etc.

Q5.Do practitioners log into the software themselves (notes, diary, etc.) — or does the admin team handle most of it for them?

Practitioners are hands-on — they log in and run their own diary / notesMixed — some practitioners do, some don'tAdmin team handles almost everything for themNot sure — varies a lot

2. Tools you use today

Q6.What does TM3 actually cover for you?

e.g. diary, clinical notes, billing, card payments, SMS reminders, marketing — list whatever applies.

Q7.What other software or tools sit alongside TM3?

Accounting, payroll, marketing, social, email, WhatsApp, scheduling, online review chasing — everything that comes to mind, even if it's just a Google Doc.

Q8.What lives in spreadsheets, WhatsApp, paper, or someone's head because no tool quite fits?

Q9.Any tool you currently pay for that you wish you didn't have to use, or that you've been meaning to replace?(optional)

3. Your day-to-day, Drew

This is the section we care most about — it's where we work out what to take off your plate.

Q10.What three things eat the most time in an average week for you?

Q11.Of those, which feel like repetitive / manual work, vs genuinely strategic thinking?

We're hunting for the manual stuff — that's what AI agents and better tooling kill quickest.

Q12.What kinds of chasing, message-writing, or admin hit you most often?

Review requests, no-show follow-ups, social posts, supplier emails, internal team comms — whatever it is.

Q13.If you could hand one task to a smart assistant tomorrow, what would it be?

4. What good would look like

This is the section that tells us what to actually build. No right answer — we'd rather know what would feel right to you.

Q14.In a dream world, what does the solution actually look like?

One unified system that replaces TM3 + your other tools? A dashboard that pulls everything into one view without ripping anything out? AI agents on specific tasks (review chasing, no-show follow-ups, marketing posts)? A mix? Talk us through how you'd want it to feel.

Q15.Six months from now, if we got this right, what's different about your week?

Could be hours back in your day, headcount you didn't have to hire, patients you didn't lose, evenings reclaimed — whatever 'good' looks like for you specifically.

Q16.Where do you want Boxgrove itself to be in a year or two?

More practitioners, second site, online programs, retail, classes-led, anything.

Q17.Have you tried anything before — software, agencies, hiring — that didn't quite solve this?(optional)

Saves us pitching something you've already burned trying.

5. Practical bits

Q18.Timeline — anything driving "done by date X," or fairly open?

Q19.Who'd be making the call on this? You alone, you and Liney, anyone else?

Q20.Anything else we should know, or anything you'd like to ask us before we put options together?(optional)

We'll only use your answers to put your proposal together.