Early-User Questionnaire

Hi — thank you for being one of the first to look at AstroCRM.

There are no wrong answers. Be honest about what frustrates you, what you'd never use, and what you wish existed. That's exactly what helps most.

— AstroCRM Team

Section 01 · About you

About you

1. What is your profession?

Select up to 3 — many practitioners work across more than one modality.

2. How many years have you been practising?

3. Solo or team?

Solo

Solo + occasional assistant

Small team (2–5)

Larger team (5+)

4. Where are you based?

Section 02 · Your clients

Your clients

6. How many clients have you had in total since you started your practice?

7. How many active clients do you have right now?

8. How many new client inquiries do you typically get per month?

0–5

5–15

15–50

50+

9. What share of your clients are returning vs one-time?

Mostly one-time (under 25% returning)

Mixed (25–50% returning)

Mostly returning (50–75%)

Almost all returning (75%+)

Section 03 · Where clients come from

Where clients come from

12. Which channels do you use to communicate with clients day-to-day?

This tells us which messaging integrations to build first.

Section 04 · Your current setup

Your current setup

13. What do you currently use to keep track of clients?

Select all that apply.

Paper notebook / journal

Notes app on phone (Apple Notes, Google Keep…)

Excel / Google Sheets

WhatsApp or Telegram chats only

Trello / Asana / Notion

Calendar app only

Booking / practice-management software (Cliniko, Jane, Nookal, Calendly…)

Another CRM (please name below)

Nothing systematic — I keep it in my head

14. What format are your existing client records in?

Select all that apply.

Excel or Google Sheets

Phone Contacts (vCard / .vcf)

Notes app entries

Paper / handwritten

Another CRM I'd need to export from

I don't have records yet

15. How do you currently handle file attachments per client?

Charts, photos, reports, briefs. Select all that apply.

Google Drive folder per client

Dropbox / iCloud folders

Files on my computer in named folders

Files attached to email threads

Files in WhatsApp / Telegram chat

On my phone (Notes, camera roll, or Files)

I print and keep paper

I don't keep files per client

16. What do you use to send invoices and receive payments?

Select all that apply.

17. Do you use a calendar / booking tool today?

Calendly

Google Calendar (manual)

Cal.com

YClients

Apple Calendar

A booking system on my website

No — clients message me to schedule

Section 05 · What you record

What you record

18. What information do you ALWAYS record about a client?

The more detail, the better.

20. What kind of files do you most often share WITH your clients?

Select all that apply.

Reports / PDFs (readings, proposals)

Audio recordings of sessions

Video files

Worksheets / homework / templates

Mood boards or visual references

Invoices / receipts

Voice notes

Links to articles or resources

Section 06 · Your workflow

Your workflow

21. Walk me through the typical journey from a new inquiry to a completed engagement.

22. How long does it usually take from first inquiry to first paid session?

23. After a session ends, how do you typically follow up?

Select all that apply.

I send a recap or notes

I schedule the next session before they leave

I check in a few weeks later

I don't have a systematic follow-up

24. Do you have a way to remind past clients to come back?

Yes, I have a system

I do it manually when I remember

No

25. How would you like to be able to remind past clients to come back?

Select all that appeal to you — this shapes the re-engagement tools we build.

Automatic reminders inside the CRM

Scheduled email (e.g. a yearly follow-up)

WhatsApp / Telegram message

SMS

A prompt that reminds ME to reach out

I'd rather not remind them

26. Do you ever delegate ANY part of client communication to someone else?

Yes, regularly

Occasionally

Never

I'd like to but can't

Section 07 · Pain points

Pain points

27. What is the SINGLE most painful or frustrating thing about how you manage your practice today?

The most important question in this form.

28. Have you ever lost a potential client because something fell through the cracks?

Yes, multiple times

Yes, once or twice

Probably, but I don't track it

No

Section 08 · The ideal tool & pricing

The ideal tool

29. If you could wave a magic wand and have ONE feature that would change your work life, what would it be?

31. What devices would you most use the tool on?

Select all that apply.

32. How comfortable are you with new technology?

Very — I learn new tools quickly

Comfortable — give me a tutorial and I'm fine

Cautious — I prefer simple things and need help setting up

Not at all — I avoid new software when I can

33. Have you tried other CRMs or client-management tools before?

Yes, and I still use them

Yes, but I quit

No, never

34. Do you currently pay for any tool to manage clients? Roughly how much per month?

35. If AstroCRM solved your biggest pain, what would feel like a fair price per month?

Section 09 · Privacy & data

Privacy & data

36. How sensitive is the client information you handle?

Very sensitiveMedical, therapeutic, legal — strict confidentiality.

Moderately sensitivePersonal life, finances.

Standard contact information

37. Are you bound by any specific data-protection regulations?

Select all that apply.

GDPR (EU clients)

HIPAA (US healthcare)

UK Data Protection Act

Russian data localisation (152-FZ)

Local rules in my country

I'm not sure

None that I know of

Section 10 · Stay in touch

Stay in touch

Your answers are confidential and used only to build AstroCRM. Never shared with third parties.

38. Your email

39. Your phone / WhatsApp / Telegram

Optional.

40. Anything else you'd like us to know, ask about, or build?

Early-user questionnaire

About you

Your clients

Where clients come from

Your current setup

What you record

Your workflow

Pain points

The ideal tool

Privacy & data

Stay in touch

Thank you.