- Modernise the website and make payments, vouchers and enquiries easier.
- Replace spreadsheet bookings with a central appointment workflow and SMS reminders.
- Digitise existing paper forms with secure therapist and administrator permissions.
- Produce monthly, quarterly and annual reports for operations and funders.
- Deliver as one whole-package programme for £####, with planning included.
Table of contents
Centre for Health & Wellbeing Belfast
A practical, phased programme to modernise the Centre's public website, appointment scheduling, client records and reporting, while supporting funding evidence, therapist workflows and day-to-day administration.
4
delivery phases
£####
whole package investment
10-14
weeks indicative delivery
12
week funder decision window noted in spec
Summarise
TLDR: one connected platform for public engagement and internal operations.
CHWBB needs more than a website refresh. The opportunity is to create a practical digital foundation that improves donations, voucher sales, bookings, client records and funding evidence without asking the team to jump into everything at once.
Programme phases
Designed to reduce risk and show fundable progress.
Each phase can stand alone, but together they create one connected platform for public engagement, internal operations and evidence-led reporting.
Website redevelopment
A modern, mobile-first public website with clear service pages, donations, voucher purchasing and easier content updates.
- Improved public perception and trust
- A simpler route to donate or buy vouchers
- A content structure staff can maintain confidently
Appointment management
A central scheduling system to replace the current spreadsheet process across delivery locations, staff and therapists.
- Administrator-controlled appointment input
- Therapist and staff visibility
- SMS reminders and attendance tracking
Digital client records
Secure digital records for consultation, consent, MYMOP, session follow-up and funded programme forms.
- Less paper handling and duplication
- Required information captured before records can progress
- Therapists only see their own clients
Reporting and insight
Monthly, quarterly and annual reporting for attendance, service usage, client categories, therapist activity and funding evidence.
- Cleaner data for funders
- Faster operational reporting
- Better visibility of demand and outcomes
What the spec tells us
The proposal is grounded in the Centre's current paperwork and workflows.
- Spreadsheet appointment tabs across multiple delivery locations
- Administrator-only appointment input with staff and therapist visibility
- Client categories such as VSS, carer and voucher
- DNA, cancelled under 24 hours and cancelled over 24 hours attendance states
- Consultation, consent, MYMOP initial, MYMOP follow-up and sessional notes
- Funded programme monitoring data and anonymous reporting requirements
- Safeguarding, complaints, consent and data retention responsibilities
Previous work
Relevant delivery experience.
Recent work across charities, community organisations, professional services and membership organisations.
Wired Different
Community platform supporting young people and families through events, resources and digital engagement.
West Wellbeing
Charity website supporting mental health and wellbeing initiatives with accessible routes to support.
Newhill FC
Custom football club platform with live fixtures, team management and integrated data services.
Taggart Transport Training
Professional training provider website designed to improve visibility, enquiries and mobile accessibility.
Clarke & Co Accountants
Professional services website shaped around simplicity, trust and clear enquiry routes.
Phase 1
Website redevelopment and digital engagement.
A modern, accessible public website that makes services easier to understand, improves fundraising, and gives staff a manageable content structure.
Deliverables
- Complete redesign and redevelopment of the existing website
- Mobile-first responsive design and improved navigation
- Service information pages and reusable content templates
- Donation, voucher and fundraising pathways
- Stripe-ready payment journeys for donations, oils and vouchers
- Automated voucher delivery flow to be agreed during setup
- Contact forms, enquiry routing and SEO foundations
- Staff training, backups and static hosting-ready deployment
Why it matters
The website is the public front door for service users, funders, donors and community partners. This phase gives CHWBB a clearer online presence while making donations and voucher purchasing feel simple, trustworthy and accessible.
Phase 2
Appointment management without spreadsheet strain.
A centralised booking system to replace multi-tab spreadsheets, improve visibility and support reminder messages, attendance tracking and operational reporting.
Deliverables
- Appointment scheduling platform for administration staff
- Therapist diary visibility and role-based access levels
- Delivery location, therapist and client allocation tools
- Client category tracking including VSS, carer and voucher
- Attendance states for attended, DNA and cancellation windows
- Automated SMS reminders within agreed usage levels
- Appointment history and operational dashboard
Operational benefits
- Reduced administration workload
- Better appointment visibility for staff and therapists
- Fewer missed appointments through reminders
- Cleaner data for monthly, quarterly and annual analysis
Phase 3
Secure digital records for therapy workflows.
A digital record system designed around CHWBB's real forms, consent requirements, therapist notes and funded programme monitoring needs.
Forms and records covered
- Client consultation and health information
- Service user consent and data retention consent
- Client cover sheet and therapies offered or selected
- Sessional follow-up notes, oils or products used and observations
- MYMOP initial and final session scoring
- VSS monitoring and registration data where required
Controls
- Mandatory field validation before records can progress
- Therapists only access their own clients
- Administration can view, amend and allocate across the system
- Secure backup, recovery and audit trail functionality
- iPad, laptop, desktop and mobile access
Phase 4
Reporting that supports decisions and funding evidence.
Dashboards and exports that turn booking, attendance, category and outcome data into useful monthly, quarterly and annual insight.
Operational reporting
Attendance, DNA, cancellation, therapist activity, location and service utilisation views.
Funding reporting
Client category, funded programme and anonymous monitoring outputs to help evidence need and impact.
Exportable insight
Visual dashboards and exportable reports for board updates, funder returns and planning meetings.
Package investment
One complete programme, one clear package.
The proposal is positioned as a whole-package digital transformation programme covering planning, the public website, appointment management, digital records and reporting.
Included in the package
- Initial planning, alignment and workflow mapping
- Website redevelopment and digital engagement
- Appointment management and SMS reminder workflow
- Digital client records based on CHWBB's existing forms
- Reporting dashboards and exportable funding evidence
- Training, documentation, launch support and handover
Whole package investment
£####Timeline
A realistic staged delivery plan.
Indicative delivery is around 10-14 weeks once content, access and feedback routes are in place.
Planning and alignment
Confirm workflows, access, content responsibilities, reporting needs and the implementation order.
Website redevelopment
Design, build, content structure, payment pathways, testing, training and launch preparation.
Appointment management
Scheduling workflows, access levels, SMS reminders, categories, attendance and dashboard setup.
Digital client records
Digital forms, validation, permissions, therapist workflows, admin tools, audit trail and backup.
Reporting and analytics
Dashboards, exports, monthly, quarterly and annual views, funding and impact reporting.
These timings are approximate and will depend on content readiness, stakeholder review cycles, third-party integrations and access to any required systems.
Next steps
Confirm the preferred route and begin planning.
Once the Centre is ready to proceed, Leviathan Studios can schedule the kick-off, confirm access requirements and start the planning phase.
To proceed
- Review and approve the proposal
- Confirm preferred implementation phases
- Secure funding approval where applicable
- Complete payment through the Stripe link
- Commence planning and implementation
Contact
JB, Leviathan Studios Ltd
Ready to begin
Secure the project slot and move into planning.
The payment link can point directly to a Stripe Payment Link once it has been created.