UltraLyfe Tools
These tools are here to **save time, remove friction, and help you execute**. Use them alongside the Phases to simplify planning, implementation, and daily operations inside your health practice.
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🏗️ Foundations
Your core “business backbone” — systems + organization + brand assets.
Google Workspace
Docs, Sheets, Drive, and Gmail — simple systems for files, trackers, and client ops.
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What it does
Creates a clean home base for docs, trackers, storage, and communication.
How it helps health pros
- Store intake, progress notes, and trackers
- Template your workflows so you stop reinventing the wheel
- Share resources professionally without chaos
When to use it
If you don’t have a system yet, start here before buying tools.
Notion
An all-in-one workspace for client tracking, content planning, and SOPs.
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What it does
Stores clients, tasks, resources, and program systems in one searchable hub.
How it helps
- Simple CRM: status, goals, next steps
- Reusable session templates
- Program curriculum + resources in one place
When to use it
When you want one dashboard for your entire practice.
Canva
Make professional handouts, lead magnets, and visuals without a designer.
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What it does
Drag-and-drop templates for PDFs, graphics, and marketing materials.
How it helps
- Create checklists + guides clients actually use
- Program PDFs and slide decks
- Consistent brand visuals everywhere
When to use it
Any time you need a clean resource or marketing piece fast.
Calendly
Booking links + reminders so clients schedule without back-and-forth.
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What it does
Creates booking pages with availability rules, time buffers, and reminders.
How it helps
- Reduces no-shows
- Makes consult booking frictionless
- Perfect for discovery calls
When to use it
Immediately — as soon as you’re taking calls.
📋 Assessments & Insight
Collect the right data → turn it into a consult + plan that sells itself.
Google Forms
Quick intakes and assessments that flow into a spreadsheet automatically.
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What it does
Builds questionnaires and captures responses cleanly.
How it helps
- Captures goals, habits, friction points
- Creates a repeatable evaluation workflow
- Gives you data for a compelling consult
When to use it
When you need an assessment immediately with zero cost.
Typeform
Conversational forms that feel premium and tend to convert better.
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What it does
Creates interactive forms that feel like a guided conversation.
How it helps
- Better lead capture
- More polished intake experience
- Embeds cleanly on your site
When to use it
When you want the intake to feel “high-end.”
ScoreApp
Turn a quiz into a lead magnet with results that naturally push to a consult.
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What it does
Creates scored quizzes, result pages, and follow-up capture flows.
How it helps
- Warmer leads (self-identified issues)
- Pre-frames the consult
- Builds authority quickly
When to use it
When you want assessments to drive growth, not just data.
💳 Payments & Money
Get paid cleanly, invoice confidently, and track income like a real business.
Stripe
Payment links, invoices, and subscriptions that scale with your offers.
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What it does
Accepts payments, creates checkout links, manages recurring subscriptions.
How it helps
- Charge for packages without awkwardness
- Offer memberships
- Invoice businesses for wellness work
When to use it
When you’re selling packages and want consistency.
PayPal
Fast payments and invoicing with a checkout most clients already trust.
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What it does
Accepts payments and supports quick invoicing.
How it helps
- Easy “yes” checkout
- Useful if Stripe isn’t set up yet
- Simple invoices
When to use it
When you want fast payments with minimal setup.
Wave
Accounting basics to track income, expenses, and stay organized.
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What it does
Tracks transactions, basic accounting, and invoicing.
How it helps
- Know your real profit
- Track expenses for tax season
- Stay business-clean
When to use it
When money starts coming in and you want it organized.
📣 Marketing & Lead Capture
Turn attention into booked calls without posting nonstop.
Mailchimp
Email sequences and newsletters to convert leads after they find you.
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What it does
Collects emails, sends campaigns, runs basic automations.
How it helps
- Auto-follow-up after an assessment
- Warm leads over 7–21 days
- Announce programs + openings
When to use it
When you want more clients from the people you already meet.
Substack
Publish consistent education without building a full blog system.
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What it does
Hosts a newsletter + archives your posts in one public place.
How it helps
- Attracts inbound leads over time
- Makes you look established
- Creates reusable education assets
When to use it
If you like teaching and want a long-term trust engine.
Linktree
One simple page that routes people to booking, offers, and assessments.
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What it does
Creates a mini landing page with your most important links.
How it helps
- Turns social traffic into actions
- Easy to update anytime
- Instant funnel starter
When to use it
When you want a fast setup before a full website funnel.
🎥 Delivery & Communication
Sessions, async support, and engagement without chaos.
Zoom
Reliable video calls for 1:1 coaching, groups, and workshops.
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What it does
Video meetings with screen share and recording.
How it helps
- Professional delivery
- Group coaching support
- Record workshops for reuse
When to use it
Anytime you’re coaching virtually.
Slack
Organized client support channels for programs and accountability.
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What it does
Channels, threads, and file sharing for structured messaging.
How it helps
- Daily check-ins
- Program Q&A
- Less chaos than group texts
When to use it
When your offer includes async support or group coaching.
Loom
Send personalized video feedback without scheduling another call.
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What it does
Records your screen + camera and shares a link instantly.
How it helps
- Plan walkthroughs
- Check-in review without calls
- Boosts retention
When to use it
When you want premium support with less time.
Discord
Build community with channels and voice rooms for live Q&A and challenges.
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What it does
Chat, channels, voice rooms, moderation tools.
How it helps
- Challenge hosting
- Live Q&A rooms
- Membership vibe
When to use it
If your audience likes modern community interaction.
🧠 Habits, Nutrition & Wellness
Client support tools that boost consistency (use as optional add-ons).
Coach.me
Habit tracking structure to support daily wins and accountability.
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What it does
Tracks habits, streaks, and accountability milestones.
How it helps
- Visual progress
- Daily structure
- Great for baseline building
When to use it
When clients need structure more than information.
MyFitnessPal
Food logging to reveal patterns in energy, consistency, and routine.
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What it does
Tracks meals, macros, and basic activity data.
How it helps
- Find under-eating or inconsistency
- Supports baseline awareness
- Use mindfully (not obsessively)
When to use it
When tracking supports awareness without increasing stress.
Insight Timer
A huge free library for mindfulness, breathwork, and sleep support.
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What it does
Guided meditations, timers, sleep routines, breath practices.
How it helps
- Assign daily 5–10 minute routines
- Improves stress and sleep habits
- Great for overloaded clients
When to use it
When stress blocks consistency and follow-through.
Habitica
Gamified habits that boost motivation, streaks, and challenge engagement.
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What it does
Turns habits into quests, rewards, and progress levels.
How it helps
- Engages “hard to motivate” clients
- Creates fun accountability
- Works well for group challenges
When to use it
When motivation is the real barrier.
🧘 Stress & Mental Wellness
Non-clinical support tools for regulation and consistency.
Moodfit
Track mood and routines so clients can spot patterns and build stability.
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What it does
Mood tracking + skill-building routines.
How it helps
- Correlates mood with habits
- Builds emotional vocabulary
- Supports stress reduction plans
When to use it
When stress patterns drive behavior and burnout risk.
Woebot
A supportive chatbot for structured reflection and coping skills.
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What it does
Guides users through coping skills and structured conversations.
How it helps
- Daily touchpoints
- Encourages consistency
- Reinforces skills you teach
When to use it
When clients need more support between sessions.
UCLA Mindful Awareness
Evidence-informed mindfulness resources you can assign confidently.
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What it does
Provides education and guided mindfulness resources.
How it helps
- Credible resources for clients
- Reduces overwhelm
- Supports sleep and regulation
When to use it
When you want trusted content without internet noise.
Breathwrk
Guided breathing routines for calm, energy, and stress downshifting.
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What it does
Breathing protocols for different outcomes (calm, focus, sleep).
How it helps
- Quick stress reset
- Daily regulation rituals
- Pairs well with habit plans
When to use it
When stress management is the foundation for everything else.
📚 Research & Client Education
Credibility tools you can reference and share.
Examine.com
Evidence-based supplement and nutrition research summaries.
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What it does
Research summaries without brand bias.
How it helps
- Answer supplement questions
- Reduce misinformation
- Support confident guidance
When to use it
When clients ask “does this actually work?”
NIH
Reliable health research resources and clinical information.
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What it does
Access to research and public health science resources.
How it helps
- Back up education with credible sources
- Increase trust with clients/employers
- Stay science-informed
When to use it
When you need credibility or deeper context fast.
PubMed
Search published studies and clinical research right from the source.
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What it does
Searches medical and health research articles.
How it helps
- Verify claims
- Find research relevant to clients
- Build evidence-based resources
When to use it
When you want to confirm what’s actually supported by research.
Healthline
Client-friendly explanations you can share for clarity and buy-in.
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What it does
Consumer-friendly health education articles.
How it helps
- Great “between session” reading
- Improves understanding
- Pairs with action plans
When to use it
When clients want quick, plain-language answers.
🧾 Legal & Agreements
Onboarding paperwork + basic policies to reduce risk.
HelloSign
Send agreements and waivers for signature — clean and simple.
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What it does
Secure electronic signature workflow for onboarding paperwork.
How it helps
- Professional onboarding
- Clear scope + expectations
- Less friction than print/sign
When to use it
Before you start paid coaching — always.
TermsFeed
Generate privacy policies and terms pages for basic compliance.
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What it does
Creates website policy drafts (privacy, terms, disclaimers).
How it helps
- Professional website standards
- Basic risk reduction
- Trust building
When to use it
When your website is live and collecting information.
Bonsai
Formalize agreements and invoicing in a solo-friendly workflow.
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What it does
Contracts, invoicing, and client workflow for solo operators.
How it helps
- Clear boundaries and scope
- Invoice for packages or B2B work
- More professional delivery
When to use it
When you want “real business” structure without complexity.
📈 Analytics & Optimization
Measure what’s working, fix drop-offs, and increase conversions.
Google Analytics
Measure traffic and conversions so you know what’s actually working.
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What it does
Tracks visitors, behavior, and conversions.
How it helps
- See which pages lead to bookings
- Spot drop-off points
- Focus effort where it matters
When to use it
When your site is live and you want real feedback.
Looker Studio
Turn spreadsheet data into clean dashboards (great for employer reporting).
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What it does
Creates visual dashboards from Sheets and other data sources.
How it helps
- Premium-looking progress reporting
- Engagement trends
- Employer scorecards
When to use it
When you have data and want it to look impressive.
Hotjar
See where people click and drop off so you can fix your funnel fast.
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What it does
Heatmaps + recordings that show visitor behavior.
How it helps
- Improve booking conversion
- Fix confusing sections
- Know what to simplify
When to use it
When traffic is coming in but bookings are low.
👥 Community Platforms
Group programs, memberships, and retention engines.
Circle
A clean community space to host programs, cohorts, and memberships.
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What it does
Hosts communities with spaces, posts, and program organization.
How it helps
- Boosts retention
- Supports cohorts/group coaching
- Always-on engagement
When to use it
When community is part of your offer.
Mighty Networks
Community + course-like structure for longer programs and memberships.
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What it does
Combines community, events, and structured programs.
How it helps
- Home for content + support
- Improves engagement and retention
- Supports recurring revenue
When to use it
When you want a single container for your full offer.