
Spaces Therapy Success Story
Spaces Therapy LA, a thriving group therapy practice in Los Angeles with 10 team members, faced challenges in managing its client relationships and operational workflows. Led by founder Janie Glassmith, the practice sought a robust mental health practice management software to streamline their:
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Referral process
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Client intake
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Daily operations
While maintaining their core values of compassion and care.
The solution? Admirra—a CRM designed specifically for
mental health practices.
Challenges of Managing Growth in Mental Health Practices
As Spaces Therapy LA experienced rapid growth, their reliance on outdated spreadsheet-based systems created inefficiencies and inconsistencies.
Key issues included:
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Manual Processes: Staff spent excessive time manually tracking referrals, compiling metrics, and following up with clients.
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Inconsistent Communication: Missed follow-ups caused potential clients to fall through the cracks, undermining the practice’s commitment to care.
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Onboarding Challenges: Transitions between intake coordinators disrupted processes, making it difficult to provide seamless client experiences.
“When someone reaches out for therapy, they’re often in a vulnerable place,” said Glassmith. “We wanted every step of the process to reflect care and professionalism, but our system made that hard to achieve.”
Finding the Right Therapy CRM for Group Practices
After evaluating multiple platforms, Glassmith chose Admirra for its ease of use and alignment with the unique needs of mental health practices. Admirra’s tools addressed critical pain points, offering:
Streamlined Client Intake Processes
Automating referral tracking and providing real-time updates, replacing error-prone spreadsheets.
Therapist Matching Tool
Ensuring clients were matched with therapists based on expertise and availability, even during staff changes.
Streamlined Client Intake Processes
Pre-built email templates tailored to Spaces Therapy LA's tone, enabling consistent and compassionate client communication.

“Admirra brought clarity to every stage of the client relationship. We can now track where each client is in the process and ensure they’re getting the attention they deserve.”
- Janie Glassmith, Founder of Spaces Therapy
Implementation and Adaptation of Mental Health Practice Software
The transition to Admirra was seamless. Within weeks, Spaces Therapy LA’s workflows and email templates were fully customized to suit their operations. Glassmith’s team quickly adapted to the platform’s intuitive interface.
“Most of the heavy lifting was done upfront in defining our workflows and email content,” said Glassmith. “Once we got started, it was easy to make adjustments as we learned what worked best.”
RESULTS:
Improved Efficiency and Client Retention
Since implementing Admirra, Spaces Therapy LA has achieved measurable success:
90% Reduction in Meeting Prep Time
Automated processes freed up staff to focus on client care.
Enhanced Client Retention Rates
Consistent and timely communication kept clients engaged.
Data-Driven Insights
Admirra’s analytics enabled the team to track trends, refine marketing strategies, and optimize internal processes.
Using Admirra’s mental health CRM tools, the practice gained a deeper understanding of client needs. For instance, tracking seasonal referral trends informed blog topics and targeted advertising strategies.
“We book so many more clients due to the clarity and ease of our systems now that we have Admirra—those kept clients alone make it worth 10x what they’re charging!” ​
- Janie Glassmith, Founder of Spaces Therapy

Lessons Learned: Adapting Workflows for Maximum Impact
Glassmith highlighted the importance of flexibility and adaptability when adopting mental health software for therapists.
“We realized how critical it was to adjust workflows as we learned more about our clients and team dynamics,” she noted. “The flexibility to make changes quickly has been a game-changer.”
For Spaces Therapy LA, implementing Admirra marked a turning point. By choosing a therapy CRM tailored to mental health practices, they not only improved operational efficiency but also reinforced their commitment to compassionate client care. Admirra’s intuitive tools and analytics continue to support Spaces Therapy LA in delivering exceptional outcomes for their clients and staff alike.​