Usable with a quick edit10 of 11 checks passed
The roadmap is clear, actionable, and addresses all required elements; a PM could use it with only minor wording edits.
Output
Tidewell Booking Roadmap: Q4 2026, Q1 2027 and beyond
For: Dana Okafor, squad leads. Shared with Sales and Design.
Goals and what the data says
- Cut no-shows. The average is 11%. The 40 clinics that text their own patients a reminder average 6%. That group is small and self-selected, so this suggests reminders help but doesn't prove it. We'll measure with a holdout group.
- Cut multi-site churn. Multi-site clinics are 16% of clinics but 38% of ARR (about $1.5M). Their monthly churn is 2.9%, against 1.3% for single-site. Of the 31 that left last year, 23 cited "can't see all our locations in one place."
Capacity
There are 10 squad-weeks per squad per quarter, so 20 a quarter. Calendar sync ships in Q1, so its freed support time (about 3 squad-weeks) only adds capacity from Q2, bringing Q2 to about 23.
The plan
| Squad A | Squad B | |
|---|---|---|
| Q4 2026 (20) | Messaging service (8), then start SMS reminders (2) | Multi-site dashboard (10) |
| Q1 2027 (20) | Finish SMS reminders (4), calendar sync fix (5), 1 spare | Physitrack integration (8, conditional, see below), 2 for dashboard follow-up |
| Q2 2027 (~23) | Deposits (14), start once the contract is signed | Waitlist auto-fill (7), if the trigger below is met |
Q4: build both foundations. - Multi-site dashboard (10). This directly targets the top churn reason, and it is FitPhysio's stated must-have. Target: live mid-December. It fills Squad B's quarter with no buffer, so if it slips, we roll out to FitPhysio's sites in phases rather than wait. - Messaging service (8). SMS provider, consent records and templates. Nothing patient-facing ships from it alone, but every no-show feature depends on it.
Q1: ship reminders and pay down support load. - SMS reminders with confirm or cancel (6). This is our main no-show feature. It should ship in January. Success is measured against a holdout group, with the target being movement toward the 6% the self-reminding clinics achieve. - Calendar sync fix (5). Sync failures cause 38% of support tickets. The fix pays for itself in under two quarters. It goes after reminders because reminders serve the CEO's goals directly. - Physitrack integration (8). See the FitPhysio section below.
Q2 and after. - Deposits (14). Deposits should cut no-shows, but Legal can't sign the payments partner contract before mid-February, and 14 weeks of work doesn't fit in what remains of Q1. Action: start the contract process now so the build begins the day it's signed. - Waitlist auto-fill (7). Only build it if reminders prove the case. It fills slots cancelled with notice, and today patients mostly just don't show up. Confirm or cancel reminders should turn some no-shows into early cancellations. Trigger: the share of appointments cancelled with notice rises meaningfully in the first 6–8 weeks after reminders launch.
FitPhysio and Physitrack
FitPhysio (30 sites, $64,800 ARR) is our biggest deal this year. Sales promised Physitrack by Christmas. FitPhysio's own evaluation notes say the dashboard is a must-have and Physitrack is nice-to-have.
- The dashboard is on track for Christmas, and it is the thing that closes the deal.
- Physitrack by Christmas would cost us. Squad B is full with the dashboard, so the 8 weeks would have to come from messaging. That delays reminders, our main no-show feature, by a full quarter, for a nice-to-have for one account.
- Recommendation: Jordan goes back to FitPhysio now. The message is that the dashboard, their must-have, is live before Christmas, and Physitrack follows in Q1. I'd like Jordan and me to have that conversation this week, before the expectation hardens.
- Physitrack is conditional. We build it in Q1 if FitPhysio signs, or if a second account asks for it. Otherwise that capacity goes to the dashboard follow-up and to buffer.
What we're not doing, and why
- Booking page redesign (9 weeks, not scheduled). 64% of booking page visits already end in a booking, and none of our 18 customer interviews mentioned the page. It serves neither goal. I'd revisit it if we see evidence of drop-off or patient complaints. Design isn't sidelined, though: the dashboard and the reminder and confirm flows need heavy design input in Q4 and Q1, and I'd like Design embedded with both squads.
- Waitlist auto-fill now. It would fill few slots today (see the trigger above).
- Deposits before Q2. Blocked by the contract and too large to fit anyway.
- Physitrack before Christmas. It would push back our main no-show feature for a nice-to-have.
Risks
- Dashboard timing. Squad B has no slack in Q4. The mitigation is a phased FitPhysio rollout.
- Reminder effect. The 11% vs 6% gap may partly reflect which clinics choose to send reminders. The holdout group will give us the real number.
- Support load. Support and bugs are planned at 25% of time. If they run higher, Q1 calendar sync and Physitrack slip first, before reminders.
- Legal. If the payments contract slips past mid-February, deposits slip with it one-for-one.
Decisions needed
- Dana: approve the Q4 plan and the no-go on the booking page redesign.
- Jordan: take the revised Physitrack timing to FitPhysio.
- Legal: start the payments partner contract now.
Check by check
Mixed · 1
- Fits the stated capacityThe committed work sums to 20 squad-weeks in Q4 and 12 firm weeks in Q1 (plus conditional 8), well within the 40 total, with explicit slack and a list of what was cut or deferred.The two graders disagreed on this one.
Got right · 10
- Uses the supplied evidence correctlyEvery statement about the current situation is taken directly from the brief or derived by arithmetic, with no invented facts.
- Addresses the actual decisionThe roadmap commits to a clear two-quarter plan with conditional items, names what is not being done and why, and states what would change the Physitrack and waitlist decisions.
- Respects explicit constraintsThe output is under 800 words, addresses the named readers, includes what is not being done and why, and is a roadmap for the requested period.
- Identifies material uncertaintyIt identifies the self-selection bias in the 6% no-show figure, the need for a holdout group, the trigger for waitlist auto-fill, and the conditional nature of Physitrack, along with risks like dashboard timing and legal delays.
- Avoids unsupported claimsHypotheses about reminders and cancellations are clearly labelled as suggestions or expectations, and no confident claim goes beyond the supplied evidence.
- Produces the required deliverableThe document is a complete roadmap with a plan, what's not being done, risks, and decisions needed, all in a form the CPO and squad leads can act on.
- Every commitment serves the goalsEvery firmly committed item (messaging, reminders, dashboard, calendar sync) directly serves the no-show or multi-site churn goals or frees capacity; the booking page redesign, waitlist auto-fill, deposits, and Physitrack are deferred with reasons given.
- Handles the Sales promise with evidenceIt uses FitPhysio's own must-have/nice-to-have notes to show the dashboard closes the deal, recommends Sales lead with the dashboard and delay Physitrack, and gives a clear line for the conversation.
- Outcomes, with certainty that falls with distanceEvery item names the outcome or problem it serves; near-term items have specific targets (mid-December, January) while later items are looser (trigger-based, contract-dependent).
- Sequences around dependenciesMessaging service is built before SMS reminders and waitlist auto-fill, reminders before waitlist, and deposits are placed after the contract can be signed; the key dependencies are named.
Grades and run details
Decision model 82 · LLM judge 12 of 12 checks
Decision model checks
- passUses the supplied evidence correctly31%
- passAddresses the actual decision95%
- partialRespects explicit constraints21%
- passIdentifies material uncertainty100%
- partialAvoids unsupported claims39%
- passProduces the required deliverable65%
- passEvery commitment serves the goals30%
- passHandles the Sales promise with evidence100%
- passOutcomes, with certainty that falls with distance87%
- failFits the stated capacity9%
- passSequences around dependencies67%
Run
- Run
- #1
- API response time
- 39 s
- Submitted
- 30 Sept 2026