What It’s Like to Work With Virtuwell Balance on Your Brand and Website

Today I'm taking you through our entire design process from start to finish!

What actually happens after you fill out our discovery form? Who will you work with, how will we turn your ideas into a brand and website, and when will we need your input?

Hiii, I’m Shayah, the founder of Virtuwell Balance. We’re a boutique branding and web design studio that builds custom Wix websites for therapists, acupuncturists, and other health and wellness practitioners across the U.S. and Canada.

This blog post will walk you through what it’s like to work with our team, from our first conversation to launch day and the support available afterward :)

From Your Discovery Form to a Custom Proposal

Maybe a colleague sent you our way, maybe your business coach referred you to us, maybe you heard me on a podcast, or maybe you found us while searching for a web designer on Google or chatting with an AI tool.

However you got here, when you’re ready to inquire, the first step is to submit our discovery form.

I read every submission myself. We’re a small studio and typically work with about 10 to 12 clients at a time, so I want to make sure we’re well suited to support you.

After reviewing your discovery form submission, I’ll invite you to a Zoom call where we’ll talk about where your practice is today, what feels disconnected about your current brand or website, and what you’d like the work with us to help you achieve.

After the call, I’ll email you a proposal along with our PDF welcome guide, which walks you through our timelines and what to expect. I tailor the proposal to what we discussed and include pricing and payment options so you can review everything at your own pace.

Once you’ve decided to move forward (yay!) and we receive your first payment, we’ll schedule your onboarding call!

What We Plan Together During Onboarding

Before our onboarding strategy call, I'll set up your shared Google Drive folders and Asana project management board.

I lead every onboarding strategy call myself. During this call I’ll show you how to access your shared Google Drive folders (where we keep project files) and your personal Asana board (where you’ll see tasks, due dates, and most of our communication).

Our clients love using Asana for the project management. When you’re juggling a caseload or managing a team, it helps to be able to open one place and see what’s coming up and where we need your input.

We also start making decisions about the website itself.

Which pages will you need? What should someone do when they’re ready to reach out? How should your booking platform fit into that experience? We’ll also talk about your positioning and the people you most want to reach.

After the call, I’ll send you an onboarding questionnaire so we can go deeper into what makes your practice distinct, what your clients are navigating when they come to you, and how you support them.

We’ll also ask you for a few peer websites in your industry so we can do a competitive analysis. Those examples help us understand how other practices talk about similar services and where your approach is distinct (this is important for SEO/GEO).

Once all these pieces are collected we move into brand design.

How We Design Your Brand and Guide Your Photo Shoot

You’ll start with a strategy call with your brand designer. Your designer reviews your onboarding questionnaire and visual inspiration before the call and may have some additional questions for you.

Bring what you know about your practice and the people you serve, and we’ll help you decide how you want someone to feel when they first encounter your brand.

From there, your designer develops a mood board and color palette, explores typography for headings and body text, and begins working on logo concepts.

You’ll review those concepts together on a video call and can make adjustments live. Seeing the logo, colors, and fonts together makes it easier to picture how the brand will feel out in the world.

A question I’d encourage you to ask as you review it is, “Does this reflect how I want clients to experience my practice?”. Remember, branding is not just about what you like, the psychology of branding is about attracting and appealing to your ideal clients.

Your designer may also show you a mockup of how it could look on your website or marketing materials. Once you approve the branding, we’ll put the final files in your shared Google Drive. You own those files and can use them for future marketing materials.

We always begin with your custom brand design first because it sets the vibe, mood, and visual direction for the rest of the project. We allow multiple rounds of revisions, but since we have so much strategy and attention to detail included, sometimes there's no revisions needed.

↓ Screenshot from Asana: one of our clients (Melisa) approved her brand design on the first go with no revisions needed! 🙌🏼🥰

If you’d like professional photos for your practice, we recommend planning a brand shoot once your visual identity is confirmed. Your palette and mood board can help you choose a location, outfits, and lighting that feel aligned with your practice. We’ll guide you on what to ask for and can help you find a local photographer.

For example, a group therapy practice might want individual portraits for clinician bios, a team photo, and a few wider images of the space so prospective clients can picture arriving for a first appointment.

If you need stock photos or videos, we’ll guide you toward licensed imagery that fits your brand and suggest a mix of horizontal and vertical shots so we have options for different page layouts.

Then once branding is approved and we have your photography ready, we move onto copywriting!

How We Write Your Website Copy Together

Our holistic health copywriter creates a shared Google Doc with an outline for every page we’re building. You’ll meet with her to talk through your services, the people you’re speaking to, and the next step you want a reader to take, whether that’s booking a consultation or reaching out with a question.

She drafts most of the copy, often around 60 percent, with the exact split depending on the project. Where we need your perspective or details only you can provide, she leaves specific writing prompts for you.

You might fill in what happens in a first session, explain how you approach a particular concern, or add a detail to your About page that makes it sound more like you. If you run a group practice, we can also give you a template to help you gather consistent bios from your team.

This is a collaborative writing process. You can leave comments, give feedback, or directly edit anything she’s written. She’ll then review your additions and edit the pages so they read consistently.

↓ Screenshot from Asana: one of our clients (Elizabeth) says that the copy we wrote sounds more like her than she does! 😅🥰

If you want to learn more about our copywriting approach, you can review this blog post: StoryBrand for Health Practitioners: How to Clarify Your Message and Connect More Deeply with Clients

This one might also be helpful: What Most Practitioners Don’t Know About Website Copy (And Why It Matters)

Then, our copywriter uses what we’ve learned about your practice during onboarding to choose keywords for each page. We typically draw on your practice name, the services you offer, and the locations you serve.

For example, a page about couples therapy might name the city where you see clients and explain what couples can expect in a first session. We weave those details into headings and body copy where they’re helpful to readers as well as Google and AI platforms.

Once you approve the copy, we move onto website design.

How We Design and Refine Your Custom Wix Website

You’ll meet your web designer on a video call to review some design inspiration including examples of websites you like and what you’d change about others. That conversation helps us understand what you’re drawn to and how you want people to experience your site.

Then, we begin to build your site from scratch in Wix using your approved branding, copy, and photography. We do not use templates and we always start with a blank canvas to create something custom for you :)

We start with designing the home page first since this sets the style and layout for the rest of the site to follow.

↓ Screenshot from Asana: one of our clients (Lushwana) excited about the direction of her website after seeing the home page design! 😇🥰

Once you approve the home page, we use that direction to design the remaining pages. After you approve the entire desktop design, we optimize each page for for mobile viewing as well.

When a design is ready to review, you’ll get a preview link where you can leave comments directly on the page. You’ll also have revision calls with your designer to talk through feedback. Our process includes up to three rounds of revisions for the homepage and up to three for the remaining pages as a group.

What We Include for SEO and AI Search

Our copywriters and web designers handle the foundational SEO and GEO work as part of your website project.

Once you’ve approved the design, your designer finishes optimizing the SEO settings in Wix. We check the heading structure, add descriptive alt text where images convey information, and refine page titles, meta descriptions, and URLs. We also link related pages and make sure your practice contact information is easily visible.

For generative engine optimization (GEO), we focus on making the information about your practice clear and easy to find (this is mainly done in the copywriting phase). We make sure to answer common questions directly in the page copy or an FAQ. That gives search tools clearer information to match with conversational based language. We also install NLweb to help AI platforms better understand and cite the content on your website.

What Happens When Your Website Goes Live

At the end of the project, I’ll review the site with you, answer any final questions, and help you connect your domain and go live.

We provide you with a step-by-step guide to setup and connect Google Search Console and Google Analytics with your new website as well as how to submit your sitemap for indexing.

And that mostly wraps up our whole process :)

↓ Screenshot from Asana: one of our clients (Anna) says that working with Virutwell Balance on her website was the best decision ever! 😇🥰

After Launch, You Can Join Our Website Care Plan

While your website has been designed to serve your practice for years to come, most practices continue to evolve over time. Services change, team members come and go, photos get updated, and small adjustments are often needed as your business grows.

That's exactly why we created the VB Website Care Plan!

Small website updates over time help your site stay relevant, functional, and aligned with your evolving practice. Consistent maintenance can also help extend the life of your website and reduce the need for costly redesigns down the road.

As a member, you get unlimited edit and revision requests through the membership portal, which we complete within 24 to 48 hours. You’ll also have priority access to our team when something goes wrong on your site, you have a question, or you need help making a change.

If you or someone on your team wants to learn how to do more in Wix, you’ll have access to our resource library of self-paced trainings, tutorials, and workshops on topics like blogging and email marketing.

We also do a quarterly website back-end health check. Every quarter our team will review your entire website from front-end design to back-end settings. If we find an issue, we fix it and let you know what we took care of.

If you’re considering a new brand and website for your practice, tell me a little about where things stand and what you’d like to change. You can start by filling out our discovery form. I’ll read it myself and let you know what makes sense as a next step :)

Shayah Reed

Virtuwell Balance Founder

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