Colorado Therapy Collective is a leading group practice based in Denver, Colorado, specializing in couples and adult individual therapy. Founded by Nancy Brittain, the collective has grown into a sophisticated team of 11 therapists and interns operating across both physical and virtual locations. To support their high standards of care as they scale, Nancy implemented Waybook to centralize institutional knowledge and streamline the practice's internal operations.
As the collective expanded to 11 team members, the informal systems that worked for a smaller group began to create friction. Nancy realized that for the business to grow, she needed to move institutional knowledge out of her head and into a centralized system.
The practice originally managed its policies and procedures through Google Docs. While this served the team well in its early stages, Nancy identified a need for a more dynamic way to manage updates and track version control. She sought a solution that would ensure every team member - whether in person or virtual - was consistently referencing the most current information.
Without a searchable "source of truth," Nancy and her operations director were often pulled into the "weeds" of the business to answer the same operational questions. This repetitive cycle was not only a drain on leadership time but also created a reliance on Nancy for information that should have been easily accessible to the team.
During onboarding, Nancy struggled to feel certain that new hires had truly absorbed the practice's policies. Because there was no system to confirm that information had been delivered and understood, it was difficult to hold employees accountable to the practice's standards without feeling she had to repeat herself.
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"I found it draining. I found it frustrating. I think I would feel frustrated with employees even though it wasn't fair, because that was the system that I had created and the ecosystem that they were living in."
Nancy implemented Waybook to serve as both a central knowledge repository and a structured onboarding platform, allowing her to "outsource" the repetitive elements of management.
The collective now utilizes Waybook Pathways to guide new hires through their training in a logical sequence. By building distinct tracks for clinical therapists and administrative staff, Nancy ensures that every team member receives a tailored curriculum that sets them up for success from day one.
Waybook serves as the primary repository for all SOPs, clinical resources, and institutional knowledge. By centralizing these materials, the team has a reliable, searchable home for everything from payroll procedures to intake coordination, allowing them to work with greater independence.
Waybook allows Nancy to set clear expectations across the whole team simultaneously. Whether introducing a new policy on AI usage or refreshing yearly compliance standards, she can push updates to the entire team, ensuring total alignment without the need for individual corrective conversations.
"Waybook is a place that you can keep all your policies and procedures as well as institutional knowledge... you're creating pathways so that it's not just all there, but you're also directing people how you want to work through it."
The transition to Waybook was a growth point for Nancy as a founder. While the initial challenge was deciding on a structure, she found that by "brain-dumping" content and importing scattered docs, the ideal shape for the collective’s system emerged naturally.
"The advice I'd give is to jump in and just start using it. Start small... every time you notice that you're answering something that you've answered before, go to Waybook and write something about it."
Since implementing Waybook, Colorado Therapy Collective has transformed its onboarding and daily operations into a more efficient, self-sustaining system.
Nancy estimates that Waybook now delivers 6 to 8 hours of training that previously had to be handled personally by herself, the practice manager, or the clinical director.
The practice can now get new therapists fully onboarded within one to two weeks without leadership having to put aside their primary strategic responsibilities to manage the training.
By establishing Waybook as the first point of call, therapists are empowered to find their own answers. When they do ask a question, it is usually to identify a gap in the documentation rather than a repeat inquiry.
With quizzes and completion tracking, Nancy no longer has to "second-guess" her systems. She has verified proof that her team has read and understood the practice’s most important policies.
"The ROI has been really good for us... it pays for itself in just some of the time back in onboarding, the time back in administrative work and leadership work, and in empowering employees."
Waybook has enabled Nancy to step back from the daily "weeds" and focus on higher-level strategy. It has also become a tool for assessing "fit," as Nancy can see which new hires take ownership of the resources provided to work independently.
"It gives me more space to do that [high-level tasks]. It also gives me space to kind of articulate what's important to me... how do I step back and build the machine?"
With a year and a half of usage, Waybook is now a permanent fixture in the practice’s culture, providing the foundation for the collective to continue serving the Denver community with consistency and excellence.
"I probably would have started it sooner if I had known about it... if you get into that practice, it reaps rewards."
By evolving from traditional document storage to the structured environment of Waybook, Colorado Therapy Collective has successfully optimized its operations. The result is a more empowered team, a more focused leadership, and a practice that is built to scale.
