Ayaruna Gardens

Content lived in three places: the site copy, a spreadsheet of retreat dates, and an inbox full of applications. Every published change was manual, and nothing the garden knew about a guest survived the handoff between those places — a real problem when guests fly in from abroad and a remote facilitator needs their context days or weeks later.

The public experience also needed a distinct visual identity appropriate to the organization rather than the generic appearance of an event platform.

A custom interface designed for Ayaruna, connected to the shared Groundwork-compatible data structure. Retreat dates, offerings, and journal entries are authored once and published through the site.

Applications post through a guarded endpoint into the same inquiry tables the practitioner already works in, so the pipeline is one list rather than an inbox.

Guests are walked through structured diagnostic intake forms before they ever arrive at the retreat center — medical history, prior experience, intentions, and contraindications — step by step, with the questions and branching logic the facilitators actually use. Because guests travel from across the world to a remote Amazon location, this preparation is essential: the on-site team needs each guest's context before they are on the ground, not after. The forms are part of the application flow, not a separate document to chase down, so a completed application already carries the context the team needs.

Those records live in the same secure, private system as the guest's profile and application. Nothing is emailed around or pasted into a spreadsheet. Each guest's intake, history, and progress is attached to a single record that the right people can see — and only the right people, enforced at the data layer.

Ayaruna employs a network of remote integration facilitators who support guests before travel and during the aftercare period that follows a retreat. Working from different locations, they all look at the same shared profile: the intake answers, the event they attended, and notes from whoever followed up last. Progress and follow-up can be tracked across facilitators without anyone re-collecting information the guest already gave, and without the record leaving the system.

Every record is securely scoped to its owner at the data layer. The same information powers the organization’s management tools and public site, with no export step in between.