Confidentiality is the first concern in a counselling practice: session notes, assessments and messages should not live in a generic calendar tool or a chat app. The second is no-shows and last-minute cancellations. In the system we build, session notes are encrypted and visible only to the treating therapist. Clients book online, secure their slot with a deposit and get a reminder the day before. Video sessions run inside the same system.
Common problems in practices
- Last-minute cancellations and no-shows
- Session notes kept in insecure places
- No single view of several therapists’ calendars
- Packages and payments tracked by hand
Features
Online booking page
Availability by therapist and service, cancellation rules and deposits.
Encrypted session notes
Notes stored encrypted, visible only to authorised therapists; every access logged.
Video sessions
Browser-based video calls, no extra app needed.
Forms and assessments
Intake and consent forms, questionnaires filled in digitally.
Packages and payments
Session bundles, remaining sessions, online payment and invoices.
Centre management
Utilisation per therapist, revenue share and room planning.
How it works day to day
- 1
The client picks a therapist and time on your website and signs the consent form.
- 2
A deposit or payment is taken and the session is added to the calendar.
- 3
A reminder with the cancellation policy goes out before the session.
- 4
After the session the therapist writes an encrypted note.
- 5
At month end therapist payouts and room utilisation are reported.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
A solo practice can often use off-the-shelf booking tools; the key question is where and how session notes are stored.
When custom software pays off
With several therapists, room planning, revenue sharing or your own online therapy platform, custom software gives you full control over privacy and workflow.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 14 screens and 8 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can session notes be stored in a GDPR-compliant way?
Yes. Notes are encrypted, access is role-based and every view is logged. Hosting can be in the EU.
Do clients need an app for video sessions?
No, they join from their browser via a secure link.
Can we set deposit and cancellation rules?
Yes. Late cancellations are handled automatically according to your policy.
Do clients have to download an app?
No. Booking and payment work on the web; a branded app is optional.
