Scheduling software for therapists that makes client care simpler
Give your practice a calm, stress-free scheduling system. Whether you’re a solo therapist or coordinating a multi-therapist practice, clients can book sessions instantly—so you spend less time managing calendars and more time supporting their wellbeing.
Trusted by private practices, counselling centers, psychologists, and mental health teams
Simple, self-service booking for every client
Make therapy session booking effortless. Clients can schedule one-on-one counselling sessions, private therapy consultations, or even couples therapy at any time—no back-and-forth emails required. Koalendar syncs automatically with your calendars to protect your time.
- 24/7 client self-booking
- Automatic calendar sync to prevent double-booking
- Perfect for solo therapist practices and growing counselling centers
- Smart time-zone detection for telehealth and hybrid setups
Reduce no-shows and support consistent progress
Therapy relies on consistent client attendance. Automated reminders, confirmations, and follow-ups help clients stay engaged—whether it’s a weekly session, a new-client consultation, or a recurring therapy appointment.
- Automated email & SMS reminders
- Easy client rescheduling
- Follow-up messages to maintain continuity of care
- Ideal for recurring therapy and long-term treatment plans
Intake forms that help you prepare sessions faster
Capture important details before each session. Custom intake forms help you understand client needs, share preparation materials, and even collect files such as assessments or background information—so every appointment begins with clarity.
- Customizable intake forms for new and returning clients
- Collect documents or assessments securely
- Share pre-session worksheets or instructions
- Automated reminders and follow-ups included
A calm, organized schedule you can trust
Stay fully in control of your therapy practice. Your agenda updates instantly as clients book, cancel, or reschedule. Whether you manage grief counselling appointments, group therapy sessions, or multi-therapist coordination, everything stays visible and stress-free.
- Clear, real-time agenda view
- Automatic updates for every change
- Perfect for hybrid or fully online therapy practices
- Ideal for multi-therapist scheduling coordination
Testimonials
Therapists ❤️ Koalendar
See how mental health professionals simplify their booking flow, reduce admin work, and improve client access to counselling with Koalendar.
“We’ve doubled our attendance rates and number of bookings, reduced the time we spent on scheduling by like 12 hours per person, per week, and everything is completely customized with our school’s colors and logo.”
“I use Koalendar to schedule tutoring session with students. I was able to get it set up and sent to students in about 5 minutes. Support was extremely friendly and is a real person rather than a robot or outsourced.”
“I was looking for a free, easy manageable and customisable calendar app for ages. Koalendar offers all that. So I have recommended the app already to 2 of my colleagues.”
“Koalendar has made scheduling meetings and calls so much easier. I no longer have to send over an email with all of the dates/times I am free. I just simply send a link and they can see the times I have open. I love it!”
“This has been a great tool to schedule virtual appointments with my students. I am able to easily provide a link under my signature in my email and on Google Classroom. Students can easily set up an appointment that works for them. This has been a tool for keeping appointments organized.”
“When Doodle dropped their calendar sharing support, I tried different tools but they all didn't provide the features I was looking for. Eventually I found Koalendar and it's exactly what I need. It has a free version, it's easy but flexible to configure and people wanting to book a meeting with me can do it fast and easy.”
“This software has changed the way I hire and interview new hires. With Koalendat it allows the candidates to self-schedule themselves for the interview day.”
Everything therapists need in one simple platform
Built for therapy practices — secure, flexible, and client-friendly.
- Set up pages for individual therapy, couples sessions, group therapy, or consultations. Real-time availability helps clients book without friction.
- Send branded confirmations and reminders so clients stay engaged between sessions. Ideal for ongoing treatment and recurring appointments.
- Let clients choose between Zoom, Google Meet, phone, or in-office appointments. Great for hybrid therapy setups or online therapy services.
- Collect background details, session goals, file uploads, or assessments before the session. Works for new-client onboarding and ongoing therapy.
- Sync with Google, Outlook, or iCloud calendars to avoid double-bookings. Your availability updates automatically in real time.
- Password-protect pages, control access, and manage bookings with secure links—ideal for private practices and confidential sessions.
- Assign clients to specific therapists or use round-robin scheduling for balanced caseloads. Perfect for counselling centers and group practices.
- Charge for consultations, individual therapy sessions, or packages via Stripe. Reduce unpaid no-shows and keep revenue predictable.
- Set recurring hours, limit bookings, close specific dates, or create seasonal availability. Great for therapists managing complex workloads.
- Use analytics to understand booking trends, attendance, and practice growth. Helpful for both solo and multi-therapist practices.
Create booking pages for every service
Automate reminders, confirmations, and follow-ups
Offer secure virtual or in-person session options
Customize intake forms for deeper understanding
Keep your schedule synced and protected
Protect sensitive client information
Manage multiple therapists effortlessly
Collect session payments upfront
Adapt availability to your practice
Track performance and client engagement
Integrations
Connect your therapy practice with the tools you already use
Sync effortlessly with Google Calendar, Zoom, Stripe, Gmail, and hundreds more via Zapier—keeping scheduling, communication, and payments running smoothly.
Frequently asked questions
Have a different question and can’t find the answer you’re looking for? Reach out to our support team by sending us an email and we’ll get back to you as soon as we can.
Scheduling software for therapists lets clients book sessions online while keeping your calendar updated automatically. It includes features like reminders, intake forms, secure booking links, and calendar sync to reduce admin and improve client access to counselling.
Yes. Koalendar works perfectly as psychologist scheduling software and supports counselling centers with multiple therapists. You can create individual booking pages, share availability, or use round-robin assignment to distribute client sessions.
Absolutely. You can embed Koalendar on your therapy website so clients can book appointments without leaving your page. It works on both desktop and mobile.
Yes. With custom intake forms, you can gather assessments, background details, or uploaded files before the session. This helps you prepare for each therapy appointment more effectively.
Yes. You can offer video sessions through Zoom, Google Meet, or Microsoft Teams. Smart time-zone detection ensures clients always see the correct session times.
Scheduling software for therapists made simple
Start free with Koalendar and create a calm, efficient scheduling flow for your clients and your practice.
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