CaliDiary lets clients book a free introductory call or a session on your therapy practice's WordPress website, quietly and privately. You can hold first bookings as requests until you know you are the right fit, keep notes for yourself only, and store everything on your own website rather than on our servers.
Willow Room CounsellingBook an appointment
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Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
Someone visiting Willow Room Counselling (a made-up practice) late at night books a free 15-minute introductory call. The form asks only for a name, an email, a preferred phone number and, optionally, a few words about what brings them. There is no payment step and no long questionnaire.
First sessions are held as requests. The therapist reads the short note, makes sure the work is within their experience, and accepts. If it isn't, they decline kindly, and the client's time is freed straight away.
After the first session, the therapist books the following weeks from the Overview screen while they are together. The 10 minutes after each session are kept free for notes, which are visible only to the therapist.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableThe time is held until you accept or decline.
AvailableNo price, no payment step.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| Introductory call | 15 min | Free |
| Counselling sessionRequests you approve for new clients | 50 min | $75 |
| Couples session | 75 min | $110 |
| Reduced-fee session | 50 min | $40 |
Hold the time and decide yourself whether to accept or decline each booking.
Every visit, answer and private note for each customer, in one place.
Bookings and customer details stay in your own website. We never see them, so never sell them.
Not every booking needs a price: free, pay later, bank transfer or card, chosen per service.
Know what each booking is about before it starts, with no chasing details by email.
Every customer can book, by keyboard, screen reader or touch. Tested to WCAG 2.2 AA.
The free plan covers one therapist with introductory calls, requests you approve, private notes and bank transfer details. Solo adds yes / no questions and "show only when" rules, payment links and invoices. A practice where several therapists take bookings needs Pro.
People looking for a therapist are often anxious about the first contact. A booking form that asks little, explains clearly and never shows pressure can make the difference between booking and closing the page. CaliDiary's form works on a phone, by keyboard and with screen readers, and is tested to WCAG 2.2 AA.
Emails go from your own website. On the booking form you decide what to ask, and on Solo and Pro you can ask whether it is safe to leave a voicemail, and show a follow-up question only when it is needed.
Minimum notice stops last-minute bookings, buffers after each session protect time to write up and reset, and time off closes the diary for your holidays and supervision. If you prefer to fix weekly times with each client, book the sessions yourself from the Overview screen; the booking lock makes sure nobody else can take them.
Sessions can be paid on the day or beforehand by bank transfer, with the client's own reference. Introductory calls can be free, with no payment step. On Solo and Pro you can add a payment link per service and make numbered invoices. Clients can also pay by card through your own Stripe, PayPal or Mollie account (Solo and Pro).
On Solo and Pro, online sessions get their own video link, several reminders can go out before each session, and clients can see their sessions with you in the customer portal. Encrypted answers and text reminders are on the roadmap. See every feature and its plan on the features page.
Chemistry calls, coaching sessions and small group workshops.
GP appointments, health checks and follow-ups, kept on your own site.
Free advice appointments and call-backs, with sensitive details kept on your own site.
Assessments, follow-ups and rehab classes, across your clinics.
Start on the free plan, with no booking limit. Upgrade only when you need to.
