CaliDiary lets patients book a first assessment, a follow-up or a place in a rehab class on your physiotherapy clinic's WordPress website. Assessments can run longer than follow-ups, questions about the injury arrive before the patient does, and a physio who works at two clinics only offers the days they are at each.
Riverside PhysioBook 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.
Riverside Physio (a made-up clinic) offers a 60-minute first assessment and 30-minute follow-ups. Each service has its own length, so the calendar only offers a first assessment where a full hour is free. After the assessment, the physio books the follow-up from the Overview screen while the patient is still in the room.
The booking form asks where it hurts, how long it has been going on and whether it followed an accident or sport. On Solo and Pro, a question about the sport appears only when the patient says it was a sports injury. The physio reads the answers before the assessment.
A physio works at the town clinic on Mondays and Wednesdays and at a sports centre on Thursdays. Their hours say where each day is, so patients who choose the sports centre are only offered Thursdays. On Solo this works for up to 3 locations.
The clinic runs a back-care class on Tuesday evenings with 8 places. Patients book a place each and the class stops taking bookings when it is full. On Pro, the same class can also run as a six-week course that patients book in one go.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableNo price, no payment step.
AvailableA timetable, levels, minimum numbers, a course of sessions.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| First assessment | 60 min | $90 |
| Follow-up | 30 min | $60 |
| Sports massage | 45 min | $70 |
| Free 15-minute phone triage | 15 min | Free |
| Back-care class8 places | 60 min | $15 |
Weekly hours with breaks, special dates, holidays, buffers, notice and a booking window.
Customers choose where to come first; each place has its own people and services.
Know what each booking is about before it starts, with no chasing details by email.
Every visit, answer and private note for each customer, in one place.
Several people book the same appointment time, up to the limit you set.
Automatic confirmations and reminders, so customers turn up or cancel in good time.
A physio working alone can start free and move to Solo for follow-up questions, uploads, invoices and up to 3 locations with hours at each. A clinic with several physios, therapists or treatment rooms needs Pro for unlimited people and locations.
Physiotherapy diaries are full of different lengths: long first assessments, shorter follow-ups, massage, classes. Each service in CaliDiary keeps its own length and buffers, and the calendar only offers a time when the whole appointment fits inside the physio's hours, after the minimum notice and around existing bookings. The booking lock means two patients can never be given the same slot.
Many physios split their week between clinics, gyms or sports clubs. With working hours by location, each period of a physio's hours says where it is, so a patient choosing the sports centre only sees Thursdays. Solo covers up to 3 locations for a physio working alone; Pro covers as many as a clinic group needs, each with its own physios and services.
Answers about injuries, referral letters and scan reports are stored in your own WordPress database and a private folder on your server. Only signed-in staff can open uploaded files, and they are deleted with the booking or when a patient asks for their data to be erased. Appointment notes on each booking and private notes on a patient's profile are for staff only. Encrypting sensitive answers in the database is on the roadmap. CaliDiary is booking software, not a patient records system.
Patients can pay on the day, or before the appointment by bank transfer with their own reference. On Solo and Pro, a service can carry a payment link, and invoices are numbered and made on your own site, which helps patients claiming from their insurer. Patients can also pay by card, in full or as a deposit, through your own Stripe, PayPal or Mollie account (Solo and Pro).
Rehab and Pilates classes run from a weekly timetable, with packs of sessions on Solo and Pro and courses on Pro. When the diary is full, patients can join the waiting list and are offered a cancelled appointment by email (Solo and Pro). On Pro, treatment rooms and equipment can be booked as resources alongside the physio, and two-way calendar sync on Solo and Pro keeps your own calendar in step. Text reminders are on the roadmap. See every feature on the features page.
GP appointments, health checks and follow-ups, kept on your own site.
New patient assessments, treatments, massage and acupuncture.
PT sessions, free consultations and small groups, wherever you train.
Introductory calls, weekly sessions and requests you approve.
Start on the free plan, with no booking limit. Upgrade only when you need to.
