CRM for Therapists: Manage Your Therapy Practice Better

Yes, all data in Kabooly is encrypted and stored securely in European data centres. You can add detailed notes to each client record, and control who on your team can access them through role-based permissions.

Therapists typically use Kabooly to track client enquiries through to regular bookings, store session notes, send appointment reminders, and stay in touch with past clients. The booking system lets clients self-schedule, reducing admin time.

Absolutely. Kabooly is UK-based with European data storage, making GDPR compliance straightforward. We provide tools for managing consent, handling data requests, and maintaining proper records.

Yes, our booking system lets you share a link where clients can see your availability and book sessions directly. You control your available hours and which slots are offered.

You can customise pipeline stages to match your process, for example: Initial Enquiry, Consultation Booked, Assessment Complete, Ongoing Client. This gives you a clear view of where each potential client is in their journey.

You can create email campaigns and templates for reminders. While fully automated reminders require some setup, you can easily send reminder emails to upcoming appointments with a few clicks.

Kabooly handles this well. You can tag clients by location, filter your views accordingly, and manage your booking availability differently for each location.

There's no limit on notes or files attached to client records. Your limits are based on total contacts and email sends, not the amount of information you store per client.

No, and the difference decides what you should pay for. Practice management software starts at the first session: notes, outcome measures, the clinical record. A CRM starts before it: the enquiry, the reply, the booking, and the follow up to someone who asked about fees and went quiet. Practices that leak money at the front door need the second. Practices drowning in clinical admin need the first.

An afternoon for the parts that matter: the enquiry form on your site, the automatic acknowledgement, a booking type for intro calls, and your pipeline stages. Importing an existing client list and tidying tags takes longer, and is worth doing in stages rather than waiting until it is perfect.

Probably not yet, and that is an honest answer. If you are turning enquiries away with a waiting list, your bottleneck is clinical admin rather than enquiry conversion. The exception is the waiting list itself: keeping it warm so people do not quietly find another practitioner is a job a CRM does well and a spreadsheet does badly.

It depends entirely on what the email says and what consent you hold. A one off check in, clearly separate from marketing, is ordinary practice in much of the profession. A marketing list is a different thing and needs its own consent, recorded separately from clinical consent. Kabooly keeps marketing consent as its own field for exactly this reason, and your professional body's guidance, not the software, decides where your line sits.

Yes, and it is worth a check. Practising titles such as Clinical Psychologist and Counselling Psychologist are protected, so the way you describe yourself in anything the CRM sends out should match what appears on the HCPC register. It is a five minute job that nobody does until a complaint makes them.