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wholistic. private practice
GrowthOnline booking

Therapist scheduling software with online booking built in.

Wholistic is therapist scheduling software with a calendar for you and a booking page for your clients. New clients receive their intake form automatically, confirmed sessions land in Google Calendar, and reminders go out without you sending them. It is part of Growth, one of Wholistic’s three pillars: a diary that fills while you are in session.

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1 month completely free · then R68/month · every feature included

DemoOnline booking: a quick tour

  • Public booking page

    Your own link, QR code and embed code, styled to match your practice.

  • Intake on booking

    New clients get their intake and consent form the moment they book.

  • Google Calendar

    Sessions are written to your calendar, and your busy time blocks new bookings.

  • Client self-service

    Clients reschedule or cancel from the email link, up to your cut-off.

01

An online booking system for therapists and their clients

Your public booking page lets a client choose whether they are new or returning, then pick a service, a place, a date and a time, and answer any custom questions you have added. It comes with its own link, a QR code and an embed code for another website, and you can style it to match your practice.

  • New or returning client, service, place, date and time
  • Your own custom questions
  • Link, QR code and embed code
  • Styling to match your practice
App screenshotAn online booking system for therapists and their clients

02

New client booking with an automatic intake form

When someone chooses “New client”, an intake and consent form is generated and sent immediately. They can complete it on the booking page, and a copy is emailed in case now isn’t a good time. The booking stays tentative until the form is signed.

  • Signing confirms the session and creates the client file, with the signed PDF attached
  • Unsigned forms get two nudges, then the booking is cancelled after the hours you set
  • You can switch this off
  • You can choose to approve new clients by hand after the form is signed
App screenshotNew client booking with an automatic intake form

03

A calendar made for therapy appointment scheduling

Day and week views show your sessions next to your Google Calendar events and time off. Click or drag an empty time to add a session for an existing client or someone new. As recurring appointment scheduling software, it books a repeating series in one step and warns you about clashes.

  • Repeating series, with clash warnings
  • Online or in person, at a chosen address
  • Session panel: Join, Edit, Move, Cancel, No-show, Late cancellation, Write note, Create invoice, Pro bono
  • “Invoice today’s sessions” creates draft invoices after a review list
App screenshotA calendar made for therapy appointment scheduling

04

Booking requests and client self-service

You decide which bookings need your approval. For each request you can accept, decline or offer another time, and the client gets an email with Accept and Decline links. Clients can reschedule or cancel from the link in their email, up to the cut-off you set.

  • Accept, Decline or Offer another time
  • Separate approval rules for new and returning clients
  • Clients reschedule or cancel themselves, up to your cut-off
  • A request that passes its time unanswered is marked as expired
App screenshotBooking requests and client self-service

05

Client appointment scheduling software that works with Google Calendar

Confirmed sessions are written to your Google Calendar. Busy time on the calendars you choose blocks new bookings, and clients never see what you are busy with. An event you made in Google can be turned into a client session.

  • Confirmed sessions written to your calendar
  • Busy time on chosen calendars blocks new bookings
  • Clients never see what you’re busy with
  • Turn a Google event into a client session
App screenshotClient appointment scheduling software that works with Google Calendar

06

Appointment booking software set up for South Africa

This is an online booking system for South Africa: public holidays are kept off your booking page, and your hours can differ by day and by location. Set it up once and the page only offers times you can work.

  • Several sets of hours per day, with breaks, and which location each set applies to
  • Time off, and South African public holidays kept off the page
  • Gap between sessions, how far ahead clients can book, and latest booking time
  • Appointment types with colour, description and video service
App screenshotAppointment booking software set up for South Africa

The Growth pillar

Growth without more hours at your desk

A practice grows when it is easy to book and hard to forget. Under the Growth pillar, your booking page takes requests while you are in session, new clients arrive with their forms signed, and every booking adds to the picture of which days fill first and where bookings are lost.

Your diary should fill while you are in session.

Reminders and messages

What gets sent, and what stays with you

Booking emails go out from your own Gmail, with editable wording and your signature. Each timed email has an on/off switch, its own timing and a preview of how it arrives on a phone.

Automatic emails to the client

  • Booking confirmation
  • Intake and consent form, sent immediately to anyone who books as a new client
  • Session reminder 1 (default: 1 day before)
  • Session reminder 2 (default: 1 hour before)
  • Reminder to rebook (default: 14 days after the last session, if nothing is booked)
  • New time suggested, with Accept and Decline links
  • Booking declined, and session rescheduled by you
  • Confirmation when the client reschedules or cancels

Automatic email to you

  • A notification when a client reschedules or cancels.

Manual

  • “Send booking reminder” by WhatsApp or email, with the booking page link
  • “Send client the link” for an online session
  • “Resend offer” for a suggested time
  • Choose whether to email the client when you edit a session

In-app

  • Booking requests waiting for your answer appear on the calendar and the Dashboard.

Questions

Online booking: common questions

Straight answers about what this feature does, and what it doesn’t.

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Is this appointment scheduling software for psychologists or for counsellors?

Both. Wholistic works as psychologist appointment scheduling software and as counselling appointment scheduling software (or counseling appointment scheduling software, if you use the American spelling). It also offers online booking for registered counsellors in South Africa, with the same booking page and calendar.

Can other health professionals use it as patient appointment scheduling software?

Yes. Wholistic was designed with mental health practice in mind, but any independent healthcare professional can use the booking page and calendar, with their own appointment types and rates.

Can clients see what is in my Google Calendar?

No. Your busy time blocks those slots on the booking page, but clients never see what you are busy with.

Do I have to approve every booking?

Only if you want to. You set approval rules separately for new and returning clients, so regular clients can book straight in while new enquiries wait for your answer.

Can I put the booking page on my existing website?

Yes. The booking page has an embed code for another website, as well as a link and QR code. If you build your site in Wholistic, the Book buttons go to your booking page automatically.

Free resources

Templates and guides to use today

Free to download, with no sign-up. Use them in your practice whether or not you use Wholistic.

Guides

It all connects

Features that work with this one

Enter it once. Use it everywhere. Each part of Wholistic feeds the others, so nothing is typed twice.

Free trial

Understand your private practice.

Be one of the first practitioners on Wholistic. Your first 1 month is completely free, so you can test the software in your own practice — then it’s the founders price of R68/month, with every feature included.

Start 1 month free trial
  • 1 month completely free
  • Built around South African private practice
  • Built by practitioners
  • Every feature included