Managed Website Service
A professional website, built, hosted and looked after for you, with business email.
- Fully managed, so you never touch the technical side
- Designed around your business
- Your own domain
£50 a month
CRM for therapists
CRM for Therapists: Manage Your Therapy Practice Better
A CRM designed for therapists who want to spend less time on admin and more time helping clients.
CRM
From £100 a month
30-day free trial. No per-seat charges.
- Contact management with notes and history
- Deal pipeline with your own stages
- Email campaigns and marketing lists
- Online booking and embeddable forms
- Workflow automations
- Lead attribution
The challenges you face
What tends to get in the way for therapists.
- Managing client appointments and session notes across multiple systems
- Keeping track of client progress and treatment history
- Sending appointment reminders and follow-up messages manually
- Maintaining GDPR compliance with sensitive client data
- Finding time for practice admin between client sessions
- Tracking enquiries and converting them to regular clients
How Kabooly helps
What changes once your enquiries and clients live in the CRM.
- Keep all client information, notes, and history in one secure place
- Book appointments online and let clients self-schedule
- Send confirmation emails when clients book
- Track where your new clients are coming from
- GDPR-compliant European data storage
- Manage your pipeline from enquiry to regular client
How a private therapy practice runs in Kabooly
Not a feature list. This is the setup most private practices end up with.
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Clinical notes stay where they are
Kabooly is not a case notes system. Session content belongs in your clinical records. What Kabooly holds is the business side: the enquiry, the intro call, the contact details, the funding route and the follow up, so the two jobs stop competing for the same notebook.
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Pipeline stages that match how clients arrive
Stages are yours to define. Practices usually land on Enquiry, Intro Call Booked, Intro Call Done, Working Together, Waiting List, and Ended. An enquiry sitting untouched for three days is visible instead of buried in an inbox.
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Funding route and referral source on the record
Contacts carry tags and custom fields, so self pay, EAP and insurer clients are separated, and you can filter and report on them. Knowing what proportion of your work is insurer funded is the sort of thing that changes how you price.
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An enquiry form that replies immediately
Build the form, embed it on your site, and a submission creates the contact and can start an automation. Contacting a therapist takes courage, and silence for two days undoes it. An immediate, human acknowledgement email is the highest value thing on this page.
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Intro calls booked without the email tennis
Set up a booking type for a free fifteen minute intro call, set the availability you are willing to offer, and publish the booking widget. Kabooly sends the reminder email before the call automatically.
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A waiting list that does not go silent
Tag people who want a slot you do not have and keep them on a marketing list. When something opens up, one email reaches everyone waiting, from your own sending domain, with unsubscribe handled properly.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The enquiry acknowledged within minutes
When a form is submitted, send a warm email confirming you have it, saying when you will reply properly, and create a task for yourself. Nobody should sit wondering whether their message arrived.
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The intro call with no decision yet
When a deal moves to your Intro Call Done stage, wait three days, then send a short email making it easy to say yes or no without awkwardness. A clear no is worth as much to your diary as a yes.
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The waiting list update nobody has to remember
When you tag a contact as Waiting List, wait four weeks, then send an honest update on where things stand. People forgotten on a waiting list find another therapist and never tell you.
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Contact Management
Keep all your customer information in one place, accessible to your whole team.
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Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
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Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
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Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
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Booking System
Let clients book appointments directly with you, synced to your calendar.
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Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
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CRM Starter
Perfect for small teams getting started with CRM.
£100 a month
- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3 automations
- 3,000 emails per month
- All core features
- Email support
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CRM Professional
For growing businesses that need more capacity.
£200 a month
- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10 automations
- 10,000 emails per month
- Everything in Starter
- Priority support
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CRM Enterprise
For larger teams with high-volume needs.
£500 a month
- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- Unlimited automations
- 100,000 emails per month
- Everything in Professional
- Priority support
Start your 30-day free trial
Every account starts with a free trial and moves up a plan as you reach its limits.
Further reading
Go deeper
Our longer guide covers what to look for, what to avoid, and how to choose without getting pulled into features built for enterprise sales teams: CRM for Therapists: A Practical Guide for UK Private Practice.
The bundle
Also for therapists
Get the website, Marketing and the CRM together for £100 a month.
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Marketing
Adverts for Facebook, Instagram and Nextdoor, written and designed around your business.
- Advert text in your tone of voice
- Images sized for Instagram, Facebook and Nextdoor
- Your logo and brand colours picked up from your website
£40 a month
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All three
£100 a month
The CRM plus the other two, for one monthly price.
Get the bundle
Questions from therapists
Can I store confidential client notes securely?
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.
How do other therapists use Kabooly?
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.
Is Kabooly GDPR compliant for therapy practices?
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.
Can clients book their own appointments?
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.
How does the pipeline work for therapy enquiries?
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.
Can I send appointment reminders automatically?
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.
What if I work across multiple locations?
Kabooly handles this well. You can tag clients by location, filter your views accordingly, and manage your booking availability differently for each location.
Is there a limit on how many client notes I can store?
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.
CRM for therapists, from £100 a month
Or get the website, Marketing and the CRM together for £100 a month.