You Manage the Sessions and the Scheduling
You manage therapy sessions, schedule client appointments, handle cancellations, and keep track of your availability while making time for client care and practice administration.
Admin · You · One personFree scheduling software for therapists for a practice with no receptionist in it
Running your own therapy practice means managing appointments while caring for clients. Picktime's scheduling software for therapists gives you a Booking Page where clients can choose available times, book sessions, and manage changes without waiting for your reply.
Your week, as a client sees it
TueWeekly session · 50 minAvailable
WedPersonal timeNot available
ThuFirst appointment · 60 minAvailable
Booked online
21:10
While you were in a session
The form asks
What you set
Nothing you did not choose
Rescheduled
By the client
Or cancelled, with no message to you
Is this you
Manage Your Practice’s Schedule in One Place
Most comparisons assume a front desk. This is written for a practice that administers itself. If you are part of a larger clinic with a reception team, that page is linked at the foot.
Your regular clients need regular times
Therapy schedules often revolve around recurring sessions, so keeping a client's usual time available matters more than constantly filling random slots.
Repeat · Same time · WeeklyYou decide what clients see
Choose which services appear on your Booking Page and what details clients provide when booking.
Shows · What you set · YoursYou may add another therapist
Start with your own schedule, then add another therapist or a shared consulting room as your practice grows.
Later · Another therapist · Paid planThe structural cost
No Receptionist? Let Clients Book Their Own Sessions
For a therapist running a practice without a receptionist, scheduling can become another job between sessions. The only time you have to answer messages is often the same time you need to finish notes and prepare for your next client. As a result, messages pile up. One client wants to move next Tuesday. Another wants an earlier time. By the time you reply, someone else may have taken the slot you wanted to offer.
That's where scheduling software for therapists helps. Your Booking Page shows the times you've made available, so clients can book or reschedule sessions without messaging you. When an appointment is canceled, the time can become available for another booking, depending on your availability settings. That means fewer scheduling messages interrupting your day.
Ten
Three scheduling messages in one short breakEvery one needs the same thing from you: an answer about time.
Answered at seven, when the answer has changed.
Late
A client cancels the night beforeBy text, to a phone that is off.
The hour is gone before you read it.
Same
The regular Tuesday has to moveIt takes four messages to rearrange.
And it will happen again next month.
Tue
AvailableWeekly session · 50 min
Wed
Not availablePersonal time
Thu
AvailableFirst appointment · 60 min
It is not a huge workload. It is a workload that keeps arriving when you are least able to handle it.
What a practice like this needs
Four Ways to Manage Therapy Appointments Without the Back-and-Forth
Let clients handle routine bookings and changes online, while you stay in control of your availability and booking rules.
Booked21:10, by themConfirmed
Clients book from your real availability
Your Booking Page shows the available times you've set, so clients can book a session without asking you to check your schedule.
Keep regular sessions on the schedule
Use Recurring Bookings to schedule weekly or monthly therapy sessions in advance, without adding each appointment separately.
Let clients manage changes themselves
Give clients ways to reschedule or cancel without turning every change into another message for you to answer.
The booking page follows your rules
Decide what services appear, which information you ask for, how far ahead clients can book, and how much notice they need to cancel or reschedule.
What it holds
Scheduling Software for Therapists That Asks Only What You Need
With online scheduling software for therapists, you can choose which services appear on your Booking Page, set booking rules, and decide when clients can reschedule or cancel. Picktime also supports Intake Forms, allowing you to collect additional booking details when needed.
Clients' booking details are saved with their appointments, making it easier to review the information they provide. If your practice needs to meet specific privacy or healthcare regulations, contact the Picktime team to confirm whether the platform meets your requirements before using it for sensitive information.
If the practice changes shape
As Your Practice Grows, So Does the Schedule
As your therapy practice grows, you may need to manage more therapists, consulting rooms, and locations. Picktime helps you organize appointments and availability as your scheduling needs change.
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Set your availability, share your Booking Page, and let clients book appointments online. Use Recurring Bookings to schedule regular sessions in advance.
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Add another team member with their own availability and services, so clients can book the therapist they need.
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Add the consulting room as a resource and manage its availability alongside the appointments that need it.
What it costs
Free forever, and it does not count your clients
Nothing in the pricing counts sessions or clients. It counts people and places, which for a practice this size usually means it stays where it started.
Free, and it stays free
Free
What a single-handed practice gets without paying
- Your own booking page, on the hours you set
- Clients book, move and cancel it themselves
- A booking form that asks only what you choose
- Email notifications on every booking
- Repeating weekly appointments
If the practice grows
Paid plans
What the paid plans add
- Repeating appointments, so a weekly slot is held in advance
- Reminders by email and text before the session
- Card payments as well as PayPal
- An associate, or a room shared between you
Works with what you already run
Works around the tools you already use
Control Who Can See Your Schedule
Connect a supported calendar to keep track of your Picktime appointments alongside your other events. With two-way Calendar Sync enabled, existing calendar events can also help block unavailable times from your Booking Page. Clients only see the booking times you choose to offer. You can also accept session payments through PayPal.
Google Calendar
Outlook
Zoom
Jitsi Meet
PayPal
It Works Between Sessions
You do not have to wait until the end of the day to check your schedule. Picktime works in your browser and on iOS and Android, so you can check appointments and make changes wherever you are.
Questions
Scheduling for therapists: common questions
Is there free scheduling software for independent therapists?
Yes. Picktime offers free online scheduling software for therapists, including a booking page, online calendar, and unlimited appointments. Clients can choose from the available times you set, even when you're busy with another session. You can start accepting online bookings without needing a website or a receptionist.
Can I keep a client's regular weekly therapy appointment?
Yes. Picktime's Recurring Bookings let you schedule weekly therapy sessions in advance instead of creating each appointment separately. You can organize repeat appointments around your availability and manage them from your online calendar. Recurring bookings are available on the Starter and Pro plans.
How can I offer different therapy session types and durations online?
You can create separate services in Picktime for initial consultations, follow-up sessions, or other therapy appointments. Set a duration and description for each service, then choose which details clients see on your Booking Page. This helps clients select the right appointment type without contacting you for clarification.
Can clients cancel or reschedule therapy sessions themselves?
Yes. Picktime lets you include cancellation and rescheduling links in booking confirmation emails. Clients can use these links to change their appointments according to the cancellation and rescheduling rules you set. This reduces scheduling messages while keeping you in control of appointment changes.
Can clients book therapy appointments online after business hours?
Yes. Your Picktime Booking Page accepts appointments 24/7 while displaying only the time slots you make available. Clients can schedule their therapy sessions in the evening or over the weekend without contacting you. Your working hours remain unchanged, so accepting bookings after hours doesn't mean offering sessions outside your schedule.
What information can I collect before a therapy session?
Picktime's intake forms let you collect booking-related details before a therapy appointment. You can ask questions, such as whether a client is booking an initial consultation or a follow-up session. Answers are saved with the appointment for easy reference. Before collecting sensitive health information, confirm that Picktime meets your practice's privacy requirements.
Does Picktime send automatic therapy appointment reminders?
Yes. Picktime can send automatic email and SMS reminders before scheduled therapy appointments. You can choose when reminders are sent, helping clients remember their sessions without manual follow-ups. The free plan includes email booking notifications, while email and SMS reminders are available on Starter and Pro. For the latest plan features and limits, see Picktime pricing.
Does Picktime replace an EHR for a therapy practice?
No. Picktime is scheduling software for therapists, not an electronic health record (EHR) system. It helps you manage appointments, online bookings, availability, and client scheduling. If your practice needs clinical notes, treatment records, or specialized EHR functions, you should evaluate those requirements separately.
Stop Answering “What Time Works?”
Share your availability, let clients book therapy sessions online, and get started with Picktime for free. No credit card required.