Scheduling that works the way you do
No two practices are the same. Whether you offer individual therapy, couples sessions, group sessions, or initial assessments. Counselling Buddy lets you configure each session type exactly as you need it, then automates everything that follows.
Book a session, and the reminders go out automatically. Your calendar syncs. Your client is notified. You don’t have to think about any of it.
Reminders that actually reduce no-shows
Missed sessions mean wasted time, the awkward conversation around session payment and the irritation of knowing that, should the client have cancelled their session, you could have used the time for something much more productive.
This is why our default reminder schedule emails both you and your client 24 hours and 1 hour before a session. Giving your client a reminder the day before, so they can plan for the session ahead, and a final reminder just before the session to ensure it hasn’t slipped their mind.
Should you decide you don’t want to follow our default reminder schedule, you can easily change the reminders under your Notification settings, in the Session Reminders section.
- Add extra reminders - useful for new clients or longer gaps between sessions
- Remove reminders - if you want less reminders sent
- Set custom timing - any interval measured in hours
- Swap the template - personalise the message for a specific session
- Override per session - You can override your settings under the more options tab when scheduling a session
And if you’re taking time off? A single switch in your Notification settings disables all outgoing communications until you’re back.
Templates that personalise themselves
Write your message once, and it personalises for every client automatically:
Hi {client_name},
Just a reminder that your {session_type} session is
scheduled for {session_date} at {session_time}.
If you need to reschedule, please get in touch as soon
as possible.
See you soon,
John Smith
John Smith CounsellingEvery email and SMS is sent with the right details filled in - one less thing for you to think about.
Privacy-first calendar sync
When your sessions sync to Google Calendar*, client names and sensitive details stay inside Counselling Buddy. With Privacy Mode enabled, events appear on your calendar simply as “Counselling Buddy Event” - safe on shared or visible calendars.
Full session details, notes, and client information are only ever accessible within the platform.
*Google calendar integration is an optional feature, included in all plans.
How it fits into the rest of the platform
- Client Management - book directly from any client profile
- Billing & Payments - send a payment link automatically 48hrs before the session (fully customisable)
- Email Notifications - all reminders routed through your configured templates
- Google Calendar - two-way sync with conflict detection built in
Getting started
- Create your session types - add the session formats you offer
- Set pricing and duration per session type
- Write your reminder templates - once, then never again. You can find a list of available placeholders in the template editor.
- Connect Google Calendar if you want conflict checking, and for newly scheduled sessions to appear there too.
- Book your first session - everything else runs automatically