Scheduling software for therapists and counselors
CalendarPA gives a therapy practice one booking page for consultations and ongoing sessions. Clients answer your intake questions as they book and can pay at booking, and on Pro they can book a weekly recurring time. Reminders go out before each session, and your Google, Outlook or iCloud calendar stays in sync.
Weekly sessions booked by hand
Re-entering the same Tuesday slot every week is admin time no one pays for.
Intake by email
Chasing a new client for the basics before the first session delays the work.
Two calendars, one week
A practice calendar and a personal one drift apart, and a session lands on a school pickup.
Built for How You Work
Recurring Sessions
Weekly sessions, booked once
A client books a weekly or fortnightly time once, and the whole series is on both calendars.
Intake Questions
Ask before the first session
Your questions are on the booking form, and the answers arrive with the booking.
Payment Collection
Paid at booking
Charge the session fee when the client books, through Stripe, Square, PayPal or Stax.
Example: a consultation, then weekly sessions
A counselor offers a free 20-minute consultation that needs approval, and a paid 50-minute session that repeats weekly once a client starts.
- Consultation: 20 minutes, no price, approval required.
- Session: 50 minutes, with 10 minutes of buffer after for notes.
- Recurring: weekly, same day and time, until the client stops (Pro).
- Payment: the session fee charged at booking.
- Reminders: email 24 hours and 1 hour before, and text reminders on Pro for clients who opt in.
Questions to put on your booking form
Each booking type can ask its own questions: up to 3 on Starter, 5 on Pro and 20 on Business. Invitees answer them as they book.
- What brings you to counseling now?
- Have you worked with a therapist before?
- Which days and times suit a weekly session?
- Would you prefer to meet in person or by video?
- The best phone number to reach you
How It Works
Set Up in 60 Seconds
Connect your calendar and set your availability. No tutorials needed.
Clients Book & Pay
Clients pick a time, pay upfront, and get automatic reminders.
You Show Up
We handle the rest: reminders, payments, calendar sync.
Frequently Asked Questions
Can clients book weekly sessions?
Yes, on Pro and Business. A recurring booking type lets a client book the same weekly or fortnightly time once, as an ongoing series or a fixed number of sessions.
Can I collect intake answers before the first session?
Yes. Add your intake questions to the booking type, and clients answer them as they book. Starter allows 3 questions per booking type, Pro 5 and Business 20.
Can clients pay at booking?
Yes, on every plan. Set a price on the booking type and clients pay through Stripe, Square, PayPal or Stax before the session is booked.
Can I offer a free consultation first?
Yes. Make a short consultation booking type with no price, and a separate paid booking type for ongoing sessions.
Can I review a new client before the booking is confirmed?
Yes. Turn on approval for a booking type and each request waits for you to accept or decline it.
Also popular with:
Related guides
- Recurring appointments
Sessions that repeat weekly, monthly or on the days you choose, and how to sell a whole series in one payment.
- Payment at booking
Stripe, Square, PayPal or Stax at the moment someone books, and how refunds and reschedules work.
- Text message reminders
Texts 24 hours and 1 hour before each booking, for invitees who opt in.
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