Online Booking Pages for Therapists and Coaches
Simple appointment booking for solo practitioners. Clients self-schedule. Reminders send automatically. You stay present with your work.
The admin burden that runs alongside every session
New clients don't know how to book — so they don't
Someone finds you on Psychology Today or through a Google search. They click through to your website and see a phone number and an email address. They want to reach out — it's 9pm. They close the tab and tell themselves they'll try again in the morning. Often they don't.
An always-available booking page removes that gap. It works at midnight, on weekends, in the moments when someone decides they're ready. Not a phone call. Not a day's wait for an email reply. Just a clear, simple list of available times they can act on immediately.
Existing clients reschedule by text and email
If you see 20 regular clients a week, you're probably handling 3–5 reschedule requests in that time. Each one arrives as a message, then a back-and-forth to find a new slot, then a calendar update, then often a new confirmation sent manually.
This happens during sessions, between sessions, and on days off. It's the kind of administrative noise that makes it hard to be fully present. When clients can reschedule themselves — from their own confirmation email, at any time — it stops arriving in your personal space.
No-shows cost you a full session slot
A session that no-shows is not just a missed appointment — it's the slot that could have been given to someone waiting, plus the preparation time, plus the disruption to your afternoon. Automatic reminders aren't about chasing clients. They're about making it easy for them to show up. Most no-shows happen because someone forgot, not because they didn't want to come.
How therapists and coaches use Cartoply
A booking page your clients can find and use
Your booking page shows available session slots in the client's own timezone. They pick a time, confirm, and receive an immediate confirmation email and calendar invite. No account needed on their end. No app to download. Works cleanly on a mobile phone, which is how most people will arrive.
Session types: set up every appointment you offer
Create separate booking types for each format you offer — initial consultation, regular 50-minute session, 90-minute first appointment, or anything else. Each has its own name and duration, and on an organisation booking page its own price. Clients see exactly what they're booking before they confirm. Each booking is one appointment: Cartoply has no session packages or prepaid blocks.
Automatic reminders that reduce no-shows
When a client books, a confirmation email goes out immediately. A reminder follows 24 hours before the session, and another 2 hours before. These send automatically — neither you nor the client needs to do anything after the initial booking.
Collect payment when clients book (organisation booking pages)
Prices live on organisation booking pages, so a solo practitioner creates an organisation and stays its only member — one member is one seat, and the money goes to your own connected Stripe or PayPal account. Then set a price on any session type: the client picks a time, enters their card details, and the session is confirmed. No invoice to send, no payment to chase afterwards. The charge is whatever you priced that one appointment at — you can set it to a partial amount if you prefer to collect the rest another way, but Cartoply won't track the balance, and refunds are all-or-nothing rather than partial.
Cancellations and rescheduling — handled by the client
When a client needs to cancel or reschedule, they can do it themselves via the link in their confirmation email. The slot reopens automatically in your booking page. You receive a notification — no back-and-forth required from either side.
Embed the booking page on your website
Clients can book directly on your website without being taken to a separate page. The embed is a short code snippet — copy, paste into your site, done. No web developer needed. How to embed a booking page on your website →
For therapists and counsellors
For regular session work, your working hours repeat — your bookings do not. Set your standard weekly availability once and those hours stay open every week without extra setup, and when your schedule changes — a week off, a new available slot — you update your calendar and the booking page reflects it automatically. To be clear about the limit: that is availability, not a recurring appointment. Clients cannot self-book a repeating series such as “every Tuesday at four” — each booking is a single appointment. Most practitioners agree a standing weekly slot with the client directly and use Cartoply for what sits around it: the first enquiry, the one-off, and the rescheduled session.
The booking experience is often the first contact a new client has with your practice. It should feel calm and accessible — not clinical, not complicated. Your booking page shows what's available, the client picks a time, and they receive a clear confirmation. That's the complete experience from their side.
Cartoply handles the scheduling layer. For session notes, treatment records, and anything clinical, it works alongside your existing tools — SimplePractice, TherapyNotes, Jane App, or whatever you currently use. If you're switching from another scheduling tool, our Calendly alternative guide covers what to expect.
For life coaches and business coaches
Many coaches offer a free 20–30 minute discovery call as the starting point for new clients. Create a separate booking type for this — zero friction for someone who's considering working with you. From the same booking page, clients can see your paid session options, so they understand what the ongoing relationship looks like before they commit.
For coaches who collect payment upfront, Cartoply handles this at booking via Stripe or PayPal — no invoice to send, no separate payment step. Setting a price requires an organisation booking page, so create an organisation and stay its only member; that is the supported route for a solo coach, and it costs one seat. Then set different prices for a 60-minute coaching session, a 30-minute check-in, and a 90-minute strategy session. Each has its own booking type with its own price and duration. What you cannot sell through Cartoply is a coaching package or a block of prepaid sessions — a payment buys one appointment, so packages are still invoiced separately.
When you're running your practice alone, your time is your work. Every hour on booking admin is an hour not spent with a client. Cartoply removes that admin layer without requiring a full practice management subscription to do it.
What Cartoply does — and what it doesn't
Cartoply focuses on one thing — making it easy for clients to book time with you and easy for you to manage that schedule. For everything else a practice needs — clinical notes, billing, compliance — it works alongside the tools you already use.
| Cartoply handles | Use your practice management tool for |
|---|---|
| Client self-scheduling and booking links | Session notes and treatment records |
| Google Calendar and Outlook sync | Insurance billing and superbills |
| Automatic confirmation emails | HIPAA-compliant data storage |
| Session reminders (24hr and 2hr before session) | Client intake assessments |
| Multiple session types with different durations | Telehealth video hosting |
| Payment at booking on an organisation booking page (Stripe or PayPal) | Client portal and progress tracking |
| Self-service cancellation and rescheduling | Clinical reporting and outcome measures |
| Booking one appointment at a time | Recurring session series, packages, prepaid credits, and deposits |
| Embedding your booking page on your website | — |
If you're currently using SimplePractice, TherapyNotes, or Jane App for practice management, Cartoply sits alongside those tools as your client-facing booking layer.
How to set up your booking page
Setting up a Cartoply booking page takes about 10 minutes — connect your calendar, name your session types, and you have a link you can start sharing with clients straight away. No website required to start.
- 1
Create a free Cartoply account
No credit card needed.
- 2
Connect your Google Calendar or Outlook
Cartoply reads your availability automatically — no manual updates needed.
- 3
Only if you want to charge: create an organisation with yourself in it
Prices can only be set on an organisation booking page, so a solo practitioner creates an organisation and stays the only member. One member is one seat, and payments go to your own connected Stripe or PayPal account.
- 4
Create your session types
Name them and set the duration. On an organisation page you can also set a price per session type. That price buys one appointment — there are no packages or prepaid blocks of sessions.
- 5
Set your available hours
Choose the days and times you see clients.
- 6
Copy your booking link and share it
Add it to your email signature, your Psychology Today profile, or your website.
- 7
Optional: embed the booking page on your website
Clients can book without leaving your site. The embed code is copy and paste — no developer needed.
Most therapists and coaches have their first booking page live within 15 minutes. Your clients can start self-scheduling the same day.
Frequently asked questions
How do therapists take online bookings?
Therapists create a booking page on Cartoply listing their available session slots. Clients are given the link — via email, an email signature, a Psychology Today profile, or their website. They pick an available time and receive a confirmation email and calendar invite automatically. No back-and-forth required. Cartoply works alongside — not instead of — your practice management software, handling the booking layer only.
Is Cartoply HIPAA compliant?
Cartoply handles appointment scheduling and is not a HIPAA-compliant system. It does not store clinical data, session notes, or sensitive health records. For HIPAA-compliant record storage and practice management, therapists use dedicated tools such as SimplePractice or TherapyNotes. Cartoply is used alongside those tools as the client-facing booking layer — it manages when a session is booked, not what happens clinically.
What is the best booking software for private practice?
Most private practices use two tools: a practice management system (SimplePractice, Jane App) for clinical records and billing, and a booking tool for client-facing scheduling. For appointment scheduling specifically, Cartoply lets clients self-book, sends automatic reminders, and — on an organisation booking page — collects payment at booking, without requiring a full practice management subscription. If you already have a practice management tool and need a simpler booking page alongside it, Cartoply fits that role.
Can coaches collect payment when clients book a session?
Yes, with one setup requirement: prices can only be set on an organisation booking page, so a solo coach creates an organisation and stays the only member. That done, you set a price on any session type and Cartoply collects payment at booking via Stripe or PayPal. The client selects a session, enters their card details, and the booking is confirmed. This works for discovery calls, coaching sessions, or any paid appointment — each with its own price and duration. Note that a payment buys exactly one appointment, at whatever price you set for it: there are no packages, prepaid credits, or client balances, and Cartoply does not track a remaining balance for you.
Do I need an organisation to take payment if I practise on my own?
Yes, and it is a supported path rather than a workaround. Prices are attached to organisation booking pages, not personal ones — a personal booking page rejects any price above zero. Create an organisation and leave yourself as the only member: one member is one seat, billed at the standard per-seat rate, and it switches on the price field on your session types. Money goes to your own connected Stripe or PayPal account; Cartoply never holds it. The word 'organisation' is unfortunate for a solo therapist or coach — read it as the setting that turns on the paid features.
Can clients book a recurring weekly session?
No, and it is worth knowing before you sign up. Cartoply books one appointment at a time — there is no series, no repeat, and no way for a client to reserve the same time every week in a single action. Setting your weekly available hours is a different thing: it defines when you can be booked, it does not create bookings. In practice a standing weekly slot is usually agreed in conversation anyway, and Cartoply covers what sits around it — the first enquiry, the paid consultation, the one-off, the rescheduled session. If self-serve recurring booking is your main requirement, use a practice management platform instead.
How do I add a booking page to my therapy website?
Two options: share a booking link that takes clients to your Cartoply booking page, or embed the booking widget directly on your website using a short code snippet. Neither requires a web developer — the embed code is copy and paste. Clients who book via the embed stay on your website throughout. Both options send the same automatic confirmation when a session is booked.
How do I reduce therapy appointment no-shows?
Cartoply sends an automatic confirmation email when a client books, a reminder 24 hours before the session, and a second reminder 2 hours before. These send automatically — no manual follow-up required on your end. Most no-shows happen because clients forget, not because they've changed their mind. A well-timed reminder is the simplest fix, and it handles most of the problem.
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