Massage therapists
Booking systems for massage and sports therapists
Most massage therapists are running the business single-handed between treatments, which means every phone call, every intake form and every "have you got anything Thursday?" comes out of time you cannot bill for.
Thursday - mobile day
Travel buffer 30 min · 8 mile radius
An illustration of the kind of screen this builds towards - yours is built around how your massage therapist actually runs.
The reality
Where the time and money goes in a massage therapist
Admin happens between clients or not at all
You are on the table with someone for an hour at a time. Calls go unanswered, messages stack up, and the follow-up you meant to send never gets sent.
Health questionnaires eat the appointment
A new client needs a proper intake form. Doing it on arrival costs ten minutes of treatment time, and the paper version is impossible to find again a year later.
Mobile visits and clinic days do not mix
A home visit needs travel time either side. A clinic slot does not. One diary that ignores the difference will happily book you in two places twenty miles apart.
Block bookings are hard to sell in person
Six sessions is better for the client's back and much better for your cash flow, but selling a package face to face feels pushy, so it rarely gets offered.
Quiet daytime hours stay quiet
Evenings and weekends book solid while Tuesday at two sits empty, with no simple way to shift anyone into it.
The approach
How we'd fix it
The first job is getting the intake process off your hands. The health questionnaire, contraindication checks and consent go out with the booking confirmation, get done at home, and land on the client record before they arrive. You start the treatment on time and you have got a proper, searchable record of what they told you.
The second is making the diary understand how you work. Clinic hours and mobile hours are set separately, with travel buffers on the mobile ones and a limit on how far you will go. Block bookings of six are sold on the site as a package with all six appointments booked in one go, which is far easier than asking someone to commit while they are getting off the table.
What we build
Built for massage therapists
Intake forms before arrival
Health questionnaire, contraindications and consent completed at home, stored against the client record and searchable.
Clinic and mobile diaries
Different hours, durations and travel buffers for each, with a radius limit so you are not booked into a job an hour away.
Block bookings and packages
Sell six sessions at a package price and book all six appointments in one go, paid for up front.
Treatment notes on file
What you worked on, what they reported, what to pick up next time - attached to the client and there next year when you need it.
Gift vouchers
Sold and paid for online with a code, which for a lot of therapists is a genuinely useful line of income around Christmas and birthdays.
Quiet-hour offers
Discount specific daytime slots automatically, or offer them to your existing clients by email, to fill the hours that never fill themselves.
What changes
The difference it makes
- Treatments start on time because the paperwork is already done
- Cash flow steadies as block bookings replace one-off appointments
- You stop being booked into a mobile visit you cannot physically get to
- Daytime gaps start filling instead of sitting empty every week
In practice
A worked example: a sole practitioner splitting the week
A sports massage therapist worked three days in a clinic room and two days visiting clients at home. The two halves of the diary were kept in separate places, which worked right up until it did not - a clinic booking taken during a mobile day, twenty-five miles from where he needed to be.
One diary with two sets of rules fixed it. Mobile days carry a travel buffer either side of every appointment and a postcode radius, so a booking that could not physically be reached is never offered in the first place. Adding block bookings to the site did the rest: within a couple of months a good share of the regulars were booking six at a time, which made the diary far easier to fill and the income far easier to predict.
The systems behind it
What this is built from
Everything on this page is put together from the same handful of systems, shaped around how massage therapists actually work.
Questions
Massage Therapists - the questions I get asked
Can clients fill in the health questionnaire before they come?
Yes, and it is the change most therapists notice first. The form goes out with the booking confirmation, gets done at home, and is on the client record before they walk in. You get the full hour for treatment and a record you can actually search, rather than a folder of paper forms.
I do both clinic work and home visits. Will one diary cope?
Yes, provided it is set up for it. Mobile days get travel buffers either side of each appointment and a postcode radius so you are never offered a job you cannot get to in time. Clinic days run back to back with no travel. It is the same diary, with different rules depending on where you are that day.
How do block bookings work?
You sell a package - six sessions at a package price - and the client pays once. They can book all six appointments straight away or draw them down as they go, and the balance is visible to both of you. It is much easier to sell on a website than face to face, and it does good things to your cash flow.
Can I keep treatment notes in the same place?
Yes. Notes sit on the client record alongside their history and intake form, so when somebody comes back after eight months you can see exactly what you did and what they reported afterwards. It is also the record you would want to have if a question ever arose.
How do I fill the quiet daytime hours?
Two things help. Automatic discounts on specific off-peak slots, so a Tuesday afternoon is simply cheaper and books itself. And a short email to your existing client list when the week ahead is looking thin - people who already come to you are far easier to move than strangers are to win.
Similar businesses I work with
All industries →Physiotherapists
Assessments and follow-ups timed properly, insurer details captured up front, treatment blocks sold online and exercise plans sent automatically.
Beauty Salons
Rooms and therapists booked together, patch tests tracked, courses and vouchers sold online, consultation forms done before they arrive.
Personal Trainers
Recurring weekly slots, prepaid session packs that count themselves down, and cancellation rules you do not have to enforce in person.
Run a massage therapist? Let's have a look at it
Tell me how things work at the moment and I'll come back with a clear, fixed quote - and an honest view on whether it's worth the money. No pressure and no jargon.