Monday at 10:00, Lucy. Tuesday at 17:00, every other week, Dan and Martha. The first Thursday of the month, Andrew’s follow-up. Look at your week calmly and you will see that almost everything repeats: most of your patients come on the same day, at the same time, for months. That is why appointment scheduling software for psychologists can’t just be a calendar where you write down times. It has to understand that a therapy is a series of sessions, that one of them can move without touching the rest, that the patient needs a reminder and that, if someone stops coming, somebody ought to notice.

In this guide we go through what scheduling software built for therapy should do, with examples of how My Psico Agenda handles each point and the labels you will see on screen. At the end there is a checklist to help you choose and the questions we get asked most often on the subject.

What appointment scheduling software for psychologists is, and how it differs from a calendar

A general-purpose calendar works for almost anything, and that is exactly why it falls short in a practice. You type “Lucy 10:00” and that is the end of its job. Appointment scheduling software for psychologists knows who Lucy is: it has her record, knows how many sessions she has had, sends her the reminder and, once the session is over, lets you take payment and issue the invoice from the appointment itself. The agenda stops being a list of times and becomes the centre of your practice.

You notice the difference most at three moments: when you start a therapy with a fixed frequency, when something changes halfway through (a holiday, a new work shift, sick leave) and when a patient disappears without a word. A calendar doesn’t help you with any of them.

Therapy runs on fixed slots

In individual therapy the usual start is one session a week. Over time many move to every other week, and maintenance sessions to once a month. Couples and family work follow a different rhythm, but the logic is the same: the patient has “their slot”. That slot is part of the therapeutic frame, and looking after it is part of the job. If Tuesday at 17:00 belongs to Dan and Martha, nobody should be able to take it by mistake.

Writing those sessions in one by one is what eats up the most time and causes the most mistakes: you skip a week while copying, put it at the wrong time or keep copying it after the patient has finished. If you want to sort out the rest of your week too, we have a guide on how to organise a psychologist’s schedule.

What appointment scheduling software for psychologists should do

Before comparing brands, get the list straight. Good appointment scheduling software for psychologists should let you:

  1. Create a recurring appointment (every week, every two weeks or once a month) in a single step.
  2. Choose how many sessions you book ahead, or leave it with no end date.
  3. Change one session without breaking the series, or change all the following ones at once.
  4. Warn you before saving one appointment on top of another.
  5. Send automatic reminders to the patient, ideally by WhatsApp rather than email.
  6. Let patients request a session in your free slots without messaging you at eleven at night.
  7. Block your personal hours: lunch, supervision, holidays.
  8. Tell you which patients have stopped coming.

None of these is unusual, yet a lot of programs stop after the first two or three. Let’s take them one at a time.

Recurring appointments: book the session once

In My Psico Agenda, when you tap a free slot in the agenda you get the usual options and, right after “Therapy”, a new one: Recurring therapy. You pick the patient and decide how often it repeats: Every week, every 2, 3 or 4 weeks, or Once a month (for example, the first Thursday of every month). Then you choose how many sessions to book ahead with the − and + buttons, or tick Forever.

Before you save, you see it written as one sentence, the way a person would say it: “Every 2 weeks, on Tuesdays at 10:00 · 8 sessions, from Tue 6 Oct to Tue 12 Jan”. Every date is listed underneath. If one is already taken by another appointment, by a block or by a room another therapist is using, it appears struck through in red and that session is skipped: the software never overwrites what was already there. When you save, all of them are created at once.

Each session in the series is a normal appointment. It gets its own reminder, it is charged and invoiced like any other, and the patient sees it in their portal. In the agenda you can spot it by a small repeat icon in the bottom right corner of the card.

“Forever”: the slot kept 5 months ahead

When a therapy has no end date, what you need is for that slot to stay booked. With Forever the software creates the sessions for the next 5 months and, each time one ends, schedules the next one on its own to keep that distance. You don’t have to go back to the series every quarter or remember to extend it, and the patient knows their slot is still theirs.

Changing one session or the whole series

Therapies move. One patient asks to switch from Tuesday to Wednesday because of a doctor’s appointment; another changes shifts at work and from October can only come in the afternoon. When you open a session that belongs to a series, the top of the window shows which one (“Every 2 weeks, on Tuesdays at 10:00 · Session 3 of 8”). If you change the day, time, length or price, the software asks you: Only this session or This and the following ones. The first moves just that one. With the second, the change applies to every session after it and also to the ones created later on.

Removing sessions works the same way, with one extra option. Only this session is the usual cancellation, with its reason, and the series carries on. This and the following ones is for when the patient finishes on a specific date, and The whole series for when the therapy is over. Sessions that have already taken place are never touched, so their history stays intact.

No double bookings

The costliest mistake a diary can make is giving the same hour to two people. If you try to save or move an appointment on top of another one, My Psico Agenda tells you the slot is taken, shows you who the existing appointment is with and doesn’t save it. If you work in a centre with rooms, it also checks that the room is free. Recurring appointments go through the same check, date by date.

WhatsApp reminders the patient can confirm or cancel

Forgetting explains a good share of missed sessions. In a Cochrane review of text-message reminders for healthcare appointments, attendance rose from 67.8% with no reminder to 78.6% with a message to the patient’s phone. Appointment scheduling software for psychologists should send that reminder without you lifting a finger.

My Psico Agenda sends a WhatsApp reminder the day before each appointment, with the day, time and centre. The message has two buttons, one to confirm and one to cancel. If the patient cancels, the slot becomes free again and you see it in your agenda; if they confirm, their appointment shows a ✅ for “Confirmed by the patient”. The Semilla plan includes 20 automatic reminders a month, and manual ones are unlimited; Junior includes 100 and Senior, 250. To see what the messages look like, have a look at our page on WhatsApp reminders for psychologists.

Patients request sessions in your free slots

Every patient has their own portal, which they open with their code. There they see their upcoming sessions and can request a new one in your free slots, cancel one or ask you for a change. They only see times within your working hours, which you set in Settings, and never the ones you have blocked. The request comes to you and you decide; if you accept it, the appointment goes into your agenda. No more “anything free on Thursday?” messages at odd hours.

Holidays, lunch and supervision: block your hours

Your agenda also needs to know when you are not there. With the Block option you close off a time slot on a single day or every week: Wednesday lunch, Thursday supervision or two weeks of holiday in August. Your patients don’t see it, can’t request that time, and the software won’t let you put an appointment on top of it. If a block repeats and you edit it, you are asked whether the change is for Just this day or This one and all the following.

Patients who stop coming

Not every therapy ends in the room. A meta-analysis of 669 studies with more than 83,000 patients estimated that roughly one in five drops out of therapy early. Often there is no goodbye message: they simply don’t book again, and between sessions and everyday life nobody notices until months later.

In My Psico Agenda, the Contacts list shows it on a card, for example: “79 active patients and 32 inactive (111 in total)”. A patient counts as inactive when they have had no session for two months or more and have no appointment booked. Tap the card and you get the list, ordered from whoever has been away longest to whoever has been away least, with the date of their last session and a Contact on WhatsApp button. Sometimes one message is enough to pick things up again; other times it helps you close properly. If the subject interests you, we have a guide on therapy adherence and how to reduce dropout.

If you run a centre: the whole team’s appointments

In a centre all of this multiplies: several therapists, several rooms and patients who sometimes change professional. With a centre plan, the manager sees the whole team’s agenda, by therapist or by room, and can create appointments, recurring ones included, for any of their therapists. Each appointment keeps its room, and the software warns you if the room is already taken. Centre Mini, for up to 5 therapists, costs €124.99/month + VAT, and Centre Super, for up to 15, €199.99/month + VAT. You will find the details on our page about software for psychology centres.

Checklist for choosing appointment scheduling software

Try the software with your real week, not the demo, and go through these questions:

  1. Can I create, in one step, an appointment that repeats every week, every two weeks or once a month?
  2. Can I choose how many sessions to book, or leave it open-ended?
  3. Does it show me the dates before saving and flag the ones that are already taken?
  4. Can I change one session without breaking the series, and also all the following ones?
  5. Does it warn me before giving out a time that is already taken?
  6. Does it send WhatsApp reminders the patient can confirm or cancel?
  7. Can patients request a session in my free slots?
  8. Can I block lunch, supervision and holidays?
  9. Does it tell me which patients have stopped coming?
  10. Can I leave whenever I want, with no lock-in?

If you are after broader criteria, our guide to software for psychologists covers everything it should include beyond the agenda.

My Psico Agenda: appointment scheduling software for psychologists from €4.99

My Psico Agenda is software for psychologists and therapists made in Spain. As appointment scheduling software for psychologists, this is what it gives you:

  • Recurring therapies every week, every 2, 3 or 4 weeks or once a month, for a set number of sessions or forever.
  • Changes to one session or the whole series, without touching sessions already held.
  • A warning when a slot is taken, before you overwrite another appointment or a room.
  • WhatsApp reminders with buttons to confirm or cancel.
  • A patient portal for requesting sessions in your free slots.
  • Blocks for a single day or every week.
  • Active and inactive patients, with a button to message them on WhatsApp.
  • Clinical records, consents, session packs and invoicing in the same place.

What this appointment scheduling software for psychologists costs

The Semilla plan costs €4.99/month + VAT and includes up to 25 patients and 20 automatic reminders a month. Junior (€19.99) and Senior (€29.99) have no patient limit and add more reminders, invoices and storage; it is all on the pricing page. The first month is free, with no card and no lock-in. If you would like to see what it looks like inside first, start with the online scheduling for psychologists page.

→
Book the session once and let it repeat on its own. Create your account and try 1 month free, no card needed · See pricing

Frequently asked questions about appointment scheduling software for psychologists

The questions that come up most when a psychologist is looking for appointment scheduling software for their practice.

What is appointment scheduling software for psychologists?

It is an agenda designed for a therapy practice. Besides storing times, it knows which patient each appointment belongs to, repeats sessions at the frequency you choose, warns you before overwriting another appointment, sends reminders to the patient and lets you take payment and invoice from the appointment itself. My Psico Agenda brings all of that together with the patient record, clinical notes and invoicing.

Can I create appointments that repeat every week or every two weeks?

Yes. When you tap a free slot you choose “Recurring therapy”, the patient and the frequency: every week, every 2, 3 or 4 weeks or once a month. Then you decide how many sessions to book or tick “Forever”, and you see all the dates before saving.

What happens if one of the dates in the series is already taken?

Before saving you see it struck through in red, and that session is skipped. The software never puts an appointment on top of another one, a block or a booked room: the other dates are created and you place that session yourself, for example at another time that week.

How do I change the time of one session without changing the others?

Open the session, change the time and, when saving, choose “Only this session”. If the change is permanent, choose “This and the following ones” and it applies to every session after it, including those created later on.

Do patients get a reminder for every session?

Yes. Each session in the series is a normal appointment and gets its own WhatsApp reminder the day before, with buttons to confirm or cancel. The Semilla plan includes 20 automatic reminders a month; Junior, 100; and Senior, 250.

How do I know which patients have stopped coming?

The Contacts list has a card showing your active and inactive patients. A patient is inactive when they have had no session for two months or more and have no appointment booked. Tap it to see the list with the date of each patient’s last session and a button to message them on WhatsApp.

How much does My Psico Agenda cost?

The Semilla plan costs €4.99/month + VAT for up to 25 patients. Junior (€19.99) and Senior (€29.99) have no patient limit, and for centres there are Centre Mini and Centre Super. All are paid monthly with no lock-in, and the first month is free with no card.