Early intervention software: the centre’s schedule, families and team in one place

Monday, 9:00. The speech therapist has Martina in room 2, the physiotherapist is waiting for Hugo's motor skills session and the psychologist is starting a first interview with parents the paediatrician referred three weeks ago. At 9:20 a WhatsApp message comes in: Hugo has a fever and won't be coming. That is what a day looks like in an early intervention centre, with lots of people, lots of rooms and a family behind every child. Early intervention software has to be built for that: for a team working with young children and their families, not for one practitioner seeing clients alone.

This guide walks through what an early childhood intervention centre needs from its management software, with examples of how My Psico Agenda handles it and the labels you'll see on screen. We also tell you what it doesn't do, so you can decide with the full picture.

What early intervention is and why managing it is different

Spain's national consensus on improving early intervention, published in the Official State Gazette (BOE) in February 2025, defines it as the set of preventive and development-promoting actions aimed at children under 6, their families and their surroundings, with a fast, comprehensive response coordinated by teams of professionals. The same text calls it a universal, public and free right, and uses a European benchmark of 30 to 45 days between spotting a developmental risk and the child starting to receive support.

The numbers are large. According to the Spanish federation of early intervention professional associations (GAT), with 2024 data, 135,592 children were seen in the regions that reported figures, and each professional sees around 25 children on average. That's 25 families per person, almost all with weekly sessions for months.

European practice points the same way. The Recommended Practices in Early Childhood Intervention guidebook published by Eurlyaid, the European Association on Early Childhood Intervention, is written for teams that work with the child and the family together, not with the child alone. That changes how a centre has to be run:

• The patient is a child, but the person who books, gets the reminders, signs and pays is a mother, a father or a guardian.
• The same child often sees several professionals: psychology, speech therapy, physiotherapy, occupational therapy, developmental stimulation.
• Sessions repeat every week at the same time for whole school years.
• Rooms are the bottleneck: the motor skills room or the sensory room can't be booked twice.
• Publicly funded places sit alongside private sessions, and they aren't invoiced the same way.

What early intervention software should do

Before comparing products, have the list in front of you. Good early intervention software should let you:

1. See the whole team's schedule, by professional and by room, and book for anyone.
2. Open a record for the child with the mother's and father's details, and choose who gets invoiced.
3. Let a child see several professionals without copying their details by hand.
4. Set up weekly sessions once.
5. Send reminders to the family and see right away who confirms and who cancels.
6. Give families their own space to request a slot, cancel and download documents.
7. Invoice whoever pays: the mother, the father, both split 50/50, or an organisation.
8. Keep each child's clinical record and reports with the safeguards that a minor's health data requires.

Let's go through them one by one with what you'll see in My Psico Agenda.

The centre's schedule: every professional, every room, every week

The first thing anyone asks of early intervention software is the schedule. With a centre plan, whoever coordinates the centre sees the whole team's week on one screen: a row per professional, each in its own colour, with the free slots in plain view. You can also view it by room, which in early intervention is almost more useful, because it shows at a glance when the motor skills room is free. Tap a day and the detail opens with all its appointments and a «+ New appointment» button, with the professional from that row already selected.

Every appointment keeps its room, and the software warns you before saving if that room is already taken at that time. That's what prevents the classic scene of two therapists and a child at the door of the same room.

Whatever happens in the schedules shows up without reloading the page. If Hugo's family cancels from the reminder, the appointment appears in his therapist's schedule as «cancelled by the patient» and the slot is freed with a note: «Free slot · tap to book». One click opens a new appointment with that therapist, on that day and at that time, ready to give to another family or to someone on the waiting list. The view refreshes every 2 seconds, so reception finds out almost as soon as the therapist does.

Weekly sessions are set up once

In early intervention almost everything is weekly. Tap a free slot, choose «Recurring therapy», the child and the frequency: every week, every 2, 3 or 4 weeks, or once a month. Then decide how many sessions to book, or tick «Forever», which creates the next 5 months of sessions and adds the next one as each is done. If any date is already taken (by another appointment, a block or the room), it shows crossed out and that session is skipped, so nothing gets double-booked. When the time has to change halfway through the year, you choose whether the change applies to «Only this session» or «This and the following ones».

The child's record: the child and the family in one place

When you add a child you tick «Minor patient?». The record belongs to the child, with their first name, surname and ID number, and underneath you get the «Minor's mother and father» section, with each parent's name and ID document. In the same place you choose who invoices are addressed to: «Mother», «Father» or «Split 50/50».

That design has practical consequences an early intervention centre will appreciate:

• In the schedule, the appointment card shows the child's name with a child therapy badge and their age, which is worked out from the date of birth.
• Contact search also finds the child by the mother's or father's name.
• The WhatsApp reminder goes to the family phone number you put on the record and mentions the child by name, which helps when a family has two siblings at the centre.
• Invoices are never issued in the child's name, only to the mother, the father or both, split 50/50.
• The informed consent includes a clause for minors and, if the record has both parents, you can ask for one signature or for both, each parent with their own link.

Each professional can also add custom fields to the record, such as the child's school or who referred them, so the details their way of working needs are always to hand.

One child, several professionals: no duplicate records

Martina goes to speech therapy on Mondays and to psychology on Thursdays. In many systems that ends up as two records that don't talk to each other: the mother changes her phone number, tells the speech therapist, and the psychologist keeps sending reminders to the old number.

In My Psico Agenda the centre opens Martina's record, clicks «Duplicate» and picks the schedules she should appear in. Each professional gets their own record, marked with a «Shared» chip, and the records stay linked:

• Synced across all of them: name, phone, email, ID number, billing details, photo and consents. If the mother changes her number, the change reaches every record at once.
• Kept separate for each professional: the clinical record, files, additional details and their own appointments. The speech therapist doesn't see the psychologist's appointments, and vice versa.

For the centre, Martina is still one patient: the statistics show her sessions with each professional, and you can issue a single invoice that covers them all. If she stops attending one of the two services, the centre clicks «Stop syncing» and each record keeps its own data.

Families: reminders, confirmations and their own space

Missed sessions hurt more in early intervention, because a lost session is a week less of support and a slot another family on the waiting list could have used. Every appointment sends a WhatsApp reminder the day before to the phone on the record, and another can go out when it's booked. The message has two buttons, one to confirm and one to cancel.

What the family does with those buttons shows up in the schedule: a tick next to the child's name if they confirm, the freed slot if they cancel. If a family would rather not get reminders, you switch them off on their record.

Each family also has its own patient space, which they open on their phone with a code and a PIN:

• They see the session calendar and upcoming appointments.
• They request a slot in their therapist's free time, with a message if they like. In the centre's schedule it appears as «1 patient interested in this time slot» and, when you tap it, you see who it is, which day and time they want and what they wrote.
• They cancel a session, which shows in the schedule as a free slot.
• They check their session packs and how many sessions are left.
• They download the documents their therapist chooses to share, such as tips for home or a report.

The space is available in Spanish, Catalan and English, which helps when a family isn't fluent in the centre's language.

Invoicing: the mother, the father, split 50/50 or an organisation

With private sessions, the person who pays is almost never the patient. On the child's record you choose who gets invoiced: the mother, the father or split 50/50, which produces two invoices, one for each parent. If the sessions are covered by a company or an insurer, you switch on «Bill a Company» with its registered name and tax ID and the invoice is issued to them, while the record, the schedule and the clinical notes stay with the child.

Invoices are issued with VeriFactu, the Spanish tax agency's invoicing system, can be downloaded as PDF and, if someone asks for an e-invoice, as a Facturae file signed with your certificate. For families who pay in advance there are session packs, and each family can see in their space how many sessions they have left.

Clinical records, reports and documents for each child

In software for early intervention centres, clinical information matters as much as the schedule. Each professional keeps the child's clinical record as free text, with the dates and format their service uses, and attaches whatever they need: images, videos, PDFs, Word documents or Excel sheets. Each file can stay hidden or be made visible so the family can see it in their space. When needed, the record downloads as a PDF with every session included.

The child's statistics bring together the total number of sessions, the attendance rate, the hours and the date of the next appointment. The centre's statistics show each professional's activity, what has been invoiced and what is due to each person, and each professional's statistics break their work down by type of therapy (Child Therapy, Speech Therapy, Neuropsychology or Family Therapy, among others).

Data protection: minors and health data

An early intervention centre holds health data about children, which is as sensitive as data gets. The GDPR treats it as a special category of personal data under Article 9. No software makes you compliant on its own, but it can make the job easier or harder.

In My Psico Agenda the data is stored on servers in the European Union, encrypted at rest, with an encrypted backup every night. Each professional logs in with their own account, can switch on email verification for new devices and a PIN to lock the screen, and can see where their session is open. Consents, including the one for minors, are signed and stored on the record, and you'll find more on the informed consent page.

How much early intervention software costs

There are two plans for centres, both monthly with no lock-in:

• Centre Mini: €99.99/month + VAT, up to 5 professionals. Each one gets their own schedule with unlimited patients, 100 automatic reminders and 100 VeriFactu invoices a month, and the centre gets 550 invoices of its own on top.
• Centre Super: €129.99/month + VAT, up to 15 professionals, with 250 reminders a month per professional, unlimited VeriFactu invoices and the Resources section (relaxation music and games for sessions).

The first month of Centre Mini is free, with no card. If you work on your own, for example as a speech therapist or child psychologist, individual plans start at €4.99/month + VAT. You'll find all the details on the pricing page and more about the centre plan on software for practices.

What this early intervention software doesn't do

• The largest plan covers up to 15 professionals: a bigger team won't fit in a single centre account.
• It has no built-in video calls: if you see a family online, use the platform you already have.
• It doesn't include standardised assessment batteries. Test results go in the clinical record or in the record's custom fields.
• It doesn't send invoices to public bodies through FACe or connect to the systems used to report on publicly funded places.
• It's designed for therapy and psychology. Physiotherapy uses the same schedule, records and invoicing, but has no tools of its own.

How to get it running in your centre

An early intervention centre can't stop for a week to switch systems, so it pays to roll out the early intervention software in stages:

1. Create the centre account and claim the free month from the welcome window.
2. Add the professionals. Each one gets their own login and schedule, and sets up their own reminders.
3. Create the rooms (sensory, motor skills, speech therapy…) so every appointment books its own.
4. Bring in the patients. Each professional can import theirs from an Excel or CSV file under Settings, and the centre duplicates the children who share professionals into the right schedules.
5. Set up the weekly sessions with «Recurring therapy», child by child.
6. Start with a group of families: turn on their reminders, send them access to their space and, once you see it working, move on to the rest.

If your centre works with autistic children, the guide to autism spectrum disorder covers assessment and support from a clinical point of view. If you work on your own, the articles on software for child psychologists and software for speech therapists fit your day better.