Software for psychologists who work in multiple locations: one diary for your practice, centres and rooms

Monday in your own practice. Tuesday and Thursday at a centre that keeps 30 % of every session. Friday morning in a room you rent for 12 euros a session. Plenty of self-employed psychologists work like this, and it makes sense: you spread the risk, reach patients in other neighbourhoods and fill your week. What gets harder is the admin. Three calendars, three prices, patients messaging you the night before to ask which address they should go to and, at the end of the month, no clear idea of what each place actually left you. Software for psychologists who work in multiple locations has one job here: keep everything in a single diary, with every appointment knowing where it happens and what it is worth.

This guide covers what gets complicated when you work in several places, what your practice management software should do so it doesn't, and how My Psico Agenda handles it, using the names you will see on screen. At the end you will find a checklist for choosing and the questions we hear most often.

Working in several centres: the usual way to fill a week

Few practices start out full. Most psychologists combine a few hours in their own practice, one or two partnerships with centres and sometimes a rented room in another part of town to be closer to some patients. Each arrangement works differently. With a centre you usually agree a commission, a percentage of each session (60/40 and 70/30 splits are common). With a rented room you pay a fixed amount per session or per hour and the rest is yours. If you want to compare the models in detail, we have a guide to fee splits between a centre and its therapists.

No model is better than the others. What they share is that they multiply the paperwork when every place has its own diary, its own spreadsheet and its own way of getting paid.

What gets complicated when you work in several places

If you have been there, you will recognise the list:

• Several diaries at once. The centre's, yours and the room's. Write one appointment in the wrong one and you have two patients booked at the same time in different places.
• Patients who don't know where to go. "Was tomorrow at your practice or at the centre?" If that message arrives at ten at night, something isn't working.
• A different price in each place. 65 € in your practice, 60 € at the centre and whatever you agreed for the room.
• What you really keep. With a 30 % commission, 60 € becomes 42 €; with a fixed 12 €, it becomes 48 €. Working that out session by session makes no sense.
• Who you invoice. In one place you charge the patient; in another the centre pays you and wants one invoice a month covering every session.
• Rooms. The centre has several, and you want to know which one you are in each day.

What software for psychologists who work in multiple locations should do

Before comparing brands, get the list straight. Whether you call it a diary, scheduling app or practice management software, scheduling software for therapists with multiple locations should let you:

1. Set up each centre once, with its address, price and commission.
2. Choose the centre, and the room if there is one, for each appointment without typing the price.
3. See in the same week where every session is, on your phone too.
4. Tell each patient where their appointment is.
5. Work out what you keep from each session after the commission.
6. Produce a report per centre and invoice the centre when it is the one paying you.
7. Not cap the number of centres.

None of this is unusual, yet plenty of tools built for a single practice stop at point one. Let's take them one at a time.

Set up each centre once: address, price and commission

In My Psico Agenda the places where you work live in the Work Centers section. You already have one when you sign up, called "Self-employed", which you can rename after your practice. For every new place you click "+ New Center" and fill in its details:

• Center Name and Address, which you will then see in your diary and which your patients receive in their reminder.
• Legal name, Center Tax ID and logo, used if you ever invoice the centre.
• Default Gross Price (€), what you charge per session there. New appointments at that centre start with this price, unless the patient already has an earlier appointment.
• Commission (%) or Fixed Commission (€), depending on the agreement.
• The centre's Rooms, if it has several.

Each centre then appears as a card with its address, its commission ("30.00%", "12.00€" or "No commission") and its rooms. There is no limit on centres in the therapist plans, so the day you start working with a new place you simply add it.

A percentage commission or a fixed fee per session

The two fields match the two most common agreements. "Commission (%)" is the share the centre keeps. "Fixed Commission (€)" is a fixed amount per session, the typical case for a rented room. With the figures from the start:

That last column is the net price, and the app calculates it for every appointment based on the centre you pick. You don't need to remember which deal you had with each place: you enter it once on its card.

Each centre's rooms

If a centre has several rooms, you add them to its card with a name and a colour. When you create an appointment there, you choose the room from cards that show whether it is free or already taken by you at that time, and the room is saved with the appointment. Handy when the centre gives you Room 1 on Tuesdays and Room 2 on Thursdays and you would rather not rely on memory.

When you book an appointment you choose where, and the price is already filled in

In "New Appointment", after picking the patient, you have the Center drop-down. Your own practice is selected by default; if the session is elsewhere, you change it. As soon as you choose the centre, three things happen:

• The Full Price is filled in with that centre's default price.
• The Net Price is calculated automatically, with the commission shown next to it, for example "(Commission: 30%)". It is a calculated field, so there is nothing to touch.
• If the centre has rooms, they appear so you can choose one.

For a 60 € session at the 30 % centre, you see 60.00 as the full price and 42.00 as the net price before you save.

Returning patients keep their centre and room

Most patients always go to the same place. So when you choose someone who already has an earlier appointment, the new one copies the centre, duration, price and therapy type from the last one, and the room as well if it still exists and is free at that time. If Miriam comes to the centre on the avenue every Thursday, Room 2, her next appointment comes out the same without you touching anything. If she ever switches, you pick another centre in the drop-down and next time the new one appears.

One diary for all your centres

Every appointment, wherever it takes place, lives in the same diary. In the week view each card shows the time, the patient, "🏢" with the centre's name and "🚪" with the room, so at a glance you know you are at the centre on Tuesday and at the rented room on Friday. The month view sums it up day by day, with the centre and room of each appointment.

A single diary has an advantage you only notice when it fails: if you try to put one appointment on top of another, the app warns you that the slot is already taken, whichever centre it is in. With three separate diaries, that warning doesn't exist. You can see more about how it works on the online scheduling page for psychologists.

On your phone too

On a phone the diary is shown day by day, with the same cards: time, patient, centre and room. It is what you check on the bus to know where you are heading. There is nothing to install: it works in the phone's browser, just like on your computer.

Make sure patients always know where to go

My Psico Agenda's WhatsApp reminders include the appointment's centre. The patient receives the day, the time and the name of the centre, with buttons to confirm or cancel. They go out automatically 24 hours before (and, if you like, also when you create the appointment), and you can switch them off for an individual patient without affecting anyone else.

It sounds like a small detail, but it removes a good share of the night-before messages. And when a patient's location changes from week to week, the reminder tells them which one is next.

What each centre leaves you: gross, net and a report per centre

With the price and commission saved on every appointment, the numbers add up without spreadsheets. In Statistics you see each month's gross income, what your patients paid, and net income, what you keep after commissions, together with the change from the previous month.

For the detail of a particular centre, its card has a "📊 Download Report" button. You choose the month, the language and the columns you want (date and time, patient, gross price, net price, payment method, room and details) and get a PDF report with the sessions completed that month and the total gross and net. It is exactly what you need to settle up with the centre at the end of the month.

Invoices: to the patient or to the centre

It depends on the agreement. At some centres each therapist charges their own patients; at others the centre collects the fees and then pays you your share, against your invoice. My Psico Agenda handles both. In Invoicing, the "Unbilled sessions" tab shows your pending sessions. You select the ones you want and the wizard asks "Who are you billing?":

• Patient: one invoice per patient.
• Center: one invoice per centre with all its sessions, addressed to the legal name and tax ID you saved on its card. Each line shows the session and the amount due to you for it, the net amount.

Invoices are created as drafts and get their number when you issue them. They carry the VAT exemption box for healthcare services and can be issued through VeriFactu, the Spanish Tax Agency's system for invoicing software, which will be mandatory for self-employed professionals in Spain from July 2027.

If one centre gives you almost all your work

A note that isn't about software but is worth keeping in mind when one centre grows a lot. In Spain, the Self-Employed Workers Statute (Law 20/2007) defines an economically dependent self-employed worker (TRADE) as someone who receives at least 75 % of their income from a single client, and applies specific rules to them. The report for each centre gives you the figure to see where you stand; what it means in your case is a question for your accountant.

Data protection when you see patients at a centre

When you work at a centre that isn't yours, it is worth agreeing in writing who is responsible for patient data: whether the patients belong to the centre and you treat them on its behalf, or whether they are yours and the centre only provides the room. The EDPB guidelines on controllers and processors explain how to tell the two roles apart, and Article 28 of the GDPR sets out what the contract between them must include.

As for the software, My Psico Agenda stores data encrypted on servers in the European Union, with a daily backup, two-step verification and a PIN that protects sensitive sections if you share a computer at a centre. The details are on the security page.

What if the centre is yours?

This guide is about the psychologist who works in several places. If what you run is a centre with several therapists, or a network of centres, the needs change: diaries for the whole team, shared rooms and commissions per professional. That is what My Psico Agenda's centre plans are for: Center Mini, for up to 5 therapists, costs 124.99 €/month + VAT, and Center Super, for up to 15, costs 199.99 €/month + VAT. You will find more on the software for psychology practices page and in our guide to running a multi-site psychology practice.

Checklist for choosing software if you work in several centres

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

1. Can I set up all my centres, with address, price and commission, without paying extra for each one?
2. Does it support a percentage commission and also a fixed fee per session?
3. Does every appointment store its centre and room?
4. Is the price filled in from the centre, with the net worked out for me?
5. Does a regular patient's next appointment keep their centre?
6. Can I see in the same week, and on my phone, where each session is?
7. Does the reminder tell the patient which centre to go to?
8. Can I see what I bill and what I keep each month?
9. Can I produce a report per centre and invoice the centre?
10. Can I leave whenever I want, with no minimum term?

For broader criteria, our guide to software for psychologists covers everything it should include, and the one on software for self-employed psychologists focuses on the solo practice.

My Psico Agenda: software for psychologists with several centres, from 4.99 €

My Psico Agenda is software for psychologists and therapists made in Spain. As software for psychologists who work in multiple locations, this is what matters:

• Unlimited work centres, each with its address, default price, commission (percentage or fixed) and rooms.
• Centre and room on every appointment, with the price filled in and the net calculated.
• Returning patients with their centre, room and price already chosen.
• One diary with all your centres, on computer and phone.
• WhatsApp reminders that tell patients which centre their appointment is at.
• Gross and net income, a report per centre and invoices to the patient or the centre.
• Clinical records, consent forms, session packs and a patient space, as in any practice.

The Semilla plan costs 4.99 €/month + VAT and includes up to 25 patients, 20 automatic reminders and 20 VeriFactu invoices a month. Junior (19.99 €) and Senior (29.99 €) remove the patient limit and add more reminders, invoices and storage; everything is on the pricing page. The first month is free, with no card and no minimum term.

FAQ: software for psychologists who work in multiple locations

The questions that come up most when a psychologist who works at several centres looks for practice management software.

What is software for psychologists who work in multiple locations?

It is practice management software (diary, patient records, reminders and invoicing) built on the idea that you don't work in just one place. Each centre has its own address, price and commission, each appointment stores where it happens and in which room, and at the end of the month you know what you billed and what you kept at each one. All in one diary instead of one per place.

How many centres can I add in My Psico Agenda?

As many as you need. The therapist plans have no limit on centres or rooms, including the 4.99 €/month + VAT Semilla plan. You already have one when you sign up, "Self-employed", which you can rename after your practice.

How do I know what I keep from each session?

On each centre's card you enter its commission, as a percentage or as a fixed amount per session. When you create an appointment, the app fills in the full price and works out the net price with that commission, for example 42 € from a 60 € session at a centre that keeps 30 %. In Statistics you see your gross and net income for each month.

Do my patients know which centre to go to?

Yes. The WhatsApp reminder they receive 24 hours before includes the day, the time and the name of the appointment's centre, with buttons to confirm or cancel. If a patient goes to a different place depending on the week, the message tells them which one is next.

Can I invoice the centre for all of the month's sessions?

Yes. In Invoicing, under "Unbilled sessions", you select the sessions and under "Who are you billing?" you choose "Center". You get one invoice per centre with all its sessions and the net amount of each, addressed to the legal name and tax ID saved on its card. It is created as a draft and gets its number when you issue it.

What happens if a patient moves to a different centre?

A patient's new appointment copies the centre from their last one, so you only need to choose the new centre in the drop-down once. From then on, their next appointments come out with the new centre, its price and its commission.

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. All plans are billed monthly with no minimum term, and the first month is free with no card.