Best Scheduling Apps for Relationship Counselors

TL;DR

• Unique Challenge: Booking sessions with two people's schedules, not one.
• Key Features: Joint booking forms, discreet invitations, flexible payments.
• Top Pick: OnlyCaly for privacy + flexibility.
• Runner Up: Jane App for full practice management with couples features.

Scheduling individual therapy is straightforward: one client, one calendar, one booking.

Couples therapy? That's two people, two schedules, two sets of privacy concerns, and often two very different relationship dynamics playing out before the first session even starts.

Here's what relationship counselors need in a scheduling tool—and which apps deliver.

What Makes Couples Scheduling Different

Two Calendars to Coordinate

Both partners need to be available. Some couples have wildly different work schedules. Finding overlapping availability is half the battle.

Two Email Addresses/Calendars

Do invitations go to both? Just the person who booked? A shared calendar? The answer varies by couple.

Privacy Complexity

One partner might want discretion; the other doesn't care. "Couples Therapy" showing up in a shared family calendar might be fine for one couple and a disaster for another.

Payment Dynamics

Who pays? Split payment? One person handles finances? Therapists need flexible payment options.

Intake for Both

You need information from both partners, but they may not be together when filling out forms.

Essential Features for Relationship Counselors

1. Joint Booking Capability

The ideal: one of the partners books the session and can add the other partner's email. Both receive confirmation and reminders.

Tools that do this well:

• Jane App: Built-in couples booking workflow
• OnlyCaly: Add guest email option at booking
• Acuity: Custom form field to collect partner email

2. Dual Intake Forms

You need histories from both people. Options include:

• Send separate intake links to each partner
• Use a single form with sections for "Partner 1" and "Partner 2"
• Collect basic info at booking, then follow-up forms individually

3. Discreet Calendar Invitations

For couples, discretion often matters MORE. The irony of "Couples Therapy" appearing on a shared calendar visible to kids, in-laws, or houseguests isn't lost on anyone.

OnlyCaly: Default neutral titles ("Appointment with...") Acuity/Calendly: Requires manual configuration per service

4. Flexible Payment Options

• One partner pays full amount
• Split payments (each pays half)
• Alternating (this session Partner A, next session Partner B)
• Package pricing (10 sessions at discount)

5. Longer Session Support

Most couples sessions run 75-90 minutes (vs. 45-50 for individual). Your scheduling tool should easily support non-standard durations.

Tool Comparison for Relationship Counselors

Top Recommendations

Best Overall: OnlyCaly

OnlyCaly offers the best combination of privacy, flexibility, and affordability for relationship counselors.

Why it works for couples:

• Guest email field to notify both partners
• Neutral default calendar titles
• Custom intake forms for both partners
• 90-minute session support
• Affordable pricing for specialized practices

Limitation: No built-in client portal (use email for document sharing)

Best All-in-One: Jane App

Jane is excellent for established group practices doing significant couples work.

Why it works:

• Couples booking is a core feature
• Client portal for both partners
• Integrated documentation
• Insurance/billing features (if applicable)

Limitation: Higher price, complexity for solo practitioners

Best for Complex Practices: SimplePractice

SimplePractice handles couples well within its broader practice management suite.

Why it works:

• Full EHR capabilities
• Couples file management
• Telehealth built-in
• US insurance integration

Limitation: Price ($29-99/month), overkill if you mainly need scheduling

Workflow: Booking a Couples Session

Here's how it typically works with a privacy-focused tool:

Step 1: Partner A Books

One partner finds your booking link and schedules the initial session.

Step 2: Add Partner B

During booking, they enter Partner B's email in a "Guest" or "Partner" field.

Step 3: Both Receive Confirmation

Both emails receive confirmation with neutral subject ("Appointment Confirmed").

Step 4: Intake Forms

Either:

• Both complete intake questions at booking
• You send separate intake form links after booking
• They complete during first session

Step 5: Reminders

Both partners receive reminders before the session.

Step 6: Session Happens

Video link (Google Meet, Zoom) goes to both. They join separately or together.

Managing Complex Couples Dynamics

When Partners Have Different Privacy Needs

Ask during intake: "Do you share calendar/email with your partner? Anyone else?"

Configure accordingly:

• Send to booking partner only if one wants discretion
• Use neutral "Meeting" titles regardless

When One Partner Books Unilaterally

Sometimes Partner A books couples counseling without Partner B knowing. Red flag for therapy, but logistically:

• Only send confirmation to booking party
• Discuss consent and buy-in before first session
• Be prepared to convert to individual if Partner B doesn't participate

When They Cancel Frequently

Couples have more scheduling conflicts than individuals. Consider:

• Stricter cancellation policies
• Deposit requirements
• Standby sessions for rescheduling

Frequently Asked Questions

How do I bill insurance for couples therapy?

Most insurers require billing under one person's name. Track who is the "identified patient" and bill accordingly. The scheduling tool doesn't need to handle this—your billing process does.

What if partners have separate therapists and a couples therapist?

This is common. Your scheduling tool should prevent double-booking YOUR calendar. What's on their calendars is their problem.

How do I handle intake consent from both partners?

You need informed consent from both. Options:

• Digital consent in intake form (both must sign)
• First session consent discussion
• Email consent forms separately

Can I block certain times for couples-only?

Yes. Most tools let you create different service types with different availability. "Couples (90 min)" available only on certain days/times.

The Bottom Line

Couples therapy scheduling is more complex than individual therapy. You're coordinating two people, two schedules, two sets of expectations, and extra privacy sensitivity.

General scheduling tools can work, but they require configuration. Purpose-built or privacy-focused tools save time and reduce errors.

For privacy-focused couples scheduling: OnlyCaly For full practice management with couples features: Jane App or SimplePractice

The right tool makes the logistics disappear—so you can focus on the relationship in front of you.

Try OnlyCaly for Couples Scheduling →