How to Set Up Online Booking for Your Therapy Practice (Step-by-Step)

TL;DR

• Time needed: 20-30 minutes for basic setup.
• What you'll need: Email, calendar (Google/Outlook), and optionally a Stripe account for payments.
• End result: A booking link you can share anywhere—website, Instagram, email signature.
• Recommended tool: OnlyCaly for privacy-focused therapy practices.

I remember the days of phone tag. Client calls while I'm in session. I call back during their work meeting. They text. I email. Eventually someone books—maybe.

Online scheduling changed everything. Clients book when it's convenient for them. My calendar updates automatically. No phone tag. No missed connections.

Here's exactly how to set it up.

Step 1: Choose Your Scheduling Tool

You have options. Here are the main categories:

General Schedulers

• Calendly — Simple, popular, not therapy-specific
• Acuity — More features, steeper learning curve

Practice Management Suites

• SimplePractice — Full EHR with scheduling built in
• Jane App — Similar, popular in Canada

Therapy-Focused Schedulers

• OnlyCaly — Privacy-first, designed for mental health
• Practice Better — Good for holistic wellness

For this guide, I'll use OnlyCaly as the example because it's what I use and it's specifically designed for our field.

Step 2: Create Your Account

1. Go to onlycaly.com/signup
2. Enter your email and create a password
3. Confirm your email address

That's it. Account created.

Step 3: Connect Your Calendar

This is crucial. Your scheduling tool needs to see when you're busy to prevent double-booking.

For Google Calendar:

1. Click "Integrations" in settings
2. Click "Connect Google Calendar"
3. Sign in to your Google account
4. Grant calendar access permissions

For Outlook:

1. Click "Integrations" in settings
2. Click "Connect Outlook"
3. Sign in to your Microsoft account
4. Grant calendar access

Now your existing appointments block time automatically.

Step 4: Set Your Availability

Tell the system when you're available to see clients.

Basic Setup:

1. Go to "Availability" settings
2. Set your working days (e.g., Monday-Friday)
3. Set your hours (e.g., 9:00 AM - 6:00 PM)
4. Add lunch breaks if needed

Pro Tips:

• Buffer time: Add 15 minutes between sessions for notes and transitions
• Minimum notice: Require 24-48 hours advance booking to prevent last-minute chaos
• Maximum advance: Limit how far ahead clients can book (2-4 weeks is common)

Step 5: Create Your First Service

Now create what clients will actually book.

Example: Individual Therapy Session

1. Go to "Services" and click "Add Service"
2. Name: Individual Therapy Session (50 min)
3. Duration: 50 minutes
4. Price: $150 (or your rate)
5. Description: Brief description of what to expect

Consider Privacy

Many scheduling tools let you set a "calendar title" different from the service name. Clients see "Individual Therapy Session" when booking, but their calendar shows "Appointment with Dr. Sarah."

OnlyCaly does this by default. Other tools require manual configuration.

Step 6: Add Intake Questions

Before a session, you need information. Add intake questions to your booking flow.

Common Questions:

• Have you been to therapy before?
• What brings you in today? (brief)
• Emergency contact name and phone
• Consent acknowledgment checkbox

In OnlyCaly:

1. Go to "Services" → Select your service → "Intake Form"
2. Add questions with different types (text, checkbox, dropdown)
3. Mark required questions

Clients complete these before confirming their booking.

Step 7: Set Up Payment Collection (Optional)

Want to reduce no-shows? Collect payment at booking.

Connect Stripe:

1. Go to "Integrations" → "Connect Stripe"
2. Create or log in to your Stripe account
3. Complete Stripe's verification

Payment Options:

• Full payment: Charge the full session fee at booking
• Deposit: Charge a portion (e.g., $50) to hold the spot
• Pay later: Send a payment reminder before the session

Even a small deposit significantly reduces no-shows.

Step 8: Customize Your Booking Page

Make it look professional.

Basic Customization:

1. Add your photo or logo
2. Write a brief bio
3. Set your timezone
4. Customize your booking page URL (e.g., onlycaly.com/dr-sarah)

Advanced (paid plans):

• Custom colors matching your branding
• Remove scheduling tool branding
• Add your own logo

Step 9: Get Your Booking Link

You now have a booking link. Something like:

https://onlycaly.com/dr-sarah

This is what clients click to schedule with you.

Step 10: Share It Everywhere

Put this link where clients will find it:

Website

Most website builders let you add a "Book Now" button. Link it to your scheduling page.

<a href="https://onlycaly.com/dr-sarah">Book a Session</a>

Email Signature

Add a line to your email signature:

Schedule online: onlycaly.com/dr-sarah

Psychology Today

Many directories let you add a booking link to your profile.

Social Media

• Instagram bio link
• Facebook "Book Now" button
• LinkedIn profile

Voicemail

Update your voicemail: "To schedule an appointment, visit dr-sarah.com/book"

Common Setup Mistakes

1. Forgetting Calendar Sync

Your tool can't prevent double-booking if it doesn't see your existing calendar.

2. No Buffer Time

Back-to-back sessions with no transition time leads to burnout and late starts.

3. Too Much Notice

Requiring 2 weeks notice prevents clients from booking when they need you.

4. Too Little Notice

Same-day booking means no time to prepare or review notes.

5. Invisible Link

If clients can't find your booking link, they can't use it.

After Setup: Test It Yourself

Book yourself. Go through the entire client experience:

1. Click your booking link
2. Select a service
3. Pick a time
4. Fill out intake questions
5. Complete payment (if applicable)
6. Check that calendar events appear correctly

Notice anything confusing? Fix it before real clients use it.

Frequently Asked Questions

How long does setup really take?

Basic setup: 20-30 minutes. Adding intake questions, connecting payments, and customizing takes another 30-60 minutes.

Do I need technical skills?

No. Modern scheduling tools are designed for non-technical users. If you can use email, you can set this up.

What if clients prefer phone booking?

Keep offering phone booking—just also offer online. Most clients will migrate to self-service over time.

What about existing clients?

Send a quick email with your new booking link. Include a brief "how to" if needed.

Is it secure enough for therapy?

Choose a tool designed for healthcare. Look for privacy features, encrypted connections, and data protection policies. OnlyCaly is designed specifically for this.

The Bottom Line

Online booking isn't just convenient—it's expected. Clients book restaurants, haircuts, and doctor appointments online. They expect the same from their therapist.

The setup takes one afternoon. The time saved lasts forever.

Ready to stop playing phone tag?

Set Up Your Booking Page →