Booking software built by a massage therapist.

Community Care is a sliding-scale program for clients who cannot pay full price. Clients apply on your Community Care page (the /community-care address of your booking site), and you decide on each application.

There are two rates: the Reduced Rate (proof: a pay stub, the first page of a tax return, or an employer letter) and the Community Rate (proof: proof of income or benefits, for example a benefits card or enrollment letter). Each therapist sets their own two amounts, a session price for each rate, on the Community Care screen under 'Your community care rates'. They are not set per service. A client is charged the rates of the therapist they book with.

Changing your rates only affects sessions booked from then on. Clients you have already approved, and sessions already booked, keep the prices they had. Until you save your own rates, you cannot approve new applications: the Community Care screen says 'Set your community care rates first' and links to the setting.

Before you start, open Community Care in the admin menu, set your two rates under 'Your community care rates' and press Save rates.

1. Send the client to your Community Care page, or let them find it on your site.
2. The client fills in who they are, picks a rate, uploads their proof (JPEG, PNG, WebP or PDF, under 10 MB), says what they want to work on and chooses the sessions they would like.
3. You are told about the new application by email, and by text or app notification as you set under Alerts.
4. Open Community Care in the admin menu, read the application and open the proof document. Only signed-in therapists can open the proof.
5. Press Approve or Reject and add a note if you like. When you approve, leave the box 'Set this client's rate' ticked so the rate is saved on the client's profile.
6. From then on the client's new bookings are priced at their rate automatically, plus any add-ons. On a booking that has a package price, the Community Care rate replaces it. For online at-home bookings the standard at-home price applies instead of the Community Care rate.

When a client books online, they are shown an amount to pay right away. At checkout the amount already paid is credited and only the balance is collected. Find it under Settings > Upfront Payment.

Ways to pay: Zelle and Venmo are sent by hand to your handle, which you add in Settings first. With no handle, nobody is asked to pay by Zelle or Venmo. When the money arrives you tap 'Zelle received' or 'Venmo received' on the calendar. Card needs Stripe or Square connected and switched on under Payments, and a card payment is recorded by itself. Until card is connected, clients are offered Zelle only.

Who is asked: the office default is Off, Required for new clients only, or Required for every booking. Each therapist can choose their own under 'My setting' or follow the office default. A service marked 'Always paid upfront' is always asked.

How much: the full price, a fixed dollar deposit (up to $1,000) or a percentage (1 to 99). A service can have its own amount. The client is told the rest is paid at the session.

Who is never asked: only online bookings are asked. Bookings you make on the calendar are never held back, and neither are exchange, Groupon, $0 and package sessions.

Reminder: you can ask to be texted a set number of hours before the session if a Zelle has not arrived. It only reminds you. Nothing is ever cancelled automatically.

The 'Booking Deposits' box under Settings only points here now: card deposits are set on the Payments page and Zelle or Venmo upfront payment under Settings > Upfront Payment.

The window: under Settings > Cancellation Policy, 'Cancellation Window' sets how much notice a client must give: 12, 24, 48 or 72 hours. 'No late fee' (0) turns late fees off. Until you choose a value, the office default of 24 hours applies. The booking and cancel screens tell clients this same number of hours.

Who is charged: a client who cancels inside the window owes half (50%) of the service price. Only clients who have already had a completed session are charged; a first-time client never is. If you cancel a session yourself, nobody owes anything.

The hold and the rebooking rule: the fee is not owed right away. It is held for 4 hours (unless support changes that) and shows on the client's profile. If in that time the client books again, or still has another live booking on the same day as the cancelled one, the fee is voided automatically and the profile keeps the reason. A rebooking with either therapist counts. A rebooking that was itself cancelled does not count.

After the hold: if nothing rescued the fee, it is added to what the client owes and is shown to you the next time they book, so you can collect it by hand. If the office has turned on automatic charging and the client has a saved card, the card is charged instead; a declined card or no card falls back to the owed note. You can waive a fee at any time.

With this switch on, a client saves a card while booking. If they then miss the session (a no-show) or cancel inside your cancellation window, the saved card is charged 50% of the session price.

It is a per-therapist switch, so each therapist decides for their own clients.

Cards are saved with your connected card processor, Stripe or Square, so connect and switch it on under Payments first.

Your cancellation window decides what counts as a late cancel (see 'Late-cancel window and rebooking'), and a rebooking still voids a late-cancel fee in the hold time. If a card is declined or none is saved, the fee is shown as owed so you can collect it by hand.

After someone books an office session, the app asks them to confirm shortly before it: a text asking them to reply YES (or tap a link to decline), or an email when there is no usable US phone number.

Timing: by default the ask goes out 90 minutes before the session. First-time clients also get a confirmation email at that moment. A booking made inside that window is asked straight away.

First-time clients: if they are still unconfirmed 45 minutes before, a final text warns that their reserved time may be forfeited. Returning clients get the one ask only, with no final warning.

You: if there is still no answer 30 minutes before, you get an alert (as a text or app notification, as you chose under Alerts) telling you to follow up, with their number if your setup says to phone them. When a booking is made late, the steps slide so the client has at least 30 minutes to answer, and an alert is not sent when fewer than 15 minutes remain.

At-home sessions are never asked to confirm. Nothing is cancelled for you: you decide what to do about an unconfirmed session.

The timing is set per therapist under Settings > Confirmation timing: when the ask goes out, whether first-time clients get the last warning and when, when you are alerted, and whether the alert tells you to phone the client.

1. Open Settings > Confirmation timing.
2. Under your name, pick when the client is asked, tick or untick the last warning, and pick when you are alerted.
3. Tick 'The alert says to phone the client' if you want their number in the alert.
4. Press 'Save confirmation timing'.

Find these under Settings > Booking Availability Rules. They are set for each therapist separately.

'Up to N sessions in a row, then a break of M minutes': sessions that are less than a set gap apart (15 minutes by default, set in 'Sessions up to ... apart count as in a row') count as one run. Once a run reaches N sessions, no times are offered for M minutes before or after it. The defaults are 3 in a row and a 30-minute break.

'No more than X sessions a day': once a day has X active bookings, no more times are offered that day. The default is 6.

If you switch off the Adjacent-or-Distanced Rule for a therapist, the in-a-row and break limits stop applying to that therapist as well. The daily limit still applies.

These rules only decide which times are offered. They never move or cancel a booking that already exists.

With the Adjacent-or-Distanced Rule on (Settings > Booking Availability Rules), a time is offered only in two cases. Either it starts right after a booked session, or ends right before one, within the 'count as in a row' gap (15 minutes by default, counting the buffer after each session). Or it is at least your break length (30 minutes by default) clear of every session that day.

Times in between are hidden. With the defaults, a time 15 minutes or less after a session's buffer ends is offered, a time 30 minutes or more after is offered, and a time 20 minutes after is not. That keeps your day from filling with short gaps.

On a day with no bookings yet, every free time is offered. The rule only starts to matter once there is a booking that day.

Switch it off for a therapist to offer every free time. That also turns off that therapist's in-a-row and break limits.

Turn it on under Settings > At-Home Pricing with the 'New at-home pricing' box.

When it is on, an at-home session costs the office price of the service plus $40 per person, plus a travel fee from the real driving distance: 0 to 5 miles is free, 5 to 10 miles adds $20, 10 to 15 adds $40 and 15 to 20 adds $60. Linen is an extra $25. There is no rush-hour or after-hours fee.

The client has to enter a full street address (number, street, city and ZIP). The app works out the distance itself, so a client cannot type a distance. An address more than 20 miles away cannot be booked online.

Community Care rates and Groupon sessions do not apply to online at-home bookings.

Bookings you create yourself on the calendar are not affected either way. When the box is off, your earlier at-home pricing stays as it was.

At-home clients get the booking-confirmation text but no before-session reminder texts and no confirmation ask.

A couples reservation creates two linked bookings, one for each person, with two different therapists at the same start time. A time is offered only when at least two therapists are free then.

To book online, the person booking gives their own details and the partner's first and last name. The partner's email and phone are optional; a partner with no email is saved without one and flagged so you can complete their details later.

On the calendar you can choose both therapists. If you choose one, the app picks the other from those free. If you choose none, the app picks two and assigns them at random.

Paying upfront: under Settings > Upfront Payment, 'Couples pay' is either 'One payment for both' (the couple pays the first therapist once and the second booking is marked covered) or 'Each client pays their own therapist' (each booking has its own amount and its own therapist's handle). Couples are asked upfront by Zelle or Venmo, not by card.

At checkout, finishing one half finishes the other. You choose whether one person pays for both or each pays their own bill.

Packages: open the client's profile, go to Session Packages and choose Add package. Enter the number of sessions, the total price, the therapist, optionally one service (blank means any service) and how many days it is valid (60 by default). The form shows the price per session, which is the total divided by the sessions.

New bookings with that therapist (and service) use the package automatically at that per-session price until it is used up or expires. Add-ons and the at-home fee still add on top. 'Apply to upcoming bookings' re-prices bookings the client already has. Cancelling a booking gives its slot back. Nothing is texted or emailed to the client, and package sessions are not asked for upfront payment.

A service set up as a package (a '5X' service, say) creates the client's package itself the first time it is booked.

Gift cards: buyers order on your Gift Certificates page, either a dollar amount from $25 to $1,000 or a specific service, and pay by Zelle, Venmo or card as you offer. A gift paid by Zelle or Venmo stays inactive until you press 'Mark paid'; a card payment activates once the card processor confirms it. The buyer gets a link to pass on, and the recipient claims the gift with it.

Redeeming: the gift code is used when booking or at checkout. A dollar gift reduces the bill and keeps whatever balance is left; a service gift covers that service. If a booking a gift paid for is cancelled, the gift is given back. A no-show keeps it spent.

You can also create gift cards yourself under Gift Certificates in the admin menu, with an optional expiry date.

Whose notes: each imported note file is assigned to one therapist. That is the therapist you pick when uploading, otherwise the client's preferred therapist, otherwise whoever uploads. Other therapists do not see these files at all, not even in the list.

Sharing: the therapist the notes belong to can share one file, or all of that client's files, with chosen colleagues, and can take the sharing away at any time. Only the owner can share or delete. Sharing a client's notes with another therapist needs that client's consent, so get it before you share.

Files are stored encrypted when the office has set an encryption key.

Access log: every time a note is opened, changed, exported, deleted or restored, the app records who did it, when and from where, so you can see who has looked at a client's notes.

Find this under Texting in the admin menu.

Getting a number: enter an area code and pick a number. It costs a monthly price at cost, plus a few cents per text segment, passed through. If you already have a number on the Telnyx account this server uses, choose 'Bring your own number' and enter it with its messaging profile ID. To bring over a number you already use, such as a Google Voice number, use Move my number, which places a porting order that the carrier completes.

Carrier registration: US carriers require every business texting number to be registered (A2P 10DLC) before it can text clients. The platform handles the filing for you. Until it is done the number shows 'Registration pending', and texts may not be delivered. The carrier charges a one-time registration fee, passed through at cost with nothing added.

The 'Texting is on' box switches texting on and off. Releasing a bought number gives it back for good, and clients who reply to it will no longer reach you.

Find this under Settings > How alerts reach your phone.

The kinds of alert are: new booking, client confirmed, client replied or messaged you, booking changed, cancellation or no-show, incoming or missed call, voicemail, session not confirmed, upfront payment not in yet, gift orders, Community Care and the morning schedule.

For each kind pick App notification, Text or Both. The default is app notification. 'All by app notification' and 'All by text' set every kind at once.

To receive app notifications, open the app on your phone and allow notifications, then press 'Send me a test notification'. It tells you how many devices received it, or that no device is signed up.

An alert sent by app only cannot be lost: if no phone accepts the notification, a text is sent instead. Client messages, replies and unconfirmed sessions are also pushed to your app whatever you choose.

Every text costs money and app notifications are free, so app notification is the cheaper choice for alerts you only need to see.