Psychologists and coaches
For psychologists and coaches: bookings and reminders
Automate session booking, client communication and reminders, so you can focus on clients rather than admin.
From €450Up and running in 1–2 weeksIn your own accounts
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4 workflows
- Online session booking
- Automatic reminders
- Client onboarding
- Payment tracking
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Booking sessions and sending confirmations by hand
DoneOnline session booking
Clients pick a time themselves through Calendly or Google Calendar, without you being involved.
- Manual work
Clients miss sessions because they forget the time
DoneAutomatic reminders
Clients get a reminder 24 hours and 1 hour before the session by email or WhatsApp.
- Manual work
Tracking payments and writing reminders by hand
DoneClient onboarding
New clients automatically get an intake form, a consent form and instructions before the first session.
- Manual work
New client forms and documents are handled manually
DonePayment tracking
Automatic reminders to clients about unpaid sessions and subscriptions.
In practice
Example: intake form and consent sent to a new client
A psychologist runs a private practice. Before a first session, she sends every new client an intake questionnaire, a consent form and practical details, often in the evening when she finally has time.
- 1
The client books a first session through Calendly or a Google Calendar booking page.
- 2
Right after booking, they get an email with a link to the intake questionnaire and consent form. The form lives in your own account, such as Google Forms or Jotform, and responses go to your Google Drive with restricted access.
- 3
The email also covers the practical details: the address or video call link, the cancellation policy and how to pay.
- 4
If the questionnaire isn’t filled in a day before the session, one neutral reminder goes out. Its wording says nothing about why the person is coming.
- 5
Before the session, the psychologist can see which documents have arrived. AI isn’t involved in this process at all: it doesn’t read questionnaires or notes.
Result: The first session starts with a conversation rather than paperwork, and admin no longer spills into evenings. Practices working this way save 3–5 hours a week.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Will my session notes be processed by AI?
No, unless you explicitly want that and there’s a proper legal basis. Session notes are the most sensitive data you hold, so I suggest keeping them completely apart from any automation. The setup handles only booking, reminders and payments.
Could a WhatsApp or text reminder reveal that someone sees a psychologist?
Others can see a message on a phone’s lock screen, so we keep the wording neutral, like “Reminder: your appointment tomorrow at 3:00 PM,” without words like “therapy” or “psychologist.” Clients choose which channel they want reminders on.
Could an AI chatbot answer clients between sessions?
I don’t recommend it. A person in crisis may write at any hour, and a bot can’t assess risk or provide help. An auto-reply should say when you’ll respond and list crisis helpline numbers for urgent cases.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
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Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt