Caseload: practice management software for therapists in private practice
Caseload is practice management software for therapists, counsellors, psychotherapists, psychologists, hypnotherapists, CBT therapists and coaches in private practice, primarily in the UK. It answers enquiries, fills bookings, sends SMS and email reminders, keeps clinical records structured and compliant, and takes payment before a session reaches the calendar. Caseload was built inside a working UK practice and is hosted on EU servers, designed for UK GDPR Article 9 special category data.
What does Caseload include?
Caseload has eight modules, all included in a single plan:
- Lead Centre: enquiries from your website, directories or referral links land timestamped in one place, are graded for readiness, and receive an instant branded consultation invitation. A follow-up sequence runs automatically if a prospect goes quiet.
- Booking and scheduling: every active client gets a personal tokenised booking link that reads your live calendar. Google Calendar and Google Meet integration, dedicated consultation flow, instant branded confirmations and multi-location support.
- Intake and consent: structured intake questionnaires before the first session, explicit GDPR Article 9 consent with IP address and timestamp logged, digitally signed contracts and safeguarding flags that stay visible until formally reviewed.
- Automations: SMS and email reminders at 24 hours and 2 hours before every session, post-session follow-up with a rebook link, same-day missed session recovery, booking nudges and configurable re-engagement, all under your practice name.
- Session notes and outcomes: autosaving session notes encrypted with AES-256-GCM on EU infrastructure, SUDS and wellbeing scoring, automatic outcome charts and full chronological session history on every client record.
- Invoicing and payments: Stripe payment at the point of booking, automatic invoice generation from session records, payment tracking and a running income view.
- Compliance and records: built for UK GDPR Article 9 special category data. Subject access request export in about thirty seconds, HMAC-verified tamper-evident audit trail, verified and logged Article 17 erasure, EU data residency and required two-factor authentication.
- Secure client messaging: an end-to-end encrypted, passphrase-protected client portal with session-scoped access, kept on the client record as part of the clinical record.
How much does Caseload cost?
Caseload is £39/month, with a 30-day free trial and no card required to start. The plan covers all eight modules, unlimited clients and sessions, SMS and email reminders, migration done by hand, EU hosting with Article 9 compliance, and a direct line to the founder. The tools it replaces typically cost around £149/month combined.
Who is Caseload for?
- Practice management software for hypnotherapists
- Practice management software for counsellors
- Practice management software for psychotherapists
- Practice management software for psychologists
- Practice management software for CBT therapists
- Practice management software for coaches
Guides
- GDPR Article 9 for therapists, explained
- How to reduce missed therapy sessions
- The ICO data protection fee for therapists
Frequently asked questions
Who is Caseload for?
Caseload is built for practitioners in private practice: therapists, counsellors, psychotherapists, psychologists, hypnotherapists, CBT therapists and coaches. It was built inside a working UK practice for people who hold mental health data and other sensitive personal history.
How much does Caseload cost?
Caseload is £39/month, with a 30-day free trial and no card required to start. There are no tiers, no add-ons and no SMS credits. The tools it replaces typically cost around £149/month combined — Caseload replaces all of them in one subscription.
Do I need a demo to start?
No — sign up and you're running in minutes. The setup call is there if you'd like us to move you in personally, but it is not required. Most practitioners are up and running on their own in under an hour.
What is included in the Caseload plan?
All eight modules with nothing gated, unlimited clients and sessions, SMS and email reminders, migration done for you by hand, EU hosting with UK GDPR Article 9 compliance, and a direct line to the founder rather than a ticket queue.
Where is client data stored?
Client data lives on EU servers only, encrypted at bank grade, with access protected by two-step verification. Caseload is architected for UK GDPR Article 9 special category data such as mental health information and trauma disclosures.
Can clients ask for their records or have their data deleted?
Yes. A complete export of a client's records takes about thirty seconds, and deleting everything held on a client is one click, with proof that it happened. Consent for sensitive data is signed and timestamped on the record.
Does Caseload reduce missed sessions and unpaid bookings?
Bookings clear payment before the session reaches the calendar, and automatic SMS and email reminders are included in the plan to reduce missed sessions.
Start a free trial at caseload.app/signup. No card needed. Or book a thirty-minute setup call at cal.com/caseload-demo.