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Caseload for counsellors
Practice management software for counsellors
Caseload gives counsellors in private practice one system for enquiries, bookings, reminders, session records and invoicing. Records are structured and encrypted for UK GDPR Article 9 data, consent is timestamped on the record, and everything is hosted on EU servers.
The friction
What counsellors are up against
Ongoing weekly clients mean the diary, the notes and the invoices never stop, and the admin lands in the evenings after the last session.
Enquiries arrive by email, phone and contact form, and each one needs a reply, an assessment slot and an intake before any work begins.
Your notes hold trauma disclosures and personal history, which is exactly the data UK GDPR treats as special category and expects you to protect accordingly.
When a client asks what you hold on them, the answer is often spread across a paper diary, a notes app, an inbox and a spreadsheet.
The fit
How Caseload fits a counsellor's practice
One record per client, not four systems
Contact details, consent, session notes, attendance history and invoices sit on one structured, encrypted client record.
Reminders included, not metered
SMS and email reminders go out automatically for every booking, with no credits to count, which suits a diary of recurring weekly sessions.
Subject access without the Sunday afternoon
A complete export of a client record takes about thirty seconds, and deleting everything you hold on a client is one click, with proof it happened.
Compliance built in, not bolted on
Article 9 consent is signed and timestamped on the record, data lives on EU servers only, and access is protected by two-step verification.
The platform
Everything included in the plan
Caseload has one plan with everything included: all eight modules with nothing gated, unlimited clients and sessions, SMS and email reminders included.
Every inbound contact is captured, graded and in motion before you finish your next session.
Clients book, confirm and pay without a single message from you. Synchronised with your calendar.
Structured intake forms, Article 9 consent and digital contracts signed and stored automatically.
Autosaving session notes with wellbeing scores, encrypted at rest and structured chronologically.
SMS and email session reminders, post-session follow-ups and missed session recovery included.
Paid at booking or invoiced after. Track outstanding amounts without managing a spreadsheet.
Compliance
Built for the data you actually hold
Your notes hold sensitive personal history. The duty to protect special category data doesn't shrink because the practice is small. Caseload handles compliance by architecture, not as an afterthought.
Data Protection & UK GDPR
- Consent for sensitive data (Article 9) Timestamped on record
- Where client data lives EU servers only
- How records are stored Bank-grade encryption
- "Delete everything you hold on me" One-click erasure with proof
- Right of access requests 30-second complete export
One plan. Everything in it.
Founding cohort pricing is agreed on your thirty-minute demo call and locked from day one. Whatever you join at is what you stay at.
- All modules, nothing gated
- Unlimited clients and sessions
- SMS and email reminders included
- Migration done for you, by hand
- EU hosting and Article 9 compliance
- Direct line to the founder
Questions
Frequently asked questions
Is Caseload suitable for counsellors in private practice?
Yes. Caseload was built inside a working UK practice for practitioners who hold mental health data. It covers enquiries, bookings, reminders, session records, invoicing and UK GDPR Article 9 compliance in one plan.
Can I respond to a subject access request from Caseload?
Yes. A complete export of everything held on a client takes about thirty seconds, and one-click deletion with proof covers erasure requests.
How does Caseload pricing work?
Caseload has one plan with everything included: no tiers, no add-ons, no SMS credits. Founding cohort pricing is agreed on a thirty-minute demo call and locked for as long as you stay.
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 personal disclosures.
See Caseload for your practice
Built inside a working UK practice, now onboarding the founding cohort.
Book a thirty-minute demoCaseload for other practices