Weekly sessions moved without email back-and-forth
"Can I move Thursday with Dana to next week, same time?" is answered in one call, at 7 a.m. or 10 p.m. The therapist stays in session and finds the change on the calendar.
An existing client calls to move, cancel or add a session.
Confirms who they are, offers the therapist's open times, records the change and any late fee.
The calendar updated, the freed slot offered, and a short note to the therapist.
How it works
- Knows the client
By phone number and name, and confirms the upcoming session before it changes anything. It never confirms to anyone else that a person is a client.
- Offers real times
The therapist's open slots that week and the next, starting with the client's usual day and time.
- Applies your policy
Inside your late-cancel window, it says the fee in your words, kindly, and records that it was explained.
- Updates the calendar
Moves the session, sends the new time by text, and refreshes the video link if it's online.
- Frees the old slot
The opened time is offered to the waitlist or to clients who asked for an earlier session.
- Tells the therapist
A one-line note: who moved, from when to when, and anything the client asked to pass on.
Example call
- CustomerHi, it's Aisha Rahman. I need to move my Thursday session with Dana. My kid's sick.
- AI agentHi Aisha, I hope they feel better soon. I see Thursday at 3 with Dana. Would next Thursday at 3 work, or sooner?
- CustomerSooner would be good, actually.
- AI agentDana has Monday at 11 by video, or Tuesday at 6 in the office. Since it's less than 24 hours, your practice's late-change fee would normally apply, but Dana waives it for illness.
- CustomerMonday at 11 by video, please.
- AI agentYou're moved to Monday at 11, and I'll text you the video link. Anything you'd like me to pass on to Dana?
- CustomerJust that it's been a rough week.
After the call: Dana sees Thursday cleared and Monday 11 booked by video, with "rough week" in the note. Thursday at 3 was offered to the waitlist and filled by a client who wanted an earlier time.
What your team gets
- Sessions moved on the therapist's calendar, with the reason if given
- Late changes recorded with the policy explained
- Freed slots offered to the waitlist the same day
- A short note to the therapist after each change
- Fewer messages for therapists to return between clients
Questions
Does it charge the late fee?
It explains the fee in your words and notes that it did. Whether to charge or waive stays with your rules or the therapist.
Can someone call to ask if their partner is a client?
It won't confirm or deny that anyone is a client. It only talks about a booking with the person it belongs to.
Can it book a client into a different therapist?
Only if you allow it. Most practices keep ongoing clients with their own therapist and send a request for anything else.
Hear it on your phone
Request a demo call and the agent phones you, set up for counselling and therapy like yours.