If you’re a therapist or wellness professional, you already know how valuable your time is. Between sessions, admin, and keeping your website up to date, finding ways to make your day more efficient can feel like a lifesaver. That’s where the right online booking system comes in. With more clients searching for therapists online and expecting seamless, on-demand scheduling, choosing a booking tool that fits your practice isn’t just helpful—it’s essential. At RTWD, we’ve worked with dozens of counselling and wellness professionals across Somerset and beyond, helping them build user-friendly websites that make booking appointments simple for both clients and practitioners. In this guide, we’ll walk you through the features you actually need, break down the top online booking systems for therapists in 2025, and help you find the best fit for your practice—whether you’re a solo counsellor or running a busy clinic.
Key Features to Consider in an Online Booking System
When it comes to selecting an online booking system for your therapy practice, there are a few must-have features you’ll want to look out for. The right platform can do more than just save you time; it can help you run a smoother, more professional business and provide a better experience for your clients. Here’s what to keep an eye out for:
- Simple Scheduling: The heart of any booking system is its calendar. It should be easy to use for both you and your clients, allowing for quick appointment booking, rescheduling, and cancellations.
- Automated Reminders: Reduce no-shows with automated email and SMS reminders for clients and practitioners.
- Client Records & Notes: Integration of secure note-taking and client record storage helps keep all your information in one place and supports professional documentation standards.
- Payment Integration: The ability to accept online payments or deposits can streamline your admin and improve cash flow.
- Telehealth Options: Especially relevant in today’s world, secure video call functionality is a huge benefit for remote or hybrid practices.
- GDPR Compliance & Security: As a therapist, protecting client data is critical. Look for systems that take security seriously and comply with UK data protection laws.
- Customisability & Integration: The booking tool should fit seamlessly into your website and brand, and ideally connect with other tools you use (like calendars or accounting software).
Choosing a system with these features will help ensure your practice runs smoothly, your clients get a professional experience, and you stay focused on what matters most: helping people.
Top Online Booking Systems for Therapists in 2025
With so many booking tools on the market, it can be overwhelming to decide which one is right for your therapy practice. At RTWD, we’ve worked with a range of systems and gathered feedback from our clients to help you make an informed choice. Here’s a look at four of the best options for UK-based therapists and wellness professionals in 2025, including their standout features and what makes them a good fit for your business.
WriteUpp
WriteUpp is a practice management tool tailored specifically for therapists in the UK, combining scheduling, record-keeping, and billing into one cohesive system. This focus on the therapy industry means it’s built with your needs in mind—everything from appointment booking to secure clinical notes is designed to suit counselling and wellness practices.
It offers a clean, user-friendly interface that’s easy for both practitioners and clients to navigate. You can automate reminders, manage waiting lists, and even integrate online payments directly into the booking process. For therapists concerned about privacy and compliance, WriteUpp is built to meet strict UK data protection requirements, giving you peace of mind when it comes to client confidentiality.
What’s more, WriteUpp provides robust reporting tools, helping you track attendance, payments, and client progress at a glance. If you’re looking for an all-in-one solution that keeps things simple and secure, WriteUpp is definitely worth considering for your website—especially if you’re working with https://richardthornewebdesign.uk/ to get it set up and integrated properly.
Cliniko
Cliniko offers a reliable telehealth feature, enabling secure remote consultations, and is designed to meet professional healthcare requirements in the UK. This makes it a great choice if you see clients both in-person and online, or if you want the option to expand into remote therapy sessions in the future.
Cliniko’s booking system is intuitive and customizable, with flexible scheduling options, recurring appointments, and automated reminders. It also includes comprehensive client management tools, so you can securely store notes, track client history, and manage invoices all in one place.
One standout feature is its reporting and analytics dashboard, which supports practice growth by giving you a clear view of bookings, revenue, and client retention over time. Plus, Cliniko is committed to privacy and security, with features designed to keep your data safe and compliant with UK regulations. If telehealth is a priority for your practice, Cliniko is definitely one to look at.
Power Diary
If you’re looking for a booking system with a strong focus on data security and compliance, Power Diary ensures data safety through automated backups stored on secure servers, designed to align with GDPR standards. This is particularly important for therapists who have a legal and ethical responsibility to protect client information.
Power Diary offers a flexible, cloud-based platform that includes appointment scheduling, automated reminders, invoice management, and secure client record storage. The system also has built-in telehealth capabilities, allowing for easy transition between in-person and online sessions.
Another plus is its integration with popular calendar apps, making it simple to keep your schedule in sync across devices. Power Diary’s support team is known for being responsive and helpful, which can make a big difference if you’re ever stuck or need advice. For therapists who want peace of mind around compliance and backups, Power Diary is a smart, future-proof choice.
Setmore
Setmore offers a free version that allows unlimited appointments, making it a cost-effective option for therapists. This is a huge plus if you’re just starting out or want to test drive a booking tool before committing to a paid plan.
Despite its affordability, Setmore doesn’t skimp on features. You get a user-friendly booking calendar, automated confirmations and reminders, and the ability to accept payments online. Setmore also supports video meetings through integrations with Zoom and Teleport, so you can easily offer remote sessions to clients who need them.
One thing that sets Setmore apart is its modern, easy-to-embed booking widget, which can be customised to match your site’s branding. It’s also flexible enough to grow with your practice, offering premium plans with advanced features like SMS reminders and more integrations as your needs evolve. For therapists who want a solid, budget-friendly system with room to expand, Setmore is a solid bet.
Comparing Pricing and Compliance
When weighing up which booking system is right for you, two things stand out: cost and compliance. As a therapist, you not only need to manage your budget, but you’re also responsible for keeping client data safe and meeting UK legal requirements. Here’s how the top options compare:
- WriteUpp: Offers transparent monthly pricing with no long-term contracts, and is purpose-built for UK therapists, so compliance is baked in.
- Cliniko: Slightly higher cost, but includes comprehensive telehealth and client management features. Designed for UK medical compliance, making it a safe choice for therapists.
- Power Diary: Emphasizes GDPR compliance and automated secure backups, so you can trust your data is protected. Pricing is competitive for the feature set.
- Setmore: The only major provider with a genuinely free plan allowing unlimited appointments. Great for new or smaller practices, though some advanced features are behind a paywall.
All of these systems are suitable for UK therapists from a compliance perspective, but if you work internationally, you might also consider “SimplyBook.me supports over 30 languages and integrates with more than 35 payment gateways, making it suitable for international practices.” Always double-check that your booking platform is up to date with the latest privacy and security requirements—especially if you store sensitive client data.
Conclusion
Choosing the best online booking system for your therapy practice in 2025 doesn’t have to be overwhelming. By focusing on user-friendly tools that are tailored to therapists, you can streamline your admin, reduce no-shows, and deliver a professional, seamless experience for your clients. Whether you’re drawn to WriteUpp’s all-in-one UK focus, Cliniko’s telehealth strengths, Power Diary’s compliance and security, or Setmore’s cost-effective free plan, there’s a solution to fit every stage of your practice.
Remember, the right booking system should support your workflow—not complicate it. If you’re not sure where to start, working with a web design partner like RTWD can make the process much easier. We’re happy to advise on integration, setup, and ongoing care as part of our managed hosting and website support services. Check out https://richardthornewebdesign.uk/ for more details or to talk through your options. With the right system in place, you’ll have more time to focus on what matters most: supporting your clients and growing your practice.