Private online booking
Free intro calls, first sessions and ongoing appointments booked online without the client needing an account.
Counselling booking software: private intake & telehealth
Counsellors: a calm, private way to reach out. Booking done gently.
Enquiries land in your personal inbox, intake forms go back and forth as attachments and telehealth links get pasted in by hand five minutes before a session. We build calm, private booking, intake and telehealth systems for counsellors, then we host them and look after them.
Looking for private booking software for counsellors?
Reaching out to a counsellor takes courage. Then the person lands on a website that hasn't changed in years, fills in a contact form and waits two days for an email reply. Meanwhile you're squeezing admin in between sessions: replying to enquiries, sending intake forms as Word documents, chasing payments and copying Zoom links into calendar invites. Sensitive details end up scattered across email, text messages and a notebook in the drawer.
Wollopit builds counselling practice software around how you actually work. A warm website where people can book a free chat or a first session without picking up the phone. Intake and consent forms filled in privately before they arrive. A telehealth link that sends itself. Payment taken at booking and gentle reminders that cut no-shows. We connect to Cliniko, Halaxy or whatever you already use, keep client information private and secure and look after the lot so you can focus on the room.
01The problems
What we hear from counsellors
Does your counselling practice have these problems? Here's how we'd fix them.
Most counsellors we talk to are brilliant in the room and stretched thin outside it. The admin gets done alone, after hours and usually on a phone.
- The problemEnquiries sit in your personal inboxSomeone shares why they're reaching out in a contact form email and it sits between your bank alerts and newsletters.How we fix itA private enquiry form that lands in a secure practice inbox, with an instant gentle reply so they know they've been heard.
- The problemIntake forms as attachmentsWord docs emailed out, printed, scanned and sent back. Some never come back at all.How we fix itOnline intake and consent forms sent with the booking, filled in on any phone and saved straight to the client file.
- The problemTelehealth links pasted by handCopying a Zoom link into a text five minutes before the session and hoping it's the right one.How we fix itA unique telehealth link sent with every online booking and again in the reminder. No hunting around.
- The problemChasing payments after a heavy sessionAsking for money at the end of an emotional hour feels awful, so invoices slide.How we fix itPayment or a card on file taken at booking. Receipts go out automatically and there's nothing to raise in the room.
- The problemMissed sessionsNo-shows and late cancellations cost you an hour you could have offered someone who's waiting.How we fix itGentle SMS and email reminders, easy rescheduling and a clear cancellation policy agreed at booking.
- The problemPhone tag with new clientsYou can't answer during sessions and people who are struggling don't always leave a message.How we fix itOnline booking for free intro chats and first sessions, so people can reach out the moment they're ready.
- The problemA waitlist on a sticky noteNames and numbers scribbled down with no idea who's still waiting or who found help elsewhere.How we fix itA waitlist that offers cancelled spots automatically and checks in with people who've been waiting a while.
- The problemNotes scattered everywhereSession notes in a notebook, a Word doc and a phone app with no clear idea where everything lives.How we fix itSecure client files with notes, forms and history in one place behind proper logins.
- The problemA website that feels coldA stock photo of stacked stones, a wall of text and no clear way to book.How we fix itA warm, clear website that explains how you work, your fees and what to expect, with booking front and centre.
02What we build
Solutions
What we build for counsellors. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Confidential intake & consent
Intake questionnaires plus consent and privacy agreements signed online before the first session.
Telehealth links
A unique video link for every online session, sent with the booking and the reminder.
Payments at booking
Pay upfront or card on file through Stripe or Tyro. Receipts send themselves and sliding-scale fees are handled quietly.
Gentle reminders
SMS and email reminders in your own warm wording, with easy reschedule links.
Waitlist & cancellations
Cancelled spots offered to your waitlist automatically, first in first served.
Secure client files
Notes, forms, correspondence and session history in one place behind two-factor logins.
Referral intake
A referral form for GPs, schools and EAP providers that feeds straight into your enquiries.
Groups & workshops
Couples workshops, support groups and courses with capacity limits, payments and reminders.
A warm practice website
Hand-built and quick on mobile with your approach, fees and FAQs. Built to rank for 'counsellor near me'.
03The systems
The big ones
Your whole practice, calm and connected.
These are the systems counsellors ask us about most. Each one works on its own and they get properly clever when they're joined up.
Private booking
Reaching out, made easy.
People book a free intro chat or a first session from your website at 11pm on their phone, without ringing anyone or creating an account. You set the hours, session types and buffers between clients. The calendar syncs with your practice software or Outlook.
- Book without creating an account
- Free intro chats and first sessions
- In person, phone or telehealth
- Your hours and buffers between sessions
- Syncs with Cliniko, Halaxy or Outlook
- Cancellation policy agreed at booking
- Easy reschedule links
- Waitlist offers for cancelled spots
- Discreet calendar entries with initials only
Confidential intake
Forms filled in privately, before they arrive.
The right intake questionnaire, consent and privacy agreement go out with the booking. Clients fill them in at their own pace on any device and the answers land in their file, not your inbox.
- Intake questionnaires per session type
- Consent and privacy agreements
- Digital signatures
- Couples and family intake
- Under-18 and guardian consent
- Save and finish later
- Answers saved to the client file
- Reminders for unfinished forms
- Optional measures like the K10
Telehealth
The link sends itself.
Every online booking gets its own private video link through Zoom, Coviu, Microsoft Teams or whichever video tool you prefer. It goes out with the confirmation and again with the reminder. No more pasting links into texts between sessions.
- A unique link per session
- Zoom, Coviu, Teams or Healthdirect
- Link in the confirmation and reminder
- Waiting room message in your words
- Phone session fallback
- Tech check page before the first session
- Switch a session to online in one tap
- One-tap rejoin if the call drops
Payments & reminders
No money talk at the end of the hour.
Payment or a card on file is sorted at booking, so the session ends when the session ends. Receipts with your registration details go out automatically and everything flows into Xero. Gentle reminders keep no-shows down.
- Pay at booking or card on file
- Stripe or Tyro payments
- Receipts with your registration details
- Health fund details on receipts
- Sliding-scale and concession fees
- Late cancellation fees per your policy
- Invoices to EAP providers
- Payments synced to Xero or MYOB
- SMS and email reminders in your wording
04How it changes
Before and after
A first booking, wolloped.
Here's how a new client's first session could change. Every practice is different, so we map yours first.
Before
- Enquiry lands in your personal email at 10pm
- Reply the next day to find a time
- Email the intake form as a Word attachment
- Paste a Zoom link into a text
- Ask for payment at the end of the session
- Chase the form that never came back
After
- They book a free chat on your website at 10pm
- Intake and consent sent with the booking
- Forms filled in privately and saved to their file
- Telehealth link sent with the reminder
- Paid at booking with a receipt sent
- You walk in prepared with nothing to chase
05Services
Everything under one roof
Software, websites and systems for counsellors.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for counsellors
Built around how your counselling practice actually runs: private online booking, confidential intake & consent and the admin in between, in one system you own.
Websites for counsellors
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Counselling practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for counsellors
Telehealth links and payments at booking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Halaxy and Nookal so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your counselling practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice software you already use. We work alongside platforms you're happy with or replace the ones getting in the way.
- Cliniko
- Halaxy
- Nookal
- Power Diary
- Coreplus
- HotDoc
- Zoom
- Coviu
- Microsoft Teams
- Healthdirect Video Call
- Tyro
- Stripe
- HICAPS
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Twilio SMS
- Google Business Profile
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your counselling practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with you (and anyone who helps with admin) to see how people find you, book, fill in forms and pay. Then we work out what's eating your evenings.
- 02
Archi-tech
We plan it before writing code: booking types, intake forms, telehealth, payments, privacy, logins, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the booking and intake flow first, so new clients feel the difference straight away.
- 04
Look after
We host it, keep it secure and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things counsellors ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients book without creating an account?
Yes. Booking can be simple, with only the details you need collected securely. Clients can manage or reschedule from a private link.
How do you keep client information private?
Privacy is built in from the start: encrypted connections, proper logins with two-factor authentication, access limited to the people who need it and discreet notifications that don't reveal session details. We plan it around the Australian Privacy Principles and your professional body's requirements.
Can telehealth links be sent automatically?
Yes. Each online session gets its own link through Zoom, Coviu, Microsoft Teams or the tool you prefer. It's included in the confirmation and reminder without you lifting a finger.
We already use Cliniko or Halaxy. Do we have to switch?
No. If your practice software is doing its job we build around it: the website, private enquiry forms, intake flow and extras on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can it handle couples and family sessions?
Yes. Intake can cover more than one person with separate consent where needed. Bookings show who's attending each session.
How much does a counselling practice system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online booking or intake forms can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most counsellors we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a counselling practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.