Online booking
By therapist, treatment and length, with add-ons like hot stones or cupping and real-time availability.
Massage booking software with health fund rebates
Massage therapists: bookings with the health fund bit sorted. Fewer calls, fewer no-shows.
Your phone buzzes on the table mid-treatment. The new client forgot their health fund card. The intake form is on a clipboard eating into their hour and Tuesday's 2pm just didn't turn up. We build booking, health fund, intake and reminder systems for massage clinics that all talk to each other. Then we host them and look after them.
Looking for massage booking software that handles health funds, forms and no-shows?
A massage clinic runs on hands that are busy for an hour at a time. You can't answer a call with oil on your palms, so bookings come in by text between clients, health fund details get scribbled on a sticky note and the new client fills out a paper form while their session clock ticks. Add a few therapists, a couple of rooms and the odd mobile job and the diary turns into a puzzle nobody wants to solve at 9pm.
Wollopit builds custom massage clinic software around how your clinic actually works. Clients book by therapist, treatment and length online, with their health fund details and intake form done before they walk in. Receipts carry the right provider number, reminders cut the gaps and packages, vouchers and corporate days track themselves. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from massage therapists
Does your massage clinic have these problems? Here's how we'd fix them.
Most massage therapists we talk to are brilliant at the work and run the front desk from their phone in the five minutes between clients. It works until the diary fills up.
- The problemThe phone rings mid-treatmentCalls and texts land while you're working on someone's shoulders. You either ignore them and lose the booking or break the session to reply.How we fix itOnline booking by therapist, treatment and length, open 24/7, so clients book themselves while you keep your hands where they belong.
- The problemHealth fund details forgottenThe client turns up without their card, can't remember their fund and you find out at the end that they wanted remedial, not relaxation.How we fix itFund name and member details captured at booking, with clear remedial and relaxation options so expectations are set before they arrive.
- The problemReceipts with the wrong provider numberA client claims later and the receipt has the wrong therapist's provider number on it. Now it's a back-and-forth by email.How we fix itReceipts generated automatically with the right therapist, provider number, date and item, emailed straight after the session.
- The problemIntake forms on a clipboardNew clients spend ten minutes of their hour filling in a paper form in reception, then it sits in a folder nobody can find.How we fix itOnline intake and health history sent with the booking confirmation, done on their phone and attached to their file before they arrive.
- The problemTreatment notes on paperNotes scrawled between clients, kept in a filing cabinet and not there when another therapist sees the same person.How we fix itQuick treatment notes on a tablet with body charts and history, visible to the whole team and stored securely.
- The problemNo-shows and late cancelsAn empty hour costs you a full session's takings and you only find out when the room sits empty.How we fix itSMS and email reminders, confirm-or-cancel links, card on file for your cancellation policy and a waitlist that fills the gap.
- The problemPackages tracked by handFive-pack clients on a spreadsheet or punch card and nobody's sure if Sarah has two sessions left or three.How we fix itPackages and memberships that count themselves down, with balances shown to the client and to you at booking.
- The problemGift vouchers in a drawerPaper vouchers with handwritten codes, no idea which have been used and a Christmas rush you can't keep up with.How we fix itGift vouchers sold online and delivered by email, with unique codes, balances and expiry tracked automatically.
- The problemMobile massage ignores the driveA mobile booking across town lands straight after a clinic client and you're 20 minutes late before you start.How we fix itMobile bookings with suburb zones, travel buffers and call-out fees worked out before the booking is confirmed.
- The problemCorporate days by email chainA workplace wants chair massage for 30 staff and you're juggling a spreadsheet of names and time slots.How we fix itCorporate booking pages where staff pick their own slots, with one invoice to the company at the end.
- The problemRooms and therapists double bookedTwo therapists, three rooms and a hot stone treatment that needs the warm room. Someone always ends up in the wrong one.How we fix itRosters and room bookings in one diary so a treatment can only be booked when the right therapist and room are both free.
02What we build
Solutions
What we build for massage therapists. 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.
Health fund capture
Fund and member details on file, remedial and relaxation clearly split and reminders to bring the card.
Rebate-ready receipts
Automatic receipts with the right provider number, item and date, emailed after every session.
Intake & health history forms
Completed online before the first visit, with consent and updates prompted on return visits.
Treatment notes
Fast notes and body charts on a tablet, shared across therapists and kept secure.
Reminders & confirmations
SMS and email reminders with confirm or cancel links to cut no-shows.
Cancellation policy & card on file
Card held at booking with your late-cancel fee applied fairly and automatically.
Waitlist & gap filler
Cancellations offered to waitlisted clients by SMS so the gap gets filled.
Packages & memberships
Multi-session packs and monthly memberships that count down and bill themselves.
Gift vouchers
Sold online, delivered by email, redeemed at booking with balances tracked.
Mobile massage bookings
Service zones, travel buffers, call-out fees and a day's route that makes sense.
Corporate & event bookings
Onsite chair massage days with staff self-booking and one invoice to the company.
Rebooking & extras reminders
Prompts to book the next session and a nudge before health fund extras reset.
Rosters & rooms
Therapist hours, room allocation and equipment so nothing gets double booked.
A website that books
Hand-built, quick on mobile, with booking front and centre and built to rank for 'remedial massage near me'.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems massage therapists ask us about most. Each works on its own and they get properly useful once they're joined up.
Bookings & health funds
Clients book themselves. The fund bit's already done.
Clients pick a therapist, treatment and length online and enter their health fund details as they book. You see who's remedial, who's relaxation and who needs a receipt before they're on the table.
- Book by therapist, treatment and length
- Add-ons like hot stones and cupping
- Health fund and member details on file
- Remedial and relaxation clearly split
- Provider numbers per therapist
- Rebate-ready receipts emailed automatically
- Works alongside your HICAPS terminal
- Room and equipment aware scheduling
- Booking widget on your website and Google
Intake & treatment notes
Forms done before they arrive. Notes that stay put.
New clients fill in their intake and health history on their phone when they book. Treatment notes and body charts live on their file, so any therapist in the clinic can pick up where the last one left off.
- Online intake and health history
- Consent captured and dated
- Update prompts for returning clients
- Flags for conditions and contraindications
- Quick notes on a tablet between clients
- Body charts for tension and focus areas
- Full visit history per client
- Secure storage with team logins
- Notes ready if a fund asks
Reminders & rebooking
Fewer empty rooms, more regulars.
Reminders go out on their own with a confirm or cancel link. Cancellations get offered to the waitlist and clients get a nudge to rebook before their health fund extras reset.
- SMS and email reminders
- Confirm or cancel links
- Card on file for late cancels
- Waitlist offers by SMS
- Rebook prompts after each session
- Extras reset reminders before year end
- Lapsed client check-ins
- Birthday offers
- Google review requests after visits
Packages, vouchers & memberships
Packs, vouchers and memberships that count themselves.
Sell packages and gift vouchers online and let memberships bill monthly. Balances show at booking for you and the client, so nobody argues about how many sessions are left.
- Multi-session packs with expiry
- Monthly memberships billed automatically
- Failed payment retries
- Gift vouchers sold and emailed online
- Unique voucher codes and balances
- Redeem at booking or at the desk
- Christmas and Mother's Day voucher campaigns
- Package balance in the client's confirmation
Mobile & corporate
Mobile jobs and office days without the spreadsheet.
Mobile bookings know your service area and add travel time between jobs. Corporate clients get their own booking page where staff pick a slot and the company gets one invoice.
- Service zones by suburb
- Travel buffers between mobile jobs
- Call-out fees calculated at booking
- Daily route view for mobile therapists
- Corporate booking pages per workplace
- Staff self-select chair massage slots
- One invoice to the company via Xero
- Event and wedding party bookings
04How it changes
Before and after
A full day of clients, wolloped.
Here's how a busy Saturday could change. Every clinic works differently, so we map yours first.
Before
- Phone buzzes through three treatments
- Reply to booking texts between clients
- New client fills out a paper form on the clock
- No health fund card, so no rebate today
- Handwrite a receipt with your provider number
- 2pm doesn't show and the room sits empty
After
- Clients book online while you work
- The diary fills itself overnight
- Intake form done on their phone yesterday
- Fund details already on file
- Receipt emails itself with the right provider number
- The 2pm cancelled by link and a waitlist client took it
05Services
Everything under one roof
Software, websites and systems for massage therapists.
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 massage therapists
Built around how your massage clinic actually runs: online booking, health fund capture and the admin in between, in one system you own.
Websites for massage therapists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Massage clinic 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 massage therapists
Rebate-ready receipts and intake & health history forms: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Nookal and Halaxy so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your massage clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside clinic platforms you're happy with or replace the ones holding you back.
- Cliniko
- Nookal
- Halaxy
- Fresha
- Timely
- Mindbody
- HICAPS
- Tyro
- Square
- Stripe
- Ezidebit
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Business Profile
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 massage clinic: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in your clinic, at the desk and between sessions, then work out what's actually costing you time and bookings.
- 02
Archi-tech
We plan it before writing code: your therapists, rooms, treatments, health fund details, forms, packages, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually online booking and reminders first, so the phone stops buzzing fast.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things massage therapists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients enter their health fund details when they book?
Yes. Fund and member details are captured at booking and saved to their file, with clear remedial and relaxation options so nobody is surprised at the end of the session.
Can receipts show each therapist's provider number?
Yes. Each therapist's provider numbers are stored against them and receipts are generated with the right one, then emailed to the client automatically.
Does it replace our HICAPS terminal?
No. On-the-spot claiming still happens on your HICAPS terminal. We build the booking, details and receipts around it so the claim is quick at the desk.
We already use Cliniko or Fresha. Do we have to switch?
No. If your current platform is doing its job we build around it: the website, intake, packages, corporate bookings or reminders it doesn't do well. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can corporate clients book onsite sessions?
Yes. Each workplace gets its own booking page where staff pick a chair massage slot and the company gets one invoice at the end.
Can it handle mobile massage?
Yes. Bookings can check the suburb against your service area, add travel time between jobs and charge a call-out fee where you want one.
How much does a massage clinic 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 with reminders 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 massage therapists 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 massage clinic 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.