7 Best Scheduling Software for Therapists (2026)

This guide compares the 7 best scheduling software options for therapists in 2026. Therapy scheduling has requirements most booking tools don't meet: weekly recurring sessions, private reminders, HIPAA-compliant telehealth, and a vendor that will sign a Business Associate Agreement (BAA).

Most of the scheduling software for therapists below is therapy EHR or practice management software built for that. We also include general booking tools and explain where they fit, such as private-pay practices that document elsewhere or non-clinical events like public workshops.

Key Features Therapists Need in Scheduling Software

• Secure client communication: Appointment details and reminders should be handled with appropriate privacy. Clients may not want appointment specifics in plain-text reminders.
• Recurring sessions: Most therapy clients meet weekly or biweekly. The software should make rebooking recurring sessions effortless.
• Telehealth integration: Virtual sessions remain a significant part of therapy practice. Scheduling should connect directly with video platforms.
• Intake forms: Collecting consent forms, intake questionnaires, and insurance information before the first session saves valuable session time.
• Cancellation policies: A clear late-cancellation policy, and a way to charge the fee if you use one. Check how each tool handles this.
• Insurance and superbill support: Generating superbills or integrating with billing systems simplifies the insurance reimbursement process. Therapy EHRs handle this; general booking tools don't.

The 7 Best Scheduling Software for Therapists

1. SchedulingKit — Best for non-clinical bookings

SchedulingKit is a general booking tool, not a therapy platform. It is not HIPAA compliant and does not sign BAAs, so it should not hold client session bookings for a practice that HIPAA applies to. It can handle non-clinical bookings, such as registration for a public workshop on stress management, a free community talk, or meetings with referral partners. Group bookings with capacity, video links for Zoom, Teams, or Google Meet, and payment at booking (Standard plan and up) are available.

What it does not do: clinical notes, intake forms, superbills, insurance claims, or HIPAA-compliant telehealth.

Pricing: Free plan for 1 team member (1 calendar connection, no online payments or SMS). Paid plans per seat per month: Standard $12, Pro $20, Business $36. 14-day trial. See full pricing.

2. SimplePractice — Best Therapy-Specific EHR

SimplePractice is one of the most widely used EHR platforms built for therapists. It combines scheduling with clinical documentation, billing, telehealth, and insurance claims in one system. The Monarch directory helps clients find and book with you directly.

The scheduling features are solid but exist within a larger clinical platform. If you need a full EHR, it's a strong option. If you just need great scheduling and already have your clinical documentation handled, it is more system than necessary.

Pricing: Tiered monthly plans. Telehealth and insurance features vary by tier.

3. TherapyNotes — Best for Insurance-Heavy Practices

TherapyNotes excels at insurance billing and claims management alongside scheduling. The platform generates CMS-1500 forms, tracks claim statuses, and handles ERA/EOB processing. The calendar integrates tightly with the billing system, so sessions automatically generate billable events.

The interface is functional rather than beautiful. TherapyNotes prioritizes getting the insurance workflow right over providing a polished client experience. Best for practices where the majority of clients use insurance.

Pricing: Monthly subscription for a solo clinician, with additional clinicians priced per seat.

4. Jane App — Best for Multi-Disciplinary Practices

Jane App serves therapists, physiotherapists, chiropractors, and other health practitioners. Its scheduling system handles multiple appointment types, treatment plans, and practitioner schedules. The online booking portal is clean and client-friendly.

Jane is popular in Canada and growing in the US market. It includes charting, billing, and telehealth. The platform is well-designed but can be pricey for solo practitioners who do not need the full clinical feature set.

Pricing: Monthly subscription based on plan and number of practitioners.

5. Acuity Scheduling — Best for Simple Private Pay Practices

Acuity Scheduling (by Squarespace) is a general-purpose booking tool that many therapists use for its simplicity. It handles appointment types, buffer times, intake forms, and payment collection well. Integration with Zoom makes virtual session management straightforward.

Acuity does not include clinical features like notes, treatment plans, or insurance billing. For private-pay therapists who handle documentation separately, that simplicity is actually an advantage — less complexity means fewer things to manage.

Pricing: No free plan. Tiered monthly plans; HIPAA features are limited to specific plans.

6. TheraPlatform — Best for Integrated Telehealth

TheraPlatform combines scheduling with a purpose-built telehealth platform for therapists. The video sessions include tools like interactive whiteboards, screen sharing, and session recording. Scheduling and telehealth are tightly integrated rather than bolted together.

The platform also includes billing, documentation, and a client portal. It is a solid choice for therapists whose practice is primarily or entirely virtual, though the telehealth tools may be redundant if you already use Zoom or a similar platform.

Pricing: Tiered monthly plans for solo and group practices.

7. Calendly — Best for Minimal Scheduling Needs

Calendly is the simplest option on this list. If you just need clients to book appointments on your calendar with minimal friction, it does that well. Set your availability, share your link, and clients pick a time. Reminders go out automatically.

The trade-off is significant for therapists: limited intake forms, limited recurring appointment management, basic client profiles, and no clinical features. Check Calendly's current HIPAA terms before using it for client sessions. It suits simple, private-pay booking needs.

Pricing: Free plan. Standard is $10 per seat per month billed annually ($12 monthly).

Feature Comparison Table

Software	Online Booking	Reminders	Telehealth	Payments	Free Plan
SchedulingKit	Yes	Email; SMS on Standard+	Zoom, Teams, Meet links	Standard+	Yes (1 team member)
SimplePractice	Yes	SMS + Email	Built-in	Yes	No
TherapyNotes	Yes	Email	Built-in	Yes	No
Jane App	Yes	SMS + Email	Built-in	Yes	No
Acuity Scheduling	Yes	Email	Zoom integration	Yes	No
TheraPlatform	Yes	Email	Built-in	Yes	No
Calendly	Yes	Email	Zoom integration	Add-on	Yes

Our Recommendation

The best scheduling software for your therapy practice depends on what you already have in place. If you need a full EHR with scheduling, SimplePractice is a common choice. If insurance billing is your biggest pain point, TherapyNotes handles it well. Whatever you choose for client sessions should be HIPAA compliant and sign a BAA.

SchedulingKit is not HIPAA compliant and does not sign BAAs, so it is not suited to scheduling client sessions. It fits only non-clinical bookings such as public workshops or meetings with referral partners.

Example Workflow: EHR for Sessions, Booking Page for a Public Workshop

A two-therapist private practice books all client sessions, notes, and superbills in its therapy EHR, which sends reminders that don't reveal session details. For a free monthly public workshop on managing stress, the practice uses a group booking page capped at 25 attendees with a Zoom link, and collects no clinical information.