Practice management software for UK therapy agencies
Manage therapists, clients, waiting lists, assessments and outcome measure compliance in one secure platform. Built for small UK therapy agencies, CICs and counselling services.
No credit card required. Up to 25 therapists. £39.99/month.
Small therapy agenciesCICsCounselling servicesGroup practicesSupervision groupsUp to 25 therapists
Most therapy software wasn't built for teams.
Most practice management software is designed for solo practitioners. Small agencies end up duct-taping spreadsheets, shared inboxes and separate note systems together. Clinical governance becomes a headache. Waiting lists get lost in someone's email. Therapists leave and take institutional knowledge with them.
And then it's March, a funder asks for your outcome-measure data, and you spend a weekend chasing therapists for spreadsheets they may or may not have kept up to date. Sessionly was built so that never has to happen again.
The differentiator
A dual-code system built for clinical governance
For agencies handling sensitive cases, we recommend choosing ‘by anonymised code’ at signup. This puts a layer of pseudonymisation between admin and clinical contexts — clinical notes reference an anonymised code, admin records use a separate Clinical Record Code, and the secure code lookup in Settings is the only bridge (audit logged, Leadership Team only).
The alternative — ‘by name’ identification — is also fully supported and is what most solo private practitioners choose. The decision is made at signup and is set permanently for that organisation, so it matters that Leadership Teams talk through which option fits their governance needs.
Clinical Record Code
A human-created code assigned at the point of enquiry. Used in administrative contexts only — client lists, assessments, and therapist management screens.
Visible in: /clients, assessments, waiting list
Anonymous Code
A system-generated code assigned when a client is allocated to ongoing therapy. Used in clinical contexts only — session notes, process notes, and outcome measures.
Visible in: /notes, outcome measures
The single bridge: secure code lookup
Only Leadership Team members can look up which anonymous code belongs to which clinical record code — and every single lookup is recorded in a full audit trail. This is the only place in Sessionly where the two codes appear together. It means that even if administrative records were ever disclosed, your clinical notes remain protected by genuine GDPR pseudonymisation at the interface level.
Full oversight without getting in the way
The Leadership Team dashboard gives you agency-wide visibility without disrupting your therapists' clinical space. Everything a manager needs to see — in one view.
- Executive overview — active clients, sessions this month, therapist caseloads, and pending actions at a glance
- Outcome measure compliance — per-client status so you can see who is overdue before a funder asks
- Risk flag alerts — CORE-10 Q6 and PHQ-9 Q9 scores are surfaced automatically when they cross clinical thresholds
- Waiting list view— see who is waiting, how long they've been waiting, and manage allocation
- Recent activity — a live feed of actions across the agency: notes written, assessments submitted, clients reassigned
A proper intake workflow, built for how therapists actually work
Sessionly tracks each client through a clear lifecycle: Enquiry → Assessment → Waiting List → Allocation → Active → Ending → Ended. At every stage, you know exactly where every client is and what needs to happen next.
Only therapists designated as Assessors can conduct intake sessions — giving your Leadership Team control over who runs first appointments. Assessment sessions are linked by clinical record code only, with no programmatic link to ongoing client records. This is by design: if records are ever subject to a legal request, assessment data and clinical notes cannot be joined automatically.
Attach outcome measures at the point of assessment, and they flow through to the client's ongoing record automatically when they are allocated to a therapist.
Clinical governance built in, not bolted on
In a team setting, you need confidence that clinical records are complete, attributable and tamper-evident. Sessionly builds note governance into every layer.
Therapists cannot delete notes
Deletion requests go to a Leadership Team approval queue. The request, the reason, and the decision are all recorded.
Every edit creates a version snapshot
Full version history on every note. You can see exactly what was written, when, and by whom — including the original text before any edits.
Client reassignment preserves history
When a client moves between therapists, their full note history transfers with clear attribution — “Written by Dr X” — so nothing is lost and nothing is ambiguous.
Full audit trail on every action
Every view, edit, export and deletion is logged with timestamp, user and IP address. Your audit trail is always ready for inspection.
Consistent outcome tracking across every therapist
Sessionly supports CORE-10, PHQ-9, GAD-7, WSAS and WEMWBS. Each measure can be set as Required, Recommended or Optional for your agency — so every therapist follows the same protocol without being chased.
The Leadership Team dashboard shows per-client compliance at a glance. Export outcome data as CSV for commissioners, funders and supervisors — no more weekend spreadsheet chases.
Licensing note
Your agency must hold its own WEMWBS commercial licence from the University of Warwick (approximately £6,000 per year) to enable WEMWBS within Sessionly. CORE-10 requires acknowledgement of CORE System Trust's CC BY-NC-ND licensing terms.
Onboard, manage and offboard therapists cleanly
Therapists come and go. Sessionly makes every transition clean, auditable and reversible.
Shared calendar, respected boundaries
Each therapist manages their own weekly calendar with colour-coded session types, recurring appointments, and configurable working hours. The Leadership Team can see an agency-wide scheduling overview without accessing individual session details.
Per-therapist client self-booking links with PIN verification let clients book their own appointments — no back-and-forth emails, no double-bookings. Set buffer times between sessions and booking windows per therapist.
Automated appointment reminders go out by email — configurable per agency.
Room booking and shared calendars for therapy agencies
Sessionly's shared calendars handle the resource coordination most therapy agencies struggle with. Use them as room booking calendars (Room 1, Room 2, Therapy Suite A) with optional no-overlap rules to prevent double-bookings. Use them for therapist holidays, shared equipment, on-call rotas, or any other resource your team needs visibility on. All overlaid in a single view alongside your therapist schedules — replacing the spreadsheets, Teamup subscriptions and Google Calendar workarounds most agencies currently rely on.
Financial overview, without giving up per-therapist privacy
Invoicing and finance tracking work across the agency while respecting data boundaries. Invoices auto-generate from each therapist's calendar. Expenses are logged by HMRC self-assessment category with receipt uploads. Export everything as an accountant-ready CSV for the agency's year-end — or let individual therapists export their own data for personal self-assessment.
£39.99/month for your whole team.
Or £399/year — save 17%. Up to 25 therapists. No per-seat overages. No Agency+ upsell. One flat price.
14-day free trial. No credit card required.
See full pricing →Frequently asked questions
Is Sessionly suitable for therapy agencies?
Yes. Sessionly was built for small UK therapy agencies from the ground up — not adapted from a solo practitioner tool. It includes a Leadership Team dashboard, therapist management, two-code clinical governance, assessment workflows, outcome measure compliance tracking, and note governance with deletion approval queues.
How many therapists can I add?
The Agency plan supports up to 25 therapists. There are no per-seat overages — one flat price of £39.99/month (or £399/year) covers your whole team.
How does the two-code system work?
Every client has two separate codes. A Clinical Record Code is used in admin contexts (client lists, assessments, waiting lists) and an Anonymous Code is used in clinical contexts (session notes, process notes, outcome measures). The two codes never appear on the same screen. Only Leadership Team members can look up the link between them, and every lookup is recorded in a full audit trail.
Can our Leadership Team see which clients have overdue outcome measures?
Yes. The Leadership Team dashboard shows per-client outcome measure compliance at a glance. You can see which clients are overdue, which therapists have outstanding measures, and export compliance data as CSV for commissioners or funders.
Can we customise our assessment form?
Yes. Assessment forms are fully customisable with your own questions. You can also attach outcome measures (CORE-10, PHQ-9, GAD-7, WSAS, WEMWBS) at the point of assessment, and they flow through to the client's ongoing record when they are allocated to a therapist.
What happens when we reassign a client between therapists?
The client's full note history transfers with clear attribution — every note shows who wrote it and when. The new therapist can see the complete clinical record. The reassignment itself is logged in the audit trail.
Does Sessionly support CORE-10, PHQ-9 and GAD-7?
Yes. Sessionly includes CORE-10, PHQ-9, GAD-7, WSAS and WEMWBS — scored automatically with clinical risk flags, severity bands, and visual progress charts. Each measure can be set as Required, Recommended or Optional for your agency. WEMWBS requires your own commercial licence from the University of Warwick.
Can we export outcome-measure data for commissioners or funders?
Yes. Outcome measure data can be exported as CSV at any time — filtered by therapist, date range, or measure type. The export includes scores, severity bands, risk flags and completion dates, ready for commissioner reporting.
Can our agency manage multiple rooms or shared resources?
Yes. Sessionly lets you create additional calendars for rooms, equipment, holidays or any shared resource. Overlay them in a single view alongside therapist schedules. Optional no-overlap rules prevent double-booking of shared resources — useful when multiple therapists need to book the same physical room.
Start your 14-day free trial
No credit card required. Up to 25 therapists. £39.99/month.