How does Planfix help therapy centers manage intake and scheduling?

Planfix centralizes intake, scheduling, and session follow-up in one place. Incoming requests from messengers, email, forms, and phone are turned into tasks. Admins can qualify, match to a therapist, and book a room using shared calendars. Therapists later log attendance and outcomes in the same task, which keeps the clinical and administrative picture aligned.

Can I connect messengers, site forms, and email to Planfix?

Yes. You can connect popular messengers, email, and web forms so every inquiry goes to a single queue. The source is saved, so staff can respond in the same channel. With automation, you can route specific services or age groups to particular Planner lists, keeping urgent cases from getting buried.

How do therapists see complete client details before a session?

Client, child, and payer information is stored in structured contact records. AI agents can prefill key fields from unstructured messages. When a therapist opens the task, they see the service, time, room, and intake notes. You can also give clients a dashboard that shows only the items you want to share.

What if our therapy workflows are more complex?

Planfix is built to handle nuanced healthcare-style flows. You can create separate status sets for intake, therapy, and follow-ups, each with transition rules. Directories keep your list of services, durations, and prices consistent. If you need more automation, scripts, buttons, and webhooks let you extend the flow without coding.

Therapy and Psychology Intake Software

One Intake and Schedule for the Whole Center

You want every call, chat, form, and messenger thread to become a task the first time. Planfix does this with channel to task intake, Planner with conditional lists, AI agents for data capture, shared calendars, and status sets with transition rules.

Channel to task intake

Capture Every Inquiry

Turn calls, messengers, email, and web forms into tasks linked to the right contact.

Qualify and Match

Match the case to the right specialist and service from directories in minutes.

Offer Real Slots

Offer a time that is free for therapist, room, and client. Confirm in one task.

Show How Work Flows

Use Planner where lists are built on rules. Moving a card from New Inquiry to Confirmed Session updates fields at once. Calendar and day schedule view show therapist, room, and client in one place.

Planner in Planfix

Zero Lost Inquiries

You stop losing requests that arrive outside phone hours or through messengers.

No Double Booking

Planfix shows center calendars, rooms, and therapist schedules when booking.

Full Client Card

Keep client, child, and payer details together so therapists see the intake.

Report Ready

Get attendance, cancellations, and workload reports without building a second system.

If This Sounds Familiar

Scattered messengers

Parents write in different messengers and staff copy to spreadsheets manually.

Missed confirmations

Clients complain that confirmations did not arrive or arrived too late.

Reactive intake

You feel intake is reactive and every therapist needs the same details again.

Capture from Any Channel

AI Data Capture

Schedule and Confirm

Log Outcomes

Capture from Any Channel

Create a task from WhatsApp, Instagram, email, phone, or site forms.

Source is visible so staff knows where to respond.

Nothing is lost even outside reception hours.

Connect channels

AI Data Capture

AI Dataminer writes age, problem, format, and urgency into fields.

Admins don’t retype and intake stays standard.

Data is ready for analytics and payroll.

Planfix AI agents

Schedule and Confirm

Book a slot that fits therapist and room calendars.

Send confirmations in the channel the client used.

Set status to Confirmed and protect the slot.

Scheduling tools

Log Outcomes

Therapist logs attendance, results, or cancellation.

Data tags create reportable records for payroll.

Client dashboard shows only approved history.

Client dashboard

What Your Center Looks Like After Setup

One structured intake and schedule runs the center. Every inquiry is visible. Every session is confirmed, rescheduled, or canceled with a reason. Therapists see what was promised and management can open a dashboard and know the day will run as planned.

Dashboards and reports

One Inbox

Capture and answer WhatsApp, Instagram, site forms, email, and phone in one place.

Multi-therapist

Schedule several therapists with different profiles without double booking rooms.

Service Insights

See which services are popular and which clients cancel often and act fast.

Presets Ready

We ship task templates, service directories, and Planner presets for quick start.

Right Access

Set roles, client dashboards, and restricted external access for parents and payers.

Keep Messaging Inside

Staff can comment, attach files, and stay in Planfix without extra apps or threads.

Why Planfix Beats Current Tools

Spreadsheets and messengers lose messages. Calendar-only tools do not know the client. Generic trackers cannot reflect therapy workflows. Planfix uses status sets, transition rules, service directories, and reportable data tags to match how centers work.

Status sets and rules