A private system for bookings, session notes, consent forms and fee receipts.
Manage client bookings, intake forms, informed consent, progress notes, session fees, receipts and referrals in one private system. Every note opens only to the clinician who wrote it, unless it is shared on purpose, and each opening is logged. Clients choose a slot and receive a reminder with the room or video link. Group practices see availability without seeing clinical content.
- Who may open a note is agreed with you in writing before any record is entered
- Intake, consent and fee forms worded the way your practice uses them
- Changes to forms and reminders handled by GullySystem staff when asked
Counsellor and Psychotherapist Management Software holds bookings, intake forms, consent records, progress notes, fees and referrals for counsellors, psychotherapists and small group practices, configured by the GullySystem team. Each note stays closed to everyone except its author, access is logged, and the practice owner sees diaries and caseloads without any clinical detail.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
First contact
A referral or enquiry arrives by email, phone or a web form. It is recorded with the source, and the client receives the intake form and a booking link.
- 2
Intake and consent
The client completes the intake form and the informed consent note online. The date of agreement, and any terms on video sessions or sharing, are stored with the record.
- 3
Booking
Sessions are fixed from the hours the clinician has opened. A weekly slot can repeat, and the client receives a reminder with the room details or the video link.
- 4
Session and notes
After the session, the clinician writes a progress note, adds any plan for the next meeting and books the next appointment. The note opens only for its author.
- 5
Fees and receipts
The fee agreed with the client is applied, the payment is logged, and a receipt is sent. Missed payments produce a calm reminder at the interval chosen by the clinician.
- 6
Referral and review
Referrals in and out are noted with what was shared and the consent behind it. Supervision records and case reviews are kept apart from client notes.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Appointment Scheduling
Weekly sessions repeat in the clinician’s diary, and a late cancellation is recorded with its time beside the practice’s stated policy.
- Online Booking Portal
Clients pick only from the slots a clinician has opened, and recurring weekly times are created for the months of work ahead.
- Document Management
Each signed consent note is kept with its version and date on the client record, so it can be produced without searching a drawer.
- Audit Trail
Every opening of a note or consent form is logged with the person and time, and the practice owner can review the trail.
- Roles and Permissions
An owner sees free hours and caseload counts while associates open only their own clients, and reception sees the diary without any notes.
- Receipts Management
Each payment is logged against the client’s agreed rate, and a receipt carrying only date and amount goes out by email.
- WhatsApp, SMS and Email Notifications
Reminders carry the time and the room or video link, and are sent by email, SMS or messaging at the interval the clinician sets.
- Collections and Payment Follow-Up
Unpaid sessions are listed by client and date, and a gentle reminder in the clinician’s own wording is sent and recorded.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For counsellors in solo practice
See today’s sessions, notes waiting to be written, consent forms outstanding and fees due, on one private screen.
For psychotherapists in group practice
Keep a personal diary and closed notes, while the practice sees only availability and referral status.
For the practice owner
Read caseloads, free hours by associate, referrals made and fee totals, with no access to what clients said.
For the receptionist or practice administrator
Handle bookings, reminders and receipts without any view of progress notes or intake answers.
For supervisors
Receive only the material a clinician chooses to share, with each share recorded.
The numbers the owner asks for.
- Sessions held, cancelled late and missed, by clinician
- Consent forms outstanding and the date each was given
- Fees collected and outstanding, by client rate band
- Free hours by associate for the coming fortnight
- Referrals in and out, with source and outcome status
- Access log showing who opened which record
- Caseload size by clinician, without clinical detail
Who this is built for.
- Solo counsellors who see clients in a room or over video
- Psychotherapists who work with individuals, couples and families over many months
- Group practices with associates sharing rooms and a diary
- Practitioners who offer sliding scale fees to some clients
- Teletherapy providers who need clear consent and record keeping
When it is not the right choice.
- A practitioner with a few clients may be well served by a ready therapy practice app with plain privacy terms.
- Medical practices that prescribe, order tests or run wards will find Psychiatry Clinic Management Software closer.
- Speech or movement therapy practices should look at Speech Therapy Clinic Management Software or Occupational Therapy Clinic Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Video meeting links
- Card and payment link
- Accounting export
Questions owners ask before a demo.
Who can read my progress notes?
Only the clinician who wrote a note, unless that clinician shares it. The practice owner sees diaries and counts. Each opening is stored with a name and time, and you can review the log.
Does the software run the video call itself?
No. You keep your own video tool. The appointment carries the link, and the client receives it in the reminder with the time of the session.
Can consent be shown if a client later asks?
Yes. The signed note, the version, the date and any agreement on video or sharing stay with the record. A clinician can open it from the client record.
How does a late cancellation get handled?
The cancellation is recorded with its time, and your stated policy is attached. Whether a fee applies stays your decision, and the reminder wording is yours.
Can fees differ from one client to the next?
Yes. Each client record holds an agreed rate, including a sliding scale rate. Receipts show the amount and date only, with no clinical wording.
Can associates see each other’s clients?
No. An associate opens their own diary and notes. The owner sees availability and caseload counts, so a referral can be placed without anyone reading a record.
Can the system give advice on a client’s care?
No. It stores what you write and schedules your time. Clinical judgement, supervision and any duty to report stay with you and your professional body.
Can existing clients be moved over?
Yes. Names, contact details and booked sessions come from your sheet or diary. Older notes move only if you ask, and in the form you choose.
What does your team see during support?
Support access is agreed in writing and logged each time. Training and demos use made-up clients, never your real records.
How do I find out the cost?
Sample bookings and notes are demoed first. Then a price is written. The clinician count shapes it, along with the forms in your intake pack and the fee bands you apply. Payment links, video links and moving existing clients also play a part.
How long before I can see clients through it?
Booking, intake forms and consent records usually begin, so a new client meets the system first. Private notes, fee receipts and the associates’ diary come next. Note privacy is settled before notes move. Dates are agreed in writing.
What should a practice prepare before we start?
Dig out your intake form, consent wording, cancellation policy, fee bands and the current appointment diary. A sample receipt is useful. Each clinician needs a say in note templates. Decide who may see which records, and tell us who handles payment accounts.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Counsellor and Psychotherapist Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements