Best massage therapist scheduling software

CozyCal's customizable intake forms let you gather essential information before clients arrive: health history, current medications, areas of pain or tension, pressure preferences, allergies to oils or lotions, and any contraindications like recent injuries or pregnancy. You can include body map diagrams, multiple choice questions for massage type preferences, and open text fields for special requests. All responses are available before the appointment so you can prepare appropriately and provide safer, more personalized care.

Create separate event types for each service duration, such as 30-minute targeted massage, 60-minute full body, or 90-minute deep tissue sessions. Each event type can have its own description, pricing, and availability settings. Clients see all options on your booking page and select the service that fits their needs and schedule. You can also create specialized offerings like prenatal massage, sports massage, or couples sessions as distinct bookable services.

Buffer time (called "padding time" in CozyCal) gives you space between sessions to sanitize equipment, change linens, reset the room, review the next client's intake form, and take a brief break to prevent therapist fatigue. In your event settings, add padding before appointments (for preparation) or after appointments (for cleanup and notes). For example, setting 15 minutes of post-appointment padding ensures clients can't book back-to-back, protecting both service quality and your wellbeing.

CozyCal combines multiple no-show prevention strategies: automated email reminders sent at intervals you choose (such as 24 hours and 2 hours before), SMS text reminders for US and Canada clients, and easy self-service rescheduling so clients can adjust rather than simply not show up. Requiring prepayment through Stripe at booking time also significantly reduces no-shows, as clients have financial commitment to their appointment.

Every booking confirmation email includes links for clients to reschedule or cancel on their own. They can view your real-time availability and select a new time that works, or cancel within whatever timeframe you allow. This self-service approach saves you phone time, reduces back-and-forth, and gives clients the flexibility they expect while you maintain control over cancellation policies and booking windows.

CozyCal supports both approaches. If client relationships matter to your practice, enable therapist selection so returning clients can book with someone they've seen before and trust. Alternatively, use round-robin assignment to distribute appointments evenly across your team, useful for new client intake or when availability matters more than therapist preference. You can also combine methods: let clients choose if they want, with round-robin as the default.

Create massage packages that bundle multiple sessions at a discounted rate such as a "5-Session Relaxation Package" or "Monthly Wellness Plan." Clients purchase the package and receive a unique redemption code to book individual appointments. This approach improves cash flow by collecting payment upfront, encourages client retention through committed sessions, and rewards loyalty with savings. Customize package receipts with thank-you messages to enhance the client experience.

Yes. Solo practitioners can create a simple booking page showcasing their services, while multi-therapist clinics can add team members, each with their own availability and specializations. The admin dashboard provides a unified view of all scheduled appointments across staff. Individual therapists can manage their own schedules while clinic owners maintain oversight. As your practice grows from one therapist to many, CozyCal scales with you.

Absolutely. Your intake form can include open text fields where clients note specific concerns: "focusing on lower back pain this visit," "lighter pressure than usual," or "avoiding the left shoulder area due to recent injury." This information appears with the booking, letting you review requests before the session. For returning clients, having this context helps you track progress and adjust treatment plans over time.

Connect your Stripe account to CozyCal and set pricing for each massage service. Clients enter payment information during booking and are charged securely at the time of scheduling. You can also offer promotional discounts with coupon codes. Prepayment reduces no-shows, eliminates awkward payment conversations after relaxing sessions, and ensures revenue is secured before you block time on your calendar.

Each therapist connects their Google Calendar or Outlook calendar to CozyCal. The system reads existing appointments and blocks those times from availability, preventing double-bookings automatically. When someone books a massage, it instantly appears on the therapist's synced calendar. This two-way sync means therapists can manage personal appointments alongside client bookings without manual coordination or scheduling conflicts.