Psychologist Practice Software with AI Virtual Receptionist and 24/7 Online Booking
Manage your psychology practice from one platform: AI receptionist that answers calls, automatic online booking, CRM with patient profiles and Google Calendar sync.
Say goodbye to missed calls and scheduling chaos. CitaFlow is the complete management software that automates your psychology practice: from AI phone support to 24/7 online booking, session management and patient profiles.
Free trial7 days free · No card required · Cancel anytime
Everything your psychology practice needs in one application
AI Chatbot for WhatsApp and Telegram, session management, automatic CRM with patient profiles, online booking, professional website and automatic notifications. All included.
AI Virtual Receptionist 24/7
AI voice assistant that automatically answers phone calls, understands what type of session the patient needs and schedules appointments in real-time while you focus on your patients.
- 24/7 phone support with natural voice
- Automatic phone appointment booking
- Real-time availability check
- Never miss a call or patient again
AI Chatbot for WhatsApp and Telegram
An intelligent chatbot that responds to your patients via WhatsApp and Telegram 24/7. It answers questions about availability, checks schedules and books sessions automatically.
- Automatic responses via WhatsApp and Telegram
- Session booking from chat
- Answers frequently asked questions
- Never miss a message again
Online Booking with Website
Professional website for your psychology practice with integrated online booking system. Your patients can book therapy sessions 24/7 without calling.
- Professional website ready in minutes
- 24/7 online booking without intervention
- Calendar widget for your current website
- Compatible with Instagram and Facebook
Automatic CRM with Patient Profiles
Each patient has their digital profile automatically created with complete session history, therapy type, consultation notes and upcoming scheduled appointments.
- Patient profile created automatically
- Complete session history
- Notes and observations per session
- Instant information search
Automatic WhatsApp & SMS Notifications
Send automatic reminders via WhatsApp, SMS and email before each session. Reduce no-shows by up to 70% without sending messages manually.
- Automatic WhatsApp reminders
- SMS and email confirmations
- One-click patient confirmation
- Reduce no-shows by up to 70%
In-Person & Online Session Management
Manage both in-person and online therapy sessions from the same calendar. Configure different durations and settings for each session type.
- In-person and online sessions
- Configurable session durations
- Unified calendar view
- Flexible scheduling options
Therapist & Schedule Management
Manage schedules for multiple therapists, assign specialties and avoid overlaps. Dashboard with occupancy metrics and practice performance.
- Schedule management per therapist
- Smart session assignment
- Real-time analytics dashboard
- Occupancy and performance metrics
Online Payments with Deposit or Full Prepaid Booking
Secure every appointment by charging a deposit or the full amount at the moment of booking. Native Stripe Connect integration: the money goes directly to your bank account, it never passes through CitaFlow.
- Configurable deposit per service (fixed amount or percentage)
- Optional full prepayment to lock in the booking
- Stripe Connect: money goes directly to your account, not CitaFlow
- Helps reduce no-shows with prepaid bookings
- Secure checkout with all Stripe-supported cards
- Tracking panel with payment status per appointment
Security and GDPR Compliance
Client data management with the security standards sensitive sectors require: TLS/SSL encryption in transit and at rest, daily automatic backups and constant service monitoring.
- Full GDPR and LOPDGDD compliance
- Data encryption at rest and in transit (TLS/SSL)
- Daily automatic backups
- 24/7 monitoring of availability and security
- Block incoming spam numbers
- Auditable team activity log
AI Knowledge Base for Your Business
Upload texts, audios or documents so the AI learns about your business. It answers client questions about services, hours, prices and specific cases with the same information you would use.
- Upload texts, audios and documents with your info
- AI learns services, hours, prices and policies
- Consistent answers aligned with how you work
- Updatable at any time from the panel
- Used by the AI receptionist and chatbot
- If the AI is unsure, it asks for approval before replying
Other included features
- Employees module with roles, permissions and WhatsApp time-tracking (add-on)
- Integrated payments · POS by a partner + Stripe Connect (pilot)Integrated payments · Teya POS + Stripe Connect (pilot)
- Multi-branch with per-location roles and permissions
- Keep your WhatsApp Business app on your phone while connecting to CitaFlow
- Voicemail with automatic transcription
- Detailed call analytics and transcripts
- Customizable dashboard with widgets
- Two-way Google, Apple and iCal calendar sync
- External integrations via webhooks (billing, CRM, marketing)
- Spam number blocking and call filtering
- Activity log and audit trail
and much more. Try it free for 7 days →
Psychology practice management software with AI and complete automation
Professional psychologist practice software automates the entire appointment management cycle: from when a patient calls or books online until they arrive at the practice. CitaFlow combines an AI virtual receptionist that answers phone calls 24/7, an online booking system with included website, and an automatic CRM that records each patient's complete session history.
CitaFlow's session management allows each therapist to have their personalized schedule based on specialties: individual therapy, couples therapy, family therapy, child psychology. The system automatically assigns patients based on availability, expertise and session type requirements.
The AI virtual receptionist is like having a receptionist working 24/7 without breaks or errors. When a patient calls, the AI understands what type of session they're looking for, checks the online schedule in real-time, proposes available times based on the appropriate therapist, and automatically confirms the appointment. Plus, our AI Chatbot responds to your patients via WhatsApp and Telegram, answering questions and booking sessions automatically.
CitaFlow is the most complete psychologist practice software for automating appointment management: includes AI virtual receptionist, AI Chatbot for WhatsApp and Telegram, website with online booking, automatic CRM with patient profiles, in-person and online session management, automatic WhatsApp/SMS notifications, and Google Calendar sync. All designed with the confidentiality and GDPR compliance that health data requires.
How CitaFlow transforms your business appointment management
CitaFlow adapts to your psychology practice as it grows. Start with the Starter plan to manage online bookings and essential features, and add AI modules for WhatsApp, Telegram and phone calls when you need them. Everything runs on a single calendar and control panel, so all your bookings are always centralized and easy to manage.
Starter Plan: online booking only
Ideal for psychologists who want to digitize their schedule with 24/7 web booking
With the Starter Plan you get a professional website for your psychology practice with integrated booking system, booking widget to add to your website or social media, and schedule management with configurable session durations.
Also includes automatic email reminders before each session, patient profile with complete session history, and sync with Google Calendar.
AI Chatbot: manage your clients via WhatsApp and Telegram
Add an intelligent chatbot that responds automatically and books appointments 24/7
The AI Chatbot includes everything from the Starter Plan plus an intelligent chatbot that responds to your patients via WhatsApp and Telegram 24/7.
The chatbot answers questions, checks real-time availability and books sessions automatically. Also adds automatic WhatsApp and SMS reminder messages.
AI Phone: call management with advanced artificial intelligence
Complete management software with AI receptionist that answers phone calls
The AI Phone is complete management software for psychology practices. Includes everything from AI Chatbot plus an AI virtual receptionist that answers phone calls with natural voice 24/7.
The AI receptionist understands what session the patient needs, checks real-time availability and books the appointment automatically. Perfect for practices that want full automation on all channels.
Start simple and grow at your own pace. Begin with the Starter plan to accept online bookings and manage your schedule effortlessly. When you're ready to automate more, add AI modules like the Chatbot or AI Phone to handle messages and calls for you, 24/7. Everything runs on the same calendar and control panel, so scaling up is immediate and frictionless.
Free trialStart free with the Starter plan and activate the AI Chatbot or AI Phone when you want to scale
Frequently asked questions about psychologist practice software
How does the AI virtual receptionist work for psychology practices?
How does the AI Chatbot for WhatsApp and Telegram work?
Can I manage both in-person and online sessions?
What patient information is saved in the CRM?
Do patients receive automatic reminders?
Does it sync with Google Calendar?
Is patient data secure and GDPR compliant?
How does online booking work for patients?
Can patients book via WhatsApp or Telegram?
What happens if a patient doesn't confirm the session?
Is there a free trial?
What's the difference between AI Chatbot and AI Phone?
Can I set up recurring weekly sessions?
Can I have multiple therapists with different schedules?
What technical support is included?
Transform your psychology practice into a business that runs itself
Try CitaFlow free for 7 days and see how your schedule fills up effortlessly.
7 days free · No card required · Cancel anytime