Your clients need the session they nearly didn't come to.
Cancellations and no-shows in therapy aren't just lost revenue — they're broken continuity that can set a client back. TextHey sends gentle, professional reminders that keep clients showing up and your practice running without the admin.
45%
Fewer cancellations & no-shows
60%
Cancellations recovered
3h+
Admin saved per week
The Real Problem
In therapy, a missed session isn't just a lost hour.
Cancellations in therapeutic practice disrupt more than a schedule. They interrupt momentum, break the continuity of care, and — without the right follow-up — can become the session that ends a client's treatment prematurely.
A no-show is a broken link in the client's progress
When a client misses a session without warning, the next session is spent rebuilding rather than progressing. Multiply that across a caseload and the therapeutic impact of cancellations becomes clear — quite apart from the revenue loss.
💸 Avg. therapy session: £65–£150 lost per no-showAdmin between sessions erodes your focus and energy
Confirming appointments, answering 'can I reschedule?' texts, chasing payment queries — therapists in private practice report spending 6–10 hours weekly on administration that could be automated.
💸 10 hrs/week admin = 2 lost client hours dailyClients take "breaks" that become permanent without a gentle follow-up
A client says they need a few weeks' break. Four weeks becomes eight. Eight becomes twelve. Without a professional, non-intrusive check-in, temporary distance becomes permanent dropout — and you lose a client who still needed help.
💸 Client dropout after a break is the most common form of premature terminationLate cancellations leave an hour that's impossible to fill
A 48-hour cancellation policy only works if you have a way to fill the slot quickly. Without an automated recovery system, a last-minute cancel from a regular client leaves a gap in your diary that stays empty.
💸 A £90 session slot left empty once a week = £4,500/year in unrecovered revenueBoundary-appropriate communication is hard to scale
The right tone in therapy admin matters. A generic reminder that says 'Don't forget your appointment!' feels impersonal and clinical. But crafting personalised messages for every client takes time you don't have.
💸 Poor communication tone can undermine the therapeutic relationshipPrivacy concerns stop many therapists from using digital tools
Clients don't always want their employer to see a therapy booking app on their work phone. GDPR compliance, discreet messaging, and no third-party data sharing aren't optional — they're the baseline for therapeutic trust.
💸 Non-GDPR-compliant tools put your registration and client trust at riskHow TextHey Solves It
Professional, discreet, and effective.Admin that respects the therapeutic relationship.
TextHey handles the scheduling and communication side of your practice with the sensitivity a therapeutic context demands — gentle reminders, boundary-appropriate follow-ups, and no intrusive data sharing.
Discreet session reminders that feel personal, not automated
A gentle reminder sent the day before every session — in your voice, matching your practice's tone. Clients can confirm or let you know they need to reschedule by text, without having to make a call during their working day.
✓ 45% fewer cancellations and no-showsCancellation recovery without the awkward follow-up call
When a client cancels, TextHey offers them 2–3 alternative available slots with a warm, non-pressuring message. Most rebook the same day. You don't have to make the call yourself.
✓ 60% of cancellations recovered as rebooked sessionsGentle re-engagement for clients on a break
When a client takes a break, TextHey sends a professional, caring check-in after a set number of weeks — 'We're here whenever you're ready' — without being pushy or crossing professional boundaries.
✓ Bring back clients who went quiet before they're gone permanentlyNew client onboarding that sets the right tone
When a new client books an initial consultation, TextHey sends confirmation, practice information, and any pre-session preparation — setting a professional, reassuring tone before they even walk through the door.
✓ First impressions that reduce pre-session anxietySession follow-up that supports continuity of care
After each session, a brief, thoughtful follow-up message — 'Hope the session was helpful. Here's your next appointment' — reinforces the therapeutic relationship and makes rebooking frictionless.
✓ Higher session-to-session retention rateGDPR-aware and discreet by design
TextHey's messaging uses discreet sender names, never includes clinical content in SMS, and keeps all client data within compliant boundaries. Your clients' privacy is protected — and so is your professional registration.
✓ GDPR-compliant communication you can use with confidenceClient Journey Management
Every client at every stage — the right message at the right time.
Therapeutic relationships move through distinct phases. TextHey's messaging adapts to each one — from the anxious first-time client to the regular who's taken a break and isn't sure how to come back.
New Client — Initial Consultation Booked ✨
First contact is everything. A warm, professional welcome message with practice information and what to expect reduces pre-session anxiety and dramatically improves first-session attendance.
Active Client — Attending Regularly 🔥
Your regular caseload. Consistent, gentle session reminders that maintain continuity — and a frictionless way to reschedule when life genuinely gets in the way.
Client on a Break — 3–4 Weeks Since Last Session ⚠️
A professional, warm check-in after 3–4 weeks. Not pushy. Not clinical. Just a caring acknowledgement that the door is still open — which is often exactly what a hesitant client needs.
Extended Absence — 6–8 Weeks, No Contact 😔
A more direct (but still gentle) message. Focused entirely on the client's wellbeing, not on booking. This is the message that brings back the client who needed to hear someone ask.
Long Lapsed — 12+ Weeks, No Response 💔
Your final re-engagement message. Compassionate, unhurried, and leaving the door genuinely open. Some will come back months later — and every one who does is a client who needed continuity.
MindSpace Therapy
via TextHey
Hi [Name] — your initial consultation at MindSpace is confirmed for [Date] at [Time] with [Therapist]. The session is [Duration] mins. If you have any questions beforehand, just reply here. We look forward to meeting you 🙏
- Write the message once, set your timing
- TextHey identifies who qualifies and sends automatically
- Client replies — appointment confirmed instantly
Cancellation Recovery
A cancelled session is a broken link. TextHey repairs it gently.
A session cancellation in therapy isn't just a scheduling problem — it's a disruption to momentum that can compound. TextHey's recovery flow is designed to be warm and non-pressuring, not a sales conversion funnel.
Client Cancels — Session Slot Opens Up
Via text or online booking. TextHey detects it instantly and sends a warm response — not a generic reschedule prompt — within seconds.
TextHey Offers Alternatives Without Pressure
"No problem at all — here are a few other times this week if any of them work for you. No pressure if you need more time." Pulled from your live calendar. Warm. Boundaried. Professional.
Client Rebooks — Continuity Is Protected
One text reply confirms the new session. The therapeutic momentum is preserved. You didn't have to make the call yourself — which also preserves your own professional boundaries.
60%
of cancelled therapy sessions are recovered as rebooked appointments when alternatives are offered gently and immediately — without pressure or clinical urgency.
What's included
- Triggers within seconds of every cancellation
- Warm, non-pressuring tone by default
- Pulls real available slots from your calendar
- Fully customisable message tone per therapist
- Works 24/7 — even late-evening cancellations
Built for Therapeutic Practice
Every feature a private practice needs. Designed with therapeutic sensitivity.
TextHey is built for therapists in private practice — sole traders, group practices, and multi-therapist clinics — with the professional boundaries and privacy standards the field requires.
Therapist-Specific Booking Flows
Clients select their preferred therapist, session type (individual, couples, initial consultation), and preferred time. Each therapist manages their own availability, session types, and messaging tone.
GDPR-Compliant & Discreet by Design
SMS messages never include clinical content. Sender names are discreet (your practice name, not 'MindSpace Mental Health'). Client data is never sold or shared. Designed for professional compliance from the ground up.
Customisable Message Tone Per Therapist
Each therapist on your platform can set their own messaging voice — warmer for one, more clinical for another. Your automated messages feel like they came from the person, not a system.
Flexible Session Type Management
Initial consultations, 50-minute sessions, 90-minute couples sessions, and intensive formats all have different durations, prices, and booking flows. TextHey handles all of them without confusion.
Break & Re-engagement Sequences
When a client goes quiet, TextHey's re-engagement sequences are specifically tuned for therapeutic contexts — gentle, non-pressuring, focused on the client's wellbeing rather than the practice's revenue.
Post-Session Review Requests (for Appropriate Contexts)
For practices where Google reviews are appropriate (e.g. initial consultations, coaching), TextHey sends a discreet review request after suitable sessions — never after emotionally intensive clinical work.
Card-on-File & Session Payments
Store a client's card securely at the first booking and collect automatically on completion — no awkward payment conversations after a session, no chasing invoices, no late cancellations left unaddressed.
Recurring Weekly & Fortnightly Sessions
Set up standing appointments for regular clients — weekly, fortnightly, or any custom interval. TextHey books them ahead automatically and sends reminders for each session without anyone having to manually rebook.
Client Profiles & Session History
Each client has a secure profile with session history, booking cadence, communication preferences, and therapist notes. Everything in one place — accessible only to the right people, never shared externally.
Questions
What therapists ask us most.
Yes. TextHey is designed with therapeutic privacy standards in mind. SMS messages never include clinical content or session details beyond basic scheduling. Sender names are discreet. Client data is stored securely, never sold or shared with third parties, and all communication is within GDPR-compliant boundaries. We can provide a Data Processing Agreement for your records.
No — this is one of the core design principles of TextHey. You write the message tone once in your own voice. The system sends it automatically, but it reads like it came from you. Clients consistently report that TextHey reminders feel warm and personal, not automated.
Yes. Each therapist in your practice can set their own messaging voice — their name, their preferred tone, their preferred wording. A CBT practitioner might want a more structured message; a person-centred counsellor might want something warmer. TextHey supports both, independently.
You set the timing — for example, a gentle check-in 4 weeks after the last session, a second at 8 weeks. TextHey sends the messages automatically at the intervals you choose, in the tone you've written. The messages are focused on the client's wellbeing, not on filling your diary. You can turn this feature off entirely if it doesn't suit your practice model.
No. Everything happens through standard SMS — the messaging app already on their phone. There's no app to install, no account to create, and no link to click. This is especially important for therapy clients who may prefer that their booking activity isn't visible in an app on their phone.
Both. TextHey is used by solo therapists in private practice, small group practices, and multi-therapist clinics. If you're a sole trader seeing 10 clients a week, it saves you hours of admin. If you run a practice with multiple therapists, it manages each one's schedule and communication independently from a single dashboard.
Ready to keep every client showing up — without the admin overhead?
Join therapists and counsellors using TextHey to reduce no-shows, recover cancelled sessions, and keep clients engaged — while protecting the boundaries that make therapeutic work possible.
No credit card required · 2-minute setup · Cancel anytime
45%
Fewer cancellations
60%
Sessions recovered
3h+
Admin saved per week