How much does a client CRM for a clinic or studio cost?

Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. After a short call you get a fixed price. Booking, packages and forms are a common first step.

How are private notes kept private?

The system sits behind a login that needs a one-time code, on an encrypted connection, with daily backups. You decide who can open notes, and admin staff can run the diary without seeing them. Health information needs extra care under data protection law, so we build access the way your practice needs it, and you stay in charge of how it is used.

Can clients buy and book packages online?

Yes. Clients can buy a block of sessions, then book each one. The system counts down what is left and shows it to them.

Does it work for tutors where parents book and pay?

Yes. Each student can have parent or carer contacts, with the parent booking and paying and receiving reminders. Several children can sit under one family account.

You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.

Should I use practice management software instead?

If you are a single practitioner, or you need things like insurer billing that dedicated practice software already handles, it may be the better answer, and we will tell you. Custom is worth it when you mix services, rooms, packages and people in a way those tools do not fit.

Custom CRM · Clinics, therapists, trainers and tutors

A private client CRM for clinics, therapists and tutors

Appointments, session packages, forms and private notes for physios, therapists, personal trainers and tutors, kept behind a secure login on your own website.

Talk about your systemFrom £999 + £79 a month

Free first call, no obligation
A fixed price for each step
Built around how you work

Sound familiar?

Where the week goes.

Packages tracked on paperA client bought a block of sessions, but how many are left is in a notebook or a spreadsheet. Renewals are awkward conversations because nobody is sure.
Forms by emailIntake questionnaires and consent forms go out as attachments, come back as photos, and get saved somewhere on a laptop.
Notes in too many placesSession notes are in a notebook, a phone's notes app and a document. They are hard to find when you need them and hard to keep private.
Late cancellationsA client cancels an hour before. The slot is lost and your policy is hard to apply because it was never written down where they saw it.
Parents, carers and who paysFor tutors and children's coaches, the client is not the person who books or pays. Keeping the right contacts straight takes care.

What we build

The parts of your system.

Every system is built around how you already work, so you only get the parts you need. These are the ones most clinics, therapists, trainers and tutors ask for.

Appointments

Clients book the right person, room and type of session.

Online booking by practitioner, room and session type
Video call links added to online sessions
Reminders with a link to move the session
Your cancellation policy shown at booking, with late fees if you charge them

Packages and memberships

Sessions sold in blocks, and the count kept for you.

Blocks of sessions sold online or in person
Sessions used and remaining, shown to you and the client
Expiry dates on packages, if you use them
A prompt to renew when a package is nearly used
Monthly memberships billed through a payment provider

Forms and consent

The forms you need, completed online before the first session.

Intake and health questionnaires sent before the first session
Consent forms signed online and stored with the date
A prompt when a form is due to be reviewed or updated

Private notes

Session notes kept separate from admin, and seen only by the people you choose.

Session notes on each client, typed on a phone or laptop
Notes visible only to the practitioner who wrote them, or to whoever you decide
Admin staff can manage bookings without opening notes
Assessments and files stored with the client

Clients and families

For tutors and coaches working with children, and anyone whose bookings are made by someone else.

Parent or carer contacts, and who can book and pay
Several students in one family under one account
Progress notes shared with parents only if you choose

Payments and invoices

Paid at booking, after the session or by package.

Payment at booking or after the session, through a payment provider
Receipts and invoices with the details clients need, for example to claim from a health insurer
Exports for your accountant

A day with it

What changes on a normal day.

An example of how the system fits into the day. Yours is built around your own routine.

7:00Before the first client, a personal trainer checks today's sessions and sees which clients are on their last session of a package.
8:30A new physio client has filled in the health questionnaire and consent form online, so you read them before they walk in.
12:00After a session you type the notes on your phone. They are saved to the client and only you can open them.
15:00A client's package is nearly used. They get a message with a link to buy the next block.
18:00A tutor's evening online lessons each have their video link, and parents got a reminder this afternoon.

Always included

Lives on your own website behind a private login, and works on your phone
Login protected with a one-time code; encrypted connection and automatic backups
Your data stays yours: export it any time, and we hand it over if you leave
Hosting, security updates and small improvements in the £79 a month
A fixed price for each step, agreed before we start

Not sure what you need?

Tell us how your business runs today. We will suggest the smallest system that saves you the most time, and whether an off-the-shelf app would do the job instead.

Get a free quote

Our promises

Our promises to you.

No surprises on price, no locking you in, and no going quiet once the site is live.

The price on your quote is the priceFixed and agreed in writing before we start. Anything extra only happens if you approve its price first.
Pay the rest when you are happyHalf to start. The other half only when you have approved the site and it goes live.
Two rounds of changes includedBefore launch, you get two full rounds of changes to the design and words at no extra cost.
30 days of free fixes after launchIf anything we built does not work as it should in the first 30 days, we fix it free.
A reply the same working daySend a message Monday to Friday and you hear back the same day, from someone who knows your project.
Leave when you like and keep everythingNo minimum term on monthly plans, just 30 days' notice. Your site, files and domain stay yours, and we help you move.

The full details are in our terms.

Clinics, therapists, trainers and tutors: questions about a custom system

How much does a client CRM for a clinic or studio cost?: Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. After a short call you get a fixed price. Booking, packages and forms are a common first step.
How are private notes kept private?: The system sits behind a login that needs a one-time code, on an encrypted connection, with daily backups. You decide who can open notes, and admin staff can run the diary without seeing them. Health information needs extra care under data protection law, so we build access the way your practice needs it, and you stay in charge of how it is used.
Can clients buy and book packages online?: Yes. Clients can buy a block of sessions, then book each one. The system counts down what is left and shows it to them.
Does it work for tutors where parents book and pay?: Yes. Each student can have parent or carer contacts, with the parent booking and paying and receiving reminders. Several children can sit under one family account.
Who owns the data?: You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.
Should I use practice management software instead?: If you are a single practitioner, or you need things like insurer billing that dedicated practice software already handles, it may be the better answer, and we will tell you. Custom is worth it when you mix services, rooms, packages and people in a way those tools do not fit.

Tell us how your clinics, therapists, trainers and tutors business runs. We'll show you what can run itself.

Two minutes to fill in. You'll see a first look at your website straight away, and we reply the same working day.

Get a free quote See prices

Free and no obligation
A fixed price, not an estimate
Half up front, the rest when you are happy
You own everything we build