Private therapists, group practices and counselling services

The CRM for therapy and counselling practices.

GuardenerAI for therapy and counselling practices is a CRM for the business side of a practice: enquiries, intake calls, referral partners, client agreements and invoices. It sits beside your clinical notes system rather than replacing it. It is for solo therapists and group practices that want a fuller caseload without losing enquiries to a busy inbox.

Your clinical notes belong in a clinical system. Everything that brings a client through the door (the enquiry, the intake call, the GP or employer who referred them, the agreement and the invoice) needs somewhere organised too. GuardenerAI is that place, and it keeps the two apart.

Start free → Book a walkthrough
Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

No enquiry left waiting

Website enquiries land as leads, and an action plan lays down the reply and follow-up tasks with due dates, so a busy week never means a lost client.

Intake calls without the back-and-forth

Share a booking link for a free intake call that offers only the times you are free, synced with your Google or Microsoft calendar.

Agreements signed before the first session

Send your client agreement and cancellation policy from the client’s record. They sign on their phone, and the sealed PDF is filed on their record.

Referrers you can report on

Referring GPs and programmes are companies and persons in the CRM, and when each referrer is a lead source, a saved report groups new clients by where they came from.

The modules this runs on

How you set it up

Shaped around how therapy and counselling actually work.

Start from the Healthcare Providers starter template in Settings, then adjust anything. Everything a template adds stays editable.

From the starter template

Persons (Healthcare section)

For referring clinicians and colleagues you refer to, searchable by specialty and state.

  • NPI (Type 1)
  • DEA Number
  • License State
  • Specialty
  • Credentials
From the starter template

Companies (Healthcare section)

For referring clinics, hospitals and programmes.

  • NPI (Type 2)
  • Specialty
  • Care Setting
  • Bed Count
  • EHR System
Built in

Leads

Every enquiry before the intake call, worked through New, Contacted, Qualified, Converted or Lost.

  • Status
  • Lead Source
  • Campaign fields
Built in

Persons

Clients, with contact details and consent only. Session notes stay in your clinical system.

  • Name
  • Email
  • Phone
  • Communication preferences

Suggested stages on leads (enquiries)

  1. New
  2. Contacted
  3. Qualified
  4. Converted
  5. Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

New enquiry response

  1. Reply to the enquiry with your intake booking link, high priority, same day
  2. Follow-up call if no intake is booked, day 2
  3. Final follow-up, day 7
Booking link

Free intake call

  1. A 20-minute link with your weekly hours and a buffer after each call
  2. One or two questions on the booking form, such as how they heard of you
  3. The client confirms from their inbox, and can reschedule or cancel from the same link
Signature template

Client agreement

  1. Write the agreement and cancellation policy once, with the client’s name and the date merged in
  2. Send it from the client’s record after the intake call
  3. The client signs electronically, and the signed PDF is filed on their record

Kept apart from the clinical record. Honestly stated.

GuardenerAI is a CRM for the business side of your practice, not a clinical notes system or an EHR. Data is encrypted, audit-logged and isolated per practice, with default-deny roles. HIPAA and BAA support are on our roadmap, not yet delivered, and our terms do not allow storing regulated health data without a written agreement, so session notes belong in your clinical system.

Read the security details →
FAQ

Questions from teams like yours.

Can I keep session notes in GuardenerAI?
No. Keep clinical notes in your clinical system. HIPAA and BAA support are on our roadmap, not yet delivered, and our terms do not allow storing regulated health data without a written agreement. GuardenerAI holds enquiries, contact details, agreements and invoices.
Does it work for a solo therapist?
Yes. The free plan works for one person, and paid plans are priced per workspace rather than per user, so the bill does not change if you bring in an associate.
Can clients book and reschedule themselves?
Yes. A booking link offers only your free times, the client confirms by email, and the same link lets them reschedule or cancel.
Can I take payment by card?
On the Max plan, yes: raise an invoice to the client and email a Stripe payment link, and the payment is recorded against the invoice when it settles. On other plans you record payments by hand.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

Start free →

Also built for healthcare practices, coaches and dental practices. See every industry.

Book a walkthrough

Tell us about your team and what you want to see, and we'll reply by email to set a time.

No spam.