Reduce No-Shows, Support Clients Between Sessions & Build Trust—All on WhatsApp
Compassionate automation that maintains therapeutic boundaries. Gentle reminders, mood check-ins, crisis resource sharing, and confidential communication for therapists and counselors.
Client forgets their therapy session. Lost revenue for you, missed care for them. Phone reminders increase anxiety—clients may avoid answering unknown numbers.
Midnight Messages Break Boundaries
Client texts at 2 AM in distress. You want to help but can't be available 24/7. No response feels cold, but instant response creates dependency and enables poor boundaries.
New Clients Go Cold Fast
Someone struggling finally gathers courage to reach out. You're in session and can't respond immediately. By the time you call back hours later, they've lost motivation or found someone else.
7 Days Between Sessions Is Too Long
Weekly sessions work well in-office, but what happens the other 167 hours? Client faces trigger Wednesday night, practices old coping patterns. Progress made Monday gets undone by Friday.
Homework Never Gets Done
You assign thought journals, breathing exercises, gratitude lists. Next session—nothing completed. No accountability between sessions means CBT techniques stay theoretical, not practical.
Drop-Offs After Initial Progress
Client comes for 5-6 sessions, feels slightly better, stops scheduling. No systematic follow-up. They relapse 3 months later. You never knew they were struggling again until they're back in crisis.
Solutions
10 Ways WhatsApp Automation Supports Your Practice
Compassionate automation that maintains boundaries and improves outcomes
1
Warm First Contact Response
JourneyStarter+ ₹2,499
When someone reaches out for the first time, respond immediately with warmth, validation, and next steps—even when you're in session.
Hi, I'm looking for a therapist for anxiety
Hi! Thank you for reaching out to Serenity Counseling. Taking the first step takes courage, and I'm glad you're here.
I'm Dr. Sharma, a clinical psychologist specializing in anxiety, depression, and stress management.
I'd like to understand how I can support you. Everything shared here is completely confidential.
What brings you to therapy?
☰ Select Concern
😰 Anxiety or stress
😔 Depression or low mood
💔 Relationship difficulties
⚖️ Work/life balance
💬 Other (share in your own words)
Just now
JOURNEY: New Client Intake
TRIGGER: First message from unknown contact
STEP 1: Send warm welcome + confidentiality assurance
STEP 2: Ask about presenting concern with options
STEP 3: Collect name and preferred contact method
STEP 4: Offer initial consultation slots
STEP 5: Send consultation confirmation + preparation tips
How it works: Immediate response captures fragile motivation to seek help. Validation without overpromising. Multiple-choice format reduces barrier to sharing. Emphasizing confidentiality builds trust. Guides toward consultation without pressure.
Workflow tip: Tag contacts by presenting concern (anxiety, depression, trauma) to personalize future communications and track specialization needs.
2
Gentle Session Reminders
SequenceStarter+ ₹2,499
Send compassionate reminders 24 hours and 2 hours before sessions—reducing no-shows without triggering anxiety.
Hi Priya, gentle reminder about our session tomorrow.
Date: Dec 13, Wednesday
Time: 4:00 PM
Duration: 50 minutes
Mode: Video call (Google Meet)
If you need to reschedule, just reply here—absolutely no problem. Sometimes life gets in the way, and that's okay.
Looking forward to connecting with you.
- Dr. Sharma
Hi Priya, our session is in 2 hours at 4:00 PM.
Video link: meet.google.com/abc-def-ghi
A few tips for our session:
- Find a quiet, private space
- Headphones help with confidentiality
- Keep water nearby
- Have tissues handy if needed
See you soon!
24hr & 2hr before
SEQUENCE: Session Reminders
DAY -1 (24hrs before): Send gentle reminder with session details
+ Allow easy rescheduling
2 HOURS before: Send video link + preparation tips
ON TIME: If no-show, wait 15min then send check-in message
POST: After session, tag "attended" to stop reminders
How it works: "Gentle reminder" language reduces anxiety. 24-hour notice allows rescheduling without guilt. 2-hour message includes practical tips and video link. Non-judgmental tone about rescheduling acknowledges life happens. Reduces no-shows by 60%.
Workflow tip: For clients with anxiety disorders, consider a third reminder at 15 minutes before—some need more structure to overcome avoidance.
3
After-Hours Boundary Message
RuleStarter+ ₹2,499
Auto-respond to messages outside your working hours with compassion while maintaining healthy therapeutic boundaries.
[2:30 AM] I'm having a panic attack
Thank you for reaching out. I've received your message.
I'm currently offline (my hours are Mon-Fri, 10 AM - 6 PM) but will respond as soon as I'm available.
If you're feeling overwhelmed right now, here are some immediate steps:
GROUNDING: Name 5 things you see, 4 you can touch, 3 you hear, 2 you smell, 1 you taste
BREATHING: Breathe in for 4 counts, hold for 4, out for 6. Repeat 5-10 times.
If you're in crisis or having thoughts of self-harm:
- iCall helpline: 9152987821 (24/7)
- Vandrevala Foundation: 1860-2662-345
- NIMHANS helpline: 080-46110007
You're not alone. I'll connect with you soon.
- Dr. Sharma
Sent immediately
TRIGGER: Message received outside working hours (Mon-Fri 10AM-6PM)
ACTION: Send boundary message with coping tools
THEN: Include crisis helpline numbers
THEN: Tag "after-hours-contact" for follow-up discussion
THEN: Notify therapist via email (not push notification)
How it works: Immediate acknowledgment validates the client's need. Sets clear boundaries professionally. Provides immediate coping techniques—shows care while maintaining limits. Crisis resources are critical for safety. Personal sign-off adds warmth. Prevents burnout while ensuring client feels supported.
Workflow tip: Discuss after-hours contacts in next session—frequent after-hours messages may indicate need for crisis plan or DBT skills training.
Hi Priya, hope your week is going okay.
Just checking in—how are you feeling today?
No need for long explanations. Just want to make sure you're doing alright.
[Pressed: 🟠 Struggling]
Thank you for letting me know. I'm sorry you're having a difficult day.
Remember the 5-4-3-2-1 grounding exercise we practiced? It might help right now.
If you'd like to talk about it, we can:
• Wait for our next session (Monday 4 PM)
• Schedule an earlier session if needed
You've gotten through hard days before, and you will again.
Mid-week
CAMPAIGN: Weekly Check-In
TARGET: Active therapy clients (tagged "in-treatment")
SCHEDULE: Wednesday 10 AM (mid-point between Monday sessions)
IF 🟢/🟡: Send positive reinforcement
IF 🟠/🔴: Offer coping reminder + option for early session
NO RESPONSE: Follow up in next session, don't chase
How it works: Low-effort emoji response removes barrier. Catches struggles early before they escalate. Offers concrete help (coping skill + early session) without being pushy. Positive reinforcement for those doing well. Maintains connection between sessions without becoming intrusive.
Workflow tip: Track emoji patterns over time—improving trend is objective outcome measure. Declining trend flags need for treatment adjustment.
5
Practice Info Auto-Response
RuleStarter+ ₹2,499
Automatically answer common questions about your services, fees, approach, and availability.
TRIGGER: Message contains "fees" OR "charges" OR "cost" OR "rates"
ACTION: Send practice info with credentials + fees
TRIGGER: Message contains "services" OR "therapy" OR "counseling"
ACTION: Send specializations + approach
TRIGGER: Message contains "hours" OR "timing" OR "available"
ACTION: Send schedule + booking options
How it works: Professional credentials build trust and legitimacy. Clear specializations help client assess fit. Multiple language options widen accessibility. Transparent fees prevent awkward money conversations. Confidentiality assurance crucial for mental health. Easy next step reduces friction.
Workflow tip: Include your therapeutic approach (CBT, psychodynamic, humanistic) so clients can self-select for compatibility.
6
Therapy Homework Reminders
SequencePro ₹8,499
Gently remind clients to practice assigned exercises—breathing techniques, thought journals, gratitude lists, exposure tasks.
Good morning Priya!
Gentle nudge for today's practice:
BREATHING EXERCISE (5 minutes)
- Find a quiet moment
- Breathe in for 4 counts
- Hold for 4 counts
- Out for 6 counts
- Repeat 5-10 times
Even 2-3 minutes makes a difference.
Evening reflection time, Priya!
TODAY'S JOURNAL PROMPT:
"What is one small thing that went well today?"
Even on hard days, there's usually something—a kind word, a warm meal, a moment of peace.
Take 5 minutes to write it down. We'll talk about your reflections in our session Monday.
Sleep well 💙
Morning & evening
SEQUENCE: Daily Practice Reminders
TRIGGER: When therapist tags client with homework type
IF "breathing": Send morning breathing reminder
IF "journaling": Send evening journal prompt
IF "exposure": Send task reminder at scheduled time
ON "DONE" REPLY: Log completion, send encouragement
REVIEW: Show completion rate in next session prep
How it works: Clear, simple instructions remove ambiguity. Time-of-day targeting (breathing in morning, journaling at night) increases completion. "DONE" response creates accountability without feeling punitive. Gentle language ("nudge", "even 2-3 minutes") reduces pressure. Links to session discussions maintains continuity.
Send brief session summary 1-2 hours after session ends—reinforces insights, clarifies homework, confirms next appointment.
Thank you for today's session, Priya.
KEY TAKEAWAYS:
• Identified workplace anxiety triggers (presentations, unclear expectations)
• Practiced 5-4-3-2-1 grounding technique
• Explored connection between perfectionism and anxiety
• Discussed assertive communication strategies
THIS WEEK'S PRACTICE:
✓ Use grounding when anxiety rises (aim for 3x)
✓ Journal: "What would I tell a friend in this situation?"
✓ One small boundary conversation at work
NEXT SESSION:
Monday, Dec 18 at 4:00 PM (Video)
Remember: Progress isn't linear. Some days will be harder than others, and that's completely normal. Be patient with yourself.
- Dr. Sharma
1-2 hrs after
SEQUENCE: Post-Session Follow-Up
TRIGGER: 90 minutes after session end (therapist marks "session-completed")
ACTION: Send personalized summary (pre-written during session)
INCLUDE: Key insights + homework + next appointment
TEMPLATE: Structured format ensures consistency
TONE: Encouraging, non-judgmental, forward-looking
How it works: Written summary reinforces verbal discussion—clients often forget details by evening. Clear homework list increases compliance (specificity beats vague instructions). Next appointment confirmation reduces no-shows. Encouraging closing message provides hope and normalizes setbacks. Personal sign-off maintains therapeutic relationship.
Workflow tip: Use session notes template that includes "key takeaways" and "homework" sections—copy-paste into WhatsApp message saves time.
8
Re-Engagement for Drop-Offs
CampaignPro ₹8,499
Compassionate outreach to clients who stopped coming—no guilt, no pressure, just an open door and genuine care.
Hi Priya, I noticed it's been about 4 weeks since our last session.
I wanted to check in—how are you doing?
There's no judgment here. If you've been busy, needed a break, or are managing better on your own, that's completely okay. I'm genuinely glad if you're doing well.
If you'd like to resume sessions at any point, the door is always open. Even a single check-in session can be helpful.
If something about our work together didn't feel right, I'd appreciate knowing—it helps me serve others better. But there's no obligation to respond.
Take care of yourself.
- Dr. Sharma
4 weeks after last session
CAMPAIGN: Drop-Off Re-Engagement
TARGET: Clients tagged "active" with no session in 4 weeks
SEND: Monday 10 AM (low-pressure day/time)
TONE: Non-judgmental, validating multiple reasons
IF RESPONDS: Offer scheduling without obligation
IF NO RESPONSE: Send one follow-up after 2 weeks, then archive
TRACK: Re-engagement rate measures relationship quality
How it works: Many clients feel guilty about stopping—validating their autonomy reduces shame. Acknowledging multiple reasons (busy, better, didn't fit) gives permission to be honest. Asking for feedback genuinely (not defensively) shows growth mindset. Open door policy plants seed for future return. Not chasing respects boundaries.
Workflow tip: Common drop-off reasons—feeling better (premature), cost concerns, poor fit, shame about opening up. Track patterns to improve intake and address proactively.
9
Mental Health Resource Sharing
CampaignBusiness ₹39,999
Share curated articles, videos, and self-help resources based on client's specific concerns—extends learning beyond sessions.
Hi Priya, came across this and thought of you.
RESOURCE: "Understanding Anxiety - A Guide"
It covers:
✓ Why anxiety feels so physical
✓ The anxiety-avoidance cycle
✓ 3 simple techniques to practice
PDF: [link]
No need to read it all at once—even skimming the first few pages can be insightful.
Let me know if anything resonates. We can discuss in Monday's session if you'd like.
WORLD MENTAL HEALTH DAY
Hi Priya,
Today is World Mental Health Day. A reminder:
Seeking help is a sign of strength, not weakness. The fact that you're working on yourself is something to be proud of.
Here's a short video I found meaningful:
[link]
Take care of yourself today. You deserve it 💙
Monthly + awareness days
CAMPAIGN: Resource Sharing
SEGMENT: By presenting concern (anxiety/depression/trauma)
MONTHLY: Send 1 curated resource per concern area
AWARENESS DAYS: Mental Health Day, Suicide Prevention Day
RESOURCES: PDFs, videos, podcasts, apps, guided meditations
TONE: "Thought you might find this helpful" (not mandatory)
TRACK: Resource engagement indicates client motivation
How it works: Value addition between sessions shows ongoing care. Curated (not random) content shows you're thinking of their specific needs. Low-pressure framing ("no need to read all") respects their bandwidth. Linking to session discussion maintains therapeutic container. Awareness days provide natural touchpoints for encouragement.
Let clients book, reschedule, or cancel sessions without awkward phone calls—reduces anxiety, respects boundaries.
I need to reschedule Monday's session
No problem at all, Priya! Life happens 😊
Your current appointment:
Monday, Dec 16 at 4:00 PM
AVAILABLE THIS WEEK:
📅 Select New Time
🕚 Tue, Dec 17 - 11:00 AM
🕔 Tue, Dec 17 - 5:00 PM
🕙 Wed, Dec 18 - 10:00 AM
🕒 Wed, Dec 18 - 3:00 PM
🕑 Fri, Dec 20 - 2:00 PM
(If none work, reply "OTHER" and suggest your preferred time)
[Selected: 🕙 Wed, Dec 18 - 10:00 AM]
All set! Your session has been rescheduled:
NEW APPOINTMENT:
Wednesday, Dec 18 at 10:00 AM
Mode: Video call
Duration: 50 minutes
I'll send you the video link 2 hours before.
See you Wednesday!
- Dr. Sharma
Just now
JOURNEY: Session Scheduling
TRIGGER: "schedule" OR "book" OR "reschedule" OR "cancel"
STEP 1: What would you like to do? (Book/Reschedule/Cancel)
STEP 2: Show available slots (pull from calendar integration)
STEP 3: Confirm selection + session details
STEP 4: Send confirmation + add to calendar
CANCELLATION: Accept without penalty, offer rebooking
POLICY: 24-hour notice required (automated message if violated)
How it works: Self-service reduces anxiety about calling during work hours. Non-judgmental tone about rescheduling normalizes it. Multiple clear options + "OTHER" covers all scenarios. Numbered responses make selection frictionless. Immediate confirmation provides closure. Calendar integration (if available) syncs automatically.
Workflow tip: Track reschedule frequency by client—high frequency may indicate ambivalence, avoidance, or scheduling issues worth exploring in therapy.
CRM
Track Every Patient Journey
Manage your entire patient pipeline from first inquiry to loyal customer
New Inquiry
First contact
Booked
Appointment set
Consultation
First visit done
In Treatment
Active care
Follow-up
Post-care
Loyal Patient
Regular visitor
CRM Lite add-on: +₹300/mo on Pro plan, included in Business
Multi-therapist clinic? Pro Plan (₹8,499) adds homework tracking, check-ins, and re-engagement. Large practice with psychiatrists? Business Plan (₹39,999) includes resource campaigns and advanced segmentation.
Ready to Support More Clients with Less Burnout?
Join mental health professionals using WhatsApp to reduce no-shows, maintain boundaries, and improve client outcomes.