CRM and business software · Wellness & Fitness
CRM for Massage Therapists
Bookings, intake forms and rebooking reminders in one place — and each client's pressure, focus areas and table setup on their record before they arrive.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A massage practice lives on regulars who come back every few weeks, and on the table hours you actually manage to fill. Your hands are busy for the whole session, so the phone goes unanswered and messages wait. A late cancellation leaves a gap that cannot be resold, a regular slips out of their rhythm without anyone noticing, and before the winter holidays and Mother's Day everybody wants a gift certificate at once.
The problem
The phone rings mid-session with your hands in oil, and the caller books elsewhere.
In Kompot.ai
The missed call stays in the log, and a number you do not know becomes a contact. Between sessions you send a saved reply with your booking page link, where the caller picks a free slot without waiting for you to ring back.
The problem
A regular who came every few weeks quietly stops rebooking.
In Kompot.ai
Keep the date of the last session as a field on the client. When that date gets old, a scheduled workflow sends a message with the booking link and puts a task on your list for the regulars worth a personal call.
The problem
Intake forms are filled in again on paper, and last time's pressure notes are lost.
In Kompot.ai
The intake and consent form is a document template sent by link before the first visit and signed on the client's phone. Pressure, focus areas, areas to avoid and oil or lotion are custom fields you read before they get on the table.
The problem
A late cancellation leaves an empty table hour you cannot resell.
In Kompot.ai
A client who books through your booking page gets an email confirmation with a calendar invitation and email reminders before the session. Your cancellation policy is part of the signed form, and a late-cancellation fee goes out as an invoice with a payment link instead of an awkward conversation.
The problem
Before the holidays gift certificate requests arrive faster than you can answer.
In Kompot.ai
Add gift certificates to your price list and send the buyer an invoice with a payment link. Note the recipient's name on the buyer's contact, so when the recipient books you know the session is already paid for.
How one order runs
From a first booking to a regular on your table
The client picks a time
A new client chooses a free time on your booking page. The appointment appears in your calendar and in Google Calendar next to your other sessions.
Intake form before the visit
You send the intake and consent form by link. It comes back signed, and you copy the pressure preference and areas to avoid into the client's fields.
The session and your note
After the session you add a short note: what you worked on and what the client asked for next time. It stays in the history on their page.
Payment and the next visit
The invoice goes out with a payment link or is marked paid on the spot. You rebook the client before they leave, and a workflow later reminds those who did not.
What you keep on record
- Client preferences
- Pressure, focus areas, areas to avoid, oil or lotion and bolster setup, as custom fields on the client.
- Intake and consent forms
- The signed form with your cancellation policy, stored as a PDF document on the client's record.
- Session notes
- A note after every visit — what was worked on and what to do next time — in one history.
- Services and add-ons
- Session lengths, deep tissue, hot stones, couples massage, the home visit fee and gift certificates in your price list.
Digital employees · Full Service plan
Where an AI employee steps in for Massage Therapists
The moment
A new client calls while you are in a session with the door closed.
The voice agent picks up, describes the types of massage you offer the way your instructions put it, and takes the caller's name and preferred day. The transcript and summary are saved, and a workflow sets a task to confirm the time once your session ends.
The moment
Someone asks on Messenger whether you do deep tissue and come to the home.
The AI employee draws on your knowledge base for techniques, session lengths and the area you travel to. The person is saved as a contact and gets your booking link. If the person describes a health condition, it passes the question to you.
The moment
Shortly before Mother's Day a buyer writes asking for a gift certificate.
The AI employee asks which session the gift is for and the recipient's name, creates the buyer's contact and an invoice from your price list, and leaves a note so you know about the certificate when the recipient books.
Questions owners ask
- Can clients book a massage online without calling me?
- Yes. The public booking page shows your free time slots, and the client chooses one. The appointment goes into your calendar, which syncs with Google Calendar, so table hours and personal time do not overlap.
- Can I keep signed intake forms for every client?
- Yes. Build the intake and consent form as a document template, send it by email or link, or show a QR code in the treatment room. The signed copy is filed as a PDF in that client's record, with a log of when it was signed.
- Does it work for home visits and corporate chair massage?
- Yes. A home visit or an office event is a job with an address, a time window and the therapist assigned. For a corporate day you send an estimate first; once it is approved, it turns into an invoice.
- How do reminders before an appointment work?
- Whoever books a massage on the booking page receives a confirmation by email with a calendar invitation, then email reminders ahead of the session, with nothing for you to set up. A separate scheduled workflow writes to regulars who have not been on your table for a while.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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