CRM for Mental Health Counseling Practices

• The problem

  Inquiries arrive while you are in session, and by evening the person has found someone else.

  In Kompot.ai

  Every call, email and website chat message lands in one conversation history, and an unknown number becomes a new contact. Each inquiry is an opportunity on a board — new, consultation call booked, first session — so you see between sessions who is waiting for a reply.

• The problem

  The first session starts with consent forms instead of with the client.

  In Kompot.ai

  Send the informed consent and your practice policies as documents for e-signature once the consultation call goes well. The client signs from a link at home, and the signed PDF with its audit trail is on their record before the first hour.

• The problem

  A late cancellation fee is in your policy, but asking for it feels uncomfortable.

  In Kompot.ai

  The cancellation policy the client signed is stored on their record. Invoice the missed session from your price list and send it with a payment link — the client pays by card, and the conversation in the room stays about the work.

• The problem

  In a group practice, new inquiries sit in a shared inbox until someone claims them.

  In Kompot.ai

  Give each inquiry an assignee and a due date as a task for the intake coordinator. Custom fields hold what matching needs — preferred days, in person or online, which clinician they asked for — and the pipeline shows who has not been placed.

• The problem

  Session fees are added up from the calendar when the month closes, and some slip through.

  In Kompot.ai

  Invoice after each session or once a month from a price list of session types: intake, individual, couples. Each invoice carries a payment link, a part payment you record shows on it, and overdue ones are flagged so nothing waits for a reminder from you.

What you keep on record

Scheduling preferences

The standing day and hour, in person or online, and the preferred way to be contacted, as custom fields.

Signed consent and policies

Informed consent, cancellation policy and fee agreement as signed documents with a PDF copy.

Agreed session fee

The fee you settled on with this client, kept as a field and used when the session is invoiced.

Inquiry pipeline

Each prospective client as an opportunity, from first message to first session, with an assignee.

Questions owners ask

Can a prospective client book a consultation call without phoning me?

Yes. Your public booking page shows only the slots you choose to offer, and the person picks one. The call appears on your calendar, which syncs with Google Calendar, so you see it next to your sessions.

Can consent forms and practice policies be signed before the first session?

Yes. Save them as templates with merge fields, send them by email or link, and the client signs online. Each signed document has an audit trail and exports to PDF, and it stays on the client's record.

What does Kompot.ai keep about a client?

What the business side of a practice needs: contact details, scheduling preferences, messages and calls, signed documents, invoices and payments. Roles and permissions work per section: a team member's role can be kept out of invoices, reports or settings.

Is the voice agent that answers during sessions part of every plan?

No. It comes with the Full Service plan, along with the AI employee for messengers and website chat. We set both up from your instructions: what to ask a caller, what to say about fees and openings, and when a call should reach you directly.