What counsellors usually need
- A diary with online booking, for in person, video or phone sessions.
- A client agreement and a first-session questions form, completed before you meet.
- Secure storage for client information, with a way to download or delete it.
- Invoices and receipts in your practice name.
- Reminders, and a clear cancellation policy that clients agree to.
- A session log, so you keep a simple record of when you met.
Which records you must keep, and how, depends on your professional body and your insurer. Check with the BACP, UKCP or whoever you are registered with.
Notes systems and practice systems
Some tools are built around clinical notes and templates. Others focus on running the business: website, booking, forms and payments. Decide first how you keep notes today. Many counsellors keep process notes in their own secure way and want software to handle the admin around them.
Options in the UK
As listed on each company's own site in November 2026:
- Zanda (formerly Power Diary) is £15 a month and covers notes, forms, telehealth and a client portal. Practitioner vs Zanda.
- WriteUpp Solo is £27.95 a month, with UK clinical notes and booking. Practitioner vs WriteUpp.
- Cliniko is clinic software built around treatment notes, with a booking page you add to your own site. It is £29 a month. Practitioner vs Cliniko.
- Jane is £29 a month for up to 20 appointments, or £44 a month for the Practice plan. Its website add-on is £59 a month. Practitioner vs Jane.
- Acuity is a booking tool you embed in your own site, from £12 a month. Practitioner vs Acuity.
For a longer side-by-side, see our guide to the best software for therapists in the UK.
Keeping client data safe
Counselling information is health data, so look for encrypted storage, two-step login and a clear answer on where the data is held. Ask any supplier how you can download or delete a client's data if they ask you to.
A simple way to choose
Write down your five most time-consuming admin jobs. Then try a tool for a week and see whether it removes them. Ask whether you can leave easily, how your data comes out, and whether the price stays the same as you take on more clients.
More questions
How do I keep client information safe?
Hold it securely, in the UK where you can, and only for as long as you need it, in line with UK GDPR and your professional body. Practitioner stores questions forms encrypted, holds client information in the UK and lets you download or delete a client's data in one click.
Can clients book and pay online?
Yes. Card or PayPal payments go into your own account.
Can I run video sessions?
Yes, using your own Zoom, Google Meet or Teams room. Clients get a private join page instead of the raw link.
