CRM for therapists inside your Telegram bot
Your schedule is in a calendar, payments in a spreadsheet, agreements in chat threads, and before each session you piece the client together from three places. In CognitEase your client list lives in your Telegram bot: anyone who opens the bot is on it, and every booking, payment and note after that goes into the same client card. You no longer copy anything into a spreadsheet by hand.
Try it freeYour bot as the client sees it. From the moment they first open it, this person is in your client list
When your practice is spread across three tools
- To check whether Anna Freud paid for her last session, you scroll through the chat and your bank statement.
- Your client spreadsheet is a month behind: you add new clients whenever you find a free evening.
- Before the session with Viktor Frankl, you search the notes on your phone for where you left off.
- You tried a sales CRM and spent a week setting up a pipeline that a therapy practice has no use for.
Client card with sessions, payments and notes
Everything you know about a client is on one page: the next session and the most recent ones, the payment status of each booking, issued receipts and invoices, and your session notes. The intake form the client filled out in the bot is there too, with a short summary of what they came in with, along with their homework and its completion history.
If you turn on the smart dossier, confirmed session analyses build a case file based on the 5P model, and ORS and SRS scores add up to a chart of the last six sessions. Before meeting Karen Horney, you open her card and see where you left off and which question is still open.
Pre-session briefing: the 5P case file, the last session’s topic and an open question
What else the client list shows
List sorted by upcoming sessions.
Clients coming in the next few days are at the top, the rest follow by their last session.
Your own tags.
“Anxiety,” “CBT,” “couple”: labels you made up yourself appear next to the client’s name and in your schedule.
Reliability score.
The share of bookings the client showed up for and paid on time. Rescheduling doesn’t lower it.
Long-break flag.
Carl Rogers came every week, then returned after a month away, and his card flags the long break.
ORS and SRS progress.
With the scales turned on, a chart across six sessions shows whether the client is doing better and how they rate your sessions.
Booking block.
The client can no longer book a new session, and sessions already confirmed stay on your calendar.
A client list that grows from bookings
You don’t need to keep separate records. Clients book through your bot, and each booking lands in the client card along with its payment status. If you agree on the next session during a call, you book the client without leaving it, and they choose how to pay.
The client pays you directly, to your account and in a currency you accept. CognitEase doesn’t process payments or take a commission per session: you confirm that the payment arrived, and the booking is marked as paid.
Your week: the session booked straight from the call is already on Thursday
What kind of CRM a private practice needs.
A practice runs on the client’s history
General-purpose CRMs are built around the deal: lead, stages, sales rep, conversion. A therapy client comes to sessions for months, and what was discussed three sessions ago matters more than which stage they’re in. That’s why CognitEase has no pipelines or deal stages, and the client card centers on sessions, notes and progress.
A client list you don’t have to fill in
A spreadsheet starts going stale on day one, because every booking and every payment is copied in by hand. Here a client joins the list when they first open your bot, and bookings, payments and notes attach to them as you work. You can’t forget to add a new client.
Starting from a clean slate
There’s no import from another CRM or spreadsheet. You send current clients the link to your bot, and each one appears in the list once they open it. Old records stay where they are, and the new history builds from the first session booked through the bot.
Clients and money stay with you
Clients book in a bot with your name, with no directory of other specialists in it. Payments go straight to you, with no commission per session. If you issue payment documents, they follow your country’s rules and are stored in the client card.
Questions about the client list.
Can I import clients from another CRM or a spreadsheet?
No. Send your current clients the link to your bot: as soon as someone opens it, they appear in your list. The client has to tap “Start” once themselves, otherwise the bot can’t message them.
Who ends up in the client list?
Anyone who has opened your bot, even if they haven’t booked yet. Sessions, payments and notes are added once you start working together.
Are there sales funnels and deal stages?
No. CognitEase is built for private practice, and the client card is organized around sessions, payments and notes.
Does client money pass through CognitEase?
No. The client pays you directly: by bank transfer, via Wise, PayPal, a payment link or another method you specify. You confirm the payment, and the booking is marked as paid. There’s no commission per session.
Can the client see their case file and your notes?
No. The case file, session analyses, session notes, intake answers and ORS and SRS scores are visible only to you.