Psychotherapy practices · CRM
Keep the enquiry record thin, and keep the clinical file out of it.
A CRM in a psychotherapy practice holds enquiries and appointments, not clinical notes. The design question is how little it can hold and still be useful, and who inside the practice may open it. GullySales agrees those fields with you and sets the access before anybody starts typing.
Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.
What CRM means
A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.
Also for psychotherapy practices
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- Follow-up systems for psychotherapy practices
- Answer engine optimisation for psychotherapy practices
- Branding for psychotherapy practices
- Content marketing for psychotherapy practices
- Digital marketing for psychotherapy practices
- Email marketing for psychotherapy practices
- Google Business Profile management for psychotherapy practices
Sales and marketing for psychotherapy practices, the overview.
Last updated 5 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.
For psychotherapy practices
Where it usually goes wrong, and what we would do.
“The least you can work with is the right amount”
A name, a contact, how they found you, the concern area in a single word and the next step. Nothing about what the person said. A receptionist typing a summary of a distressed phone call into an enquiry system is a problem waiting to surface.
“Who can open the record is a design decision, not a setting to fix later”
In a practice with several therapists and an administrator, nobody should be able to browse the list of who is seeing whom. Set access by role on the first day, because it is far harder to take away afterwards.
“The enquiry that never became a client still has a name in your system”
Somebody thought about contacting a therapist and changed their mind, but the name and number are still in the system. Decide now how long that entry is kept and who deletes it, rather than finding it in a spreadsheet four years later.
What we do
What we deliver for psychotherapy practices.
Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.
A short, agreed field list and nothing beyond it
The fields written down with you, with a rule that anything resembling clinical content is refused rather than abbreviated.
Result: Nobody has to judge what is safe to type in.
Access set by role before the first record
Administrators see scheduling and contact detail, each therapist sees their own clients, and nobody sees the whole list by default.
Result: Confidentiality is built in rather than promised.
A retention and deletion rule for enquiries
How long an unconverted enquiry is kept, who removes it and how the removal is recorded.
Result: Old enquiries do not accumulate quietly for years.
Reporting that counts without naming
Enquiries by concern area, by source and by outcome, produced as totals so no individual is identifiable in anything you look at.
Result: You can run the practice without reading about people.
A handover routine for when somebody leaves
Access removed, scheduling reassigned and any exported file accounted for, written as a checklist rather than remembered.
Result: A departure does not leave client contact detail on a personal laptop.
How the result is measured
- Enquiries logged in the CRM
- Data completeness
- Reports generated from CRM data
Recorded as a baseline before work starts, so every later report has an honest comparison.
What to record, and when
What a psychotherapy practice should record about every enquiry, and whether software is needed yet.
- First contact and who replied
- Note the date, the channel and who answered. Nothing about why they wrote. That is enough to know whether a message is still waiting.
- Concern area in one word
- Use a category the practice already treats, such as anxiety or couples work, chosen by the person or the therapist. Never copy the person's own words from the message.
- Safe way to contact
- Ask in the first reply whether it is safe to call or message, and note the answer. Some people share a phone or a home. Never leave details on a voicemail.
- Therapist suggested and first session date
- Record which therapist was suggested and the date booked. Leave out any diagnosis or session content. That belongs only in the therapist's own notes.
- Consent to be contacted
- Record that the person agreed to be contacted, and how. A session reminder is routine. An offer or a newsletter needs a separate, clear yes.
- Do you need software yet?
- Not for a solo therapist: a locked diary and a protected sheet are enough. Consider a CRM when an administrator handles enquiries for several therapists and access can be limited by role. Where it cannot, keep the record simpler.
Who it is for
This is written for these psychotherapy practices.
- Individual counselling and psychotherapy practices
- Couples and family therapy practices
- Child and adolescent therapy specialists
- Addiction counselling centres
- Corporate and workplace counselling providers
- Online and teletherapy practices
- Psychiatric and clinical psychology clinics
- Group therapy and support programme providers
Not for
It is not the right fit if.
- A solo therapist with a handful of enquiries. A locked diary and a protected sheet do the same job with less risk, and you do not need a system.
- A practice that wants session notes, diagnoses or the words a person used kept in the enquiry record. We refuse that content; it belongs only in the therapist's own notes.
How it works
From your first message to the first report.
No open-ended retainer. Every step gives you something in writing.
First
Your brief
You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.
After the brief
A conversation and a written scope
We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.
Before work starts
Baseline recorded
The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.
After the baseline
The first fix goes live
The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.
As agreed
Report against the baseline
What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.
At renewal
Renew on the numbers
The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.
How the CRM work runs
- 1
Agree the field list
We sit with the practice and write down the few fields an enquiry record may hold, such as date, channel, concern area from an agreed list and next step. Anything resembling clinical content is refused.
- 2
Set access by role
Before the first record is entered, we decide what the administrator, each therapist and the principal can open, so nobody can browse the whole list of who is seeing whom.
- 3
Set the retention rule
We agree how long an enquiry that never became a client is kept, who deletes it and how the deletion is noted, and write it down for the practice.
- 4
Test with dummy entries only
The system is tried with invented names and numbers, never with a real current enquiry. Staff practise the handover checklist the same way before any real record goes in.
Why us
Why owners pick GullySales over an agency.
Marketing and sales, as one job
Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.
The person on the first call does the work
No account managers in between. You are never handed to someone you have not met.
A baseline before anything starts
Your numbers are written down on day one, so every later report compares against something honest.
The fee in writing, split three ways
Our time, your media spend and production on separate lines. You always see what goes to us.
No guarantees we cannot keep
The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.
One office, and we say so
Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.
#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.
Your brief
Tell us what you need, and we will read it before we call.
Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.
FAQ
Questions owners ask before they call.
Not here? More answers, or ask on WhatsApp.
Does a two-therapist practice need a CRM at all?
What should we record about the concern somebody wrote in about?
Can a receptionist note that a caller sounded distressed?
Can we use the enquiry list to send a newsletter?
How much does it cost?
How long is the contract?
How soon will we see results?
Who will actually do the work?
What do you need from us?
What if we are not happy with the work?
From the blog
Further reading for psychotherapy practices.
More for psychotherapy practices
Everything else we would do for you.
Closest to this: leads and follow-up
Also for psychotherapy practices
Or start from the overview: sales and marketing for psychotherapy practices.
Your next practical step
Tell us what you are trying to grow, and we will read it before we call.
Eight short steps, mostly taps. Skip anything you would rather answer on the call.