Skip to content
GullySales
GullySales
Tell us what you need

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.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of psychotherapy practices at work in India

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

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.

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. 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.

Read the full CRM implementation and customisation page

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.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. 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.

  2. 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.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. 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 reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. 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.

  6. 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. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

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.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Does a two-therapist practice need a CRM at all?
Probably not a system. A protected sheet with agreed columns, kept by one person, does the same job with less risk and no subscription. The value is in deciding the fields and the access, and that decision is worth making whichever tool you use.
What should we record about the concern somebody wrote in about?
One word from an agreed list, chosen so you can see which concern areas bring enquiries. Not a description, not a phrase from their message, and never a quotation. If the entry would be uncomfortable read aloud, it does not belong in an enquiry record.
Can a receptionist note that a caller sounded distressed?
No. Record that the call happened and the next step, not how the person sounded or what was said. If something worries the receptionist, tell the therapist directly by the practice's own safe route, and keep it out of the CRM.
Can we use the enquiry list to send a newsletter?
Only to people who clearly agreed to receive it. Someone who asked about therapy has not agreed to marketing, and a mailing that shows they contacted a therapist can do harm. Keep newsletter subscribers on a separate list.
How do you handle marketing without using client stories?
Through the therapist, not the client. A page that explains your training, your approach and what a first session feels like does the work a testimonial does elsewhere. No identifiable client story is ever used.
Will this involve tracking individual clients?
No. Our reporting works at the level of enquiry volume and concern area, never by name, and we agree what is tracked before starting.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.

From the blog

Further reading for psychotherapy practices.

All articles

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.

Tell us what you need