Home › CRM for psychology
The AI helps you with the admin
With Kairox you manage your practice’s calendar, session notes, packs and payments from a single CRM. The AI helps you with customer service and reminders, and you focus on your patients.
From €39/month + VATNo lock-in · Prices exclude VAT
Would you rather see it on a video call? Choose a day and time
Psychology practice management
In-person and online sessions for each psychologist; each online session generates its own video call link.
Session notes dictated and reviewed; only the practice owner and the practice’s professionals can see them.
Create packs and see at a glance how many sessions each patient has used and has left.
While you’re in session, the AI receptionist can answer calls and WhatsApp, give information on fees and format and book new appointments.
You take payments, sell packs and invoice from the CRM, and when you cash up you know how the day went.
Software for psychologists
Calendar, patients, private notes, packs and payments. All connected so you can run your practice from one place.
Each psychologist has their own calendar of in-person and video call sessions; online sessions include their access link.
With the patient’s prior consent, the CRM sends them the confirmation and reminder of each session by WhatsApp.
Each calendar can be kept in sync with Google Calendar.
The record brings together each patient’s sessions, packs, payments and conversations.
Only the practice owner and their professionals have access to each patient’s clinical record.
When the session ends, the psychologist dictates their notes; the AI prepares a draft that is reviewed before it’s filed.
The informed consent form is signed on a tablet from the record and is filed as a PDF that can’t be altered.
The practice’s calls, WhatsApp messages and website chat are gathered in one inbox, whether the AI receptionist or a psychologist answers them. For each contact you can see who it is, the reason and who is handling it.
Each conversation keeps its transcript, a summary, the call recording, the AI’s actions and the session booked. A psychologist can pause the AI and reply with quick phrases.
When someone would rather speak directly to a professional, the request stays in Requests with the time slot chosen for the call, and the practice handles it discreetly.
A WhatsApp alert reaches the manager when a conversation needs a professional, without any personal patient data. Emergencies are flagged at any hour.
Each session is charged on its own receipt; at the end of the day, the CRM helps you balance the till and produces the report.
Four-session packs are deducted automatically at each appointment.
A list records every transaction in the practice and how it was paid: cash, card or Bizum.
First consultation, individual or couples session: each with its length, its fee and its format.
The practice invoices its sessions from the CRM, adapted to VERI*FACTU, or sends each payment to Holded or FacturaDirecta to generate the invoice. Pro formas for a pack become a sale.
The AI reads a supplier’s invoice from a photo or a PDF and leaves the expense ready to check. A single file including a VAT estimate is generated for the accountant.
WhatsApp messages only to patients who have given their consent, such as the reminder of tomorrow’s session, scheduled for a date or recurring.
The AI suggests three possible texts depending on the goal and tone; the practice chooses the most suitable and reviews it.
When the patient wishes, they receive an invitation after the session to leave their review on Google. Soon, the AI will help write the reply.
Each week’s consulting slots are prepared by copying another week or from a suggestion; once confirmed, each psychologist sees their own.
Clock-ins and clock-outs are recorded in the CRM and exported if the Labour Inspectorate asks for them.
A psychologist requests their days off and, once approved, their calendar stops accepting appointments at those times.
Each psychologist’s calendar and availability can be seen together, in a single view of the practice.
Shows what each professional takes in each day and the patients who are starting.
How booked each calendar is and the number of sessions cancelled.
Shows which packs and which types of session bring in the most income.
Contacts handled by phone and in writing, and how many end in an appointment.
Answers questions about income, sessions, packs or gaps in the calendar with the practice’s data.
Every day it prepares what’s pending: clock-ins to review, gaps to fill in the calendar or patients with no next session.
The owner reviews each suggestion and decides whether it’s applied. The AI analyses management data, but doesn’t act on its own.
AI receptionist for psychologists
WhatsApp and web
€99/month+ VAT
800 conversations/month · Meta charges extra
Phone
From€189/month+ VAT
300, 600 or 1,000 voice minutes a month
Reception is not psychological care: it doesn’t advise or ask the reason for the consultation. If someone is in crisis, it gives them 024 or 112 and alerts your team.
Software for psychologists pricing
Run your practice
€39/month+ VAT
Look after your patients on WhatsApp
€99/month+ VAT
Answer on WhatsApp and by phone
From€189/month+ VAT
If your team grows, each extra professional costs €8/month; managers and customer service staff are unlimited and free. Set-up: €99 per business, one time only. No lock-in and prices exclude VAT.
Free set-up: the €99 set-up is free for new sign-ups until 31 December 2026.
Questions about the software for psychologists
No. The AI receptionist manages appointments and gives information on fees and format; it doesn’t advise, assess symptoms or ask the reason for the consultation. If someone is in crisis, it gives them 024 or 112 and alerts your team.
Go into the demo of a sample psychology practice: create sessions, edit patient records, charge for sessions and packs and discover the features at your own pace. It’s free and you don’t need to create an account. It comes set up with sample patients and sessions, so you can see from the very first moment how it works with a practice up and running.
Yes. The Essential plan includes 2 professionals, to get started or work with a small team, and managers and customer service staff are unlimited and free.
On servers in the European Union. Only the owner and the professionals can see the clinical record, every access is logged and entries can’t be edited: a correction is a new entry. Some AI features use external providers that may process part of the data outside the EU, with the safeguards the GDPR requires.
The price is the same in every sector and depends on your team and the AI customer service you want. Essential costs €39/month, with the full CRM and 2 professionals included; Advanced, €99/month, with 5 and the WhatsApp receptionist; and Intelligent, from €189/month, with 10, WhatsApp and phone. Each additional professional costs €8/month, and managers and customer service staff are unlimited and free. Set-up costs €99 per business, one time only. No lock-in and prices exclude VAT. Until 31 December 2026, Kairox offers free set-up for new sign-ups to any of its three plans.
Yes, by changing plan whenever you like. The WhatsApp receptionist is included in Advanced (€99/month, 800 conversations a month), and the phone one, together with WhatsApp, in Intelligent: €189/month with 300 voice minutes, €255/month with 600 and €345/month with 1,000. They aren’t sold separately from the CRM, because they work with your calendar.
Yes. You record or upload the audio, the AI transcribes it and fills in a draft, and the professional reviews, corrects and saves it. It doesn’t diagnose, it doesn’t prescribe and the audio isn’t kept.
Yes. Each psychologist has their own calendar and availability, and each online session generates its own video call link, which is sent to the patient.
Can’t find your answer? Write to us and we’ll reply today.Message us on WhatsApp
Free guides and templates
Free demo for your practice
Tell us how you work and we’ll get back to you today.
Would you rather see it on a video call? Choose a day and time
With any plan
We move the information from your current software or spreadsheets into Kairox, so you don’t have to lose a single minute.
We support your team through set-up so they work confidently with the CRM.
We deal with you directly and answer your questions quickly, by WhatsApp, phone or email.