Online Appointment Booking Software for Therapists & Clinicians
Give your clients the freedom to book on their own terms
Your schedule is one of the most valuable things you manage as a health professional. Yet for so many practitioners — from chiropractors and massage therapists to mental health therapists, acupuncturists, osteopaths, nutritionists, occupational therapists, and speech therapists — too much time is spent coordinating appointments rather than actually delivering care.
Ruana’s online booking system takes that weight off your plate. Clients self-schedule at their convenience, reminders go out automatically, and your calendar stays organized without you having to touch it. Whether you’re running a solo practice or managing a multi-location clinic, Ruana adapts to the way you work.
Here’s everything Ruana’s online booking does for your practice.
Book Without Creating an Account
Zero barriers between a new client and their first appointment.
Every extra step in the booking process is a reason for a potential client to give up. Asking someone to register, verify an email, and create a password before they can even view your availability is a friction wall — and it costs you bookings you never even knew you lost.
With Ruana, there’s no registration required. Clients enter their basic details, pick a time that works for them, and their appointment is confirmed in under a minute. A faster, simpler booking experience means more people follow through — and more of your available slots actually get filled.
- Clients book as guests with no account, login, or password required
- Removes the most common drop-off point in the online booking process
- Works seamlessly for first-time clients and established patients alike
- A friction-free start builds confidence in your practice from the very first click
Online Booking Available 24/7
Your practice takes bookings even when your doors are closed.
Most people don’t think about booking a health appointment during office hours. They do it in the evening, over the weekend, or during a lunch break — times when you’re unavailable to take a call. If booking requires the phone, you’re invisible for a big chunk of the day.
Ruana keeps your booking page live and fully functional around the clock. Clients view your real-time availability and lock in an appointment whenever it suits them. The session appears on your calendar immediately — no follow-up, no back-and-forth, no action required on your end until you check your schedule the next morning.
- Clients self-schedule any time — evenings, weekends, and public holidays included
- New appointments sync to your calendar the moment they’re confirmed
- Capture bookings in the moment interest strikes, before it fades
- No after-hours admin required on your end
Intuitive, Modern Booking Experience
A booking flow that sets the right tone before the first session even begins.
The experience of booking an appointment sends a signal about your practice before a client ever walks through the door. A cluttered or confusing scheduling page doesn’t just frustrate people — it quietly undermines the professional impression you’ve worked hard to build.
Ruana’s booking interface is clean, guided, and visually polished on every device. Clients move through selecting a service, choosing a provider, picking a time, and confirming their details without confusion or dead ends. A smooth booking experience tells clients they’ve chosen a well-organized, professional practice — and that confidence carries into the session itself.
- Clean, modern design that works flawlessly on mobile, tablet, and desktop
- Guided step-by-step flow: service → provider → time → confirmation
- Fast, reliable performance that keeps clients moving toward a confirmed booking
- Consistent, professional appearance that reinforces trust from the first interaction
Automated Appointment Reminders via SMS and Email
Fewer no-shows. Less chasing. More predictable revenue.
A missed appointment doesn’t just cost you a session fee — it disrupts your entire day and leaves a gap that’s difficult to fill at short notice. Reaching out to remind clients individually takes time that health professionals simply don’t have between packed schedules.
Ruana handles reminders automatically. The moment an appointment is booked, a confirmation goes out. Then, ahead of the session, clients receive timely SMS and email nudges with everything they need — date, time, location, and your contact details. You stay focused on your work while Ruana quietly keeps your schedule intact.
- Instant booking confirmation sent to clients as soon as an appointment is made
- Email reminders include appointment details, location, and your contact information
- SMS text reminders sent ahead of each session — available as a paid add-on
- Choose which reminder types to activate based on your practice’s preferences
- Full communication log available from your Ruana dashboard at any time
Appointment Request Mode
Online booking convenience — with you in control of every confirmation.
Auto-confirmed booking works well for many practices, but it’s not the right fit for everyone. Some health professionals prefer to review new client requests before committing — whether that’s to conduct an initial screening, verify a referral, or simply ensure a good fit before a first appointment is locked in.
Ruana’s appointment request mode gives clients the convenience of requesting online, while keeping practitioners firmly in control of what lands on their calendar. You review each request and choose how to respond — approve it, decline it, or suggest an alternative date or time that fits your schedule better. Clients are notified automatically at every step, so the whole process stays clear and professional without any back-and-forth.
- Clients submit a booking request rather than a confirmed appointment
- You review each request and respond on your own schedule
- Approve the request, decline it, or propose an alternative date and time that works better for you
- Clients receive an automatic notification for each outcome — so they’re never left wondering
- Ideal for practices with specialized intake requirements or referral-based workflows
Easy Client Cancellation and Rescheduling via Email
When plans change, clients can handle it themselves.
Things come up. Schedules shift. When a client needs to cancel or move an appointment, the last thing either of you wants is a back-and-forth exchange to sort it out. That kind of friction is stressful for the client and time-consuming for practitioners who are already stretched between sessions.
With Ruana, clients can cancel or reschedule with a single click from their confirmation email — no login required, no phone call needed. Your calendar adjusts automatically, the freed-up slot becomes available for someone else, and your cancellation policy is enforced without you having to say a word.
- Clients cancel or reschedule in one click from their booking confirmation email
- Your calendar updates instantly the moment a change is made
- Cancellation windows are fully customizable to match your practice policy
- Cancellation and no-show history is automatically logged to each client’s profile
- Optional late cancellation fees can be applied when your policy requires it
Flexible Service Durations for Every Appointment Type
Every session gets exactly the time it needs — no more, no less.
Health and therapy practices rarely operate on a single standard time slot. An initial consultation runs longer than a follow-up. An assessment session is structured differently from a routine treatment. Forcing every appointment into the same block leads to rushed sessions, schedule overruns, and clients who feel shortchanged.
Ruana lets you assign a precise duration to every service in your offering. When a client books, the correct time is reserved on your calendar automatically — no adjustments needed on your end. Add buffer time between sessions if you need it for notes, preparation, or room changeover. Your schedule reflects how your practice actually runs.
- Set individual durations for each service or appointment type in your menu
- Add buffer time between sessions for notes, preparation, or transitions
- The calendar blocks the exact right amount of time the moment a booking is made
- Supports all session formats across therapy, clinical, and wellness practices
A Shareable Booking Link You Can Place Anywhere
Turn every online touchpoint into a direct path to booking.
Most practitioners have a website, a social media presence, maybe a Google Business listing or a directory profile — but no easy way to convert someone who finds them online into an actual booked client. Visitors browse, feel interested, and then have no clear next step. That gap between interest and action is where potential clients slip away.
Ruana generates a personalized booking link you can share anywhere in seconds. Add it to your website, drop it in your social media bio, include it in your email signature, or paste it into any online directory where clients might find you. Wherever someone discovers your practice, they’re one tap away from booking an appointment. No developer needed, no technical setup required.
- Your unique Ruana booking link is ready to use as soon as your account is set up
- Works as a standalone booking page or embedded directly on your existing website
- Share across your website, social profiles, Google listing, or any directory
- Always reflects your current, live availability in real time
Multi-Location Booking Support
Manage multiple clinic locations without the complexity to match.
Growing to a second or third location is a sign of a thriving practice — but it introduces a layer of operational complexity that can quickly become difficult to manage. Each site has its own practitioners, its own availability, and its own client base. Trying to coordinate all of that across separate systems is a reliable path to scheduling errors, miscommunication, and unnecessary stress.
Ruana brings every location together in one place. Clients choose the site that works best for them, see accurate real-time availability for that specific location, and book with confidence. You and your team manage everything from a single, centralized dashboard — full visibility across all sites, without the complexity.
- Clients select their preferred location at the start of the booking flow
- Each location maintains its own practitioners, availability, and service menu
- Manage all sites from one centralized Ruana dashboard
- Generate individual booking links per location or use one unified booking page
- Real-time calendar sync across all locations eliminates conflicts and double bookings
Get Set Up in Minutes and Start Taking Online Bookings with Ruana
Getting started is quick and straightforward. Create your Ruana account, add your services and availability, and your booking page is live. Whether you’re a solo practitioner transitioning from a paper calendar or a growing clinic moving away from another platform, our team is here to make the switch as smooth as possible.