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Clients in your workspace is your caseload. Open anyone on it for their file.

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The caseload

Each row carries the next session, when you last saw them, how much of a funded plan is left, and any risk flag. Four cards sit above the list — Active clients, Sessions delivered, Average plan use and Risk flags. Average plan use covers only clients who have a funded total. Search is by name. Filter with the pills, each carrying its own count.
The Clients caseload with cards reading 6 active clients with 1 on waitlist, 67 sessions delivered, no funded plans for average plan use, and 3 risk flags of which 2 are elevated; filter pills for Active, Waitlist, Discharged, Flagged, No account and All; and rows for five clients showing session counts, next session dates and Elevated badges

Each pill carries its own count

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Adding someone

Add a client opens a dialog with two modes.
Someone you already see. A first name, optionally a last name and an email, then Add to caseload. Nothing is sent. Write notes and book against the file straight away; they get an account only by making one themselves.
The invitation points at your own booking link, which takes no introduction fee. See Your booking link.

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Client records for people without accounts

You can file a record for someone you already see who has never signed up, and book them in. What you cannot do is make an account for them. A filed record has no password and no way to sign in.

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What works, and what waits

The banner reads Your record, not their account, and anything needing the other end refuses: “Not until they set up their account — there’s nowhere for this to arrive.”

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How they take it over

1

You book them in

The next appointment emails them a link, provided there’s an email on the record.
2

They open the link

/claim/:token discloses your name and that an appointment exists. No dates, no client name, nothing clinical.
3

They sign up and confirm their address

Claiming needs a signed-in client account whose email address is verified and equal to the address on the record.
4

The record merges into their account

Sessions, notes, goals, documents, invoices, receipts and the conversation move across, and messaging and forms start working. Nothing you wrote is lost, and nothing becomes newly visible to them.
A claim link works once. A used token and an invented one both answer That link has expired.
A therapist account can’t claim a client record, even if the address matches.
An enquiry from someone with no account creates the same kind of record, with a conversation attached, and is claimed the same way.

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Inside a file

The header carries their name, status and any risk flag, with Message and New note beside it, then Next session, Last seen, and either sessions held or plan use. Four tabs sit under it.
A client file for Maya Okonkwo marked Active and Elevated, with Message and New note buttons, the next session, last seen date and 16 sessions held, tabs for Overview, Notes, Measures and Documents, an empty clinical summary, two goals at 40 and 60 per cent, a risk and safety panel linking to the safety plan, and a contact panel with email, mobile and GP

Overview opens on the summary, goals and contact details

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Overview

The clinical summary, the goals, the contact panel and the latest note. Goals are agreed with the client and tracked as a percentage. Add a goal takes a label, a progress figure and an optional note; nothing sets progress on its own. The contact panel and the client brief show only what the client has chosen to share, and a withheld field never reaches your browser. Pronouns are always shown.

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Notes

A note has three sections — Presentation, Intervention and Plan — and belongs to one client. /workspace/notes redirects to your clients. Six templates sit under Templates: CBT session, ACT session, Intake assessment, Progress review, Risk review, and Blank. Each is prompts rather than prose, and the framework you pick is stored on the note. There is no signing and no draft state. A note saves as you type and stays editable. Changing saved text files the version it replaced, and Edit history reads it back, newest first, alongside any addenda.
The Notes tab of a client file showing 15 notes, Templates and New note buttons, and an expanded note titled Individual therapy dated Tuesday 11 August with written Presentation and Intervention sections, each offering Tidy wording

Each section has a Tidy wording option

Clinical notes are your record. Clients never see them. What a client sees after a session is a recap — a short summary you choose to write and share, emailed to them and shown under the session.

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Measures

Every questionnaire this client has returned, with the latest score, the change since last time, the severity band and a trend line. Scores and bands come from the instrument, not from anything typed in. A flagged response carries a Needs a look badge. Select a measure to read the individual answers. The trend line inverts where a falling score is an improvement.
The Measures tab showing outcome measures for a client: PHQ-9 at 7 out of 27, one better than 8, banded Mild and carrying a Needs a look badge; GAD-7 at 7 out of 21, two better than 9, banded Mild; and a PHQ-9 over time chart drawn from seven measurement points

Latest score, change since last time, band and trend

See Forms and measures.

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Documents

Everything on file, and two things you can write.
The Documents tab of a client file, with one document on file — a GP mental health treatment plan PDF marked as a referral — and a Write panel offering GP letter and Safety plan, noting that a letter is drafted and never sent

Anything on file on the left, what you can draft on the right

A GP letter is drafted, never sent. We hold the referring GP as a name, not an address. The draft uses only the facts on the record — no invented diagnosis, score, date or medication — and leaves out outcome measures the client has withheld. Edit it before it goes anywhere. A safety plan has six sections, in the order they’re worked through:
  1. Warning signs
  2. What I can do on my own
  3. People and places that distract me
  4. People I can ask for help
  5. Professionals and services
  6. Making my environment safer
One plan per client–therapist pair, and saving replaces it. It sits on your side until you share it, and an empty plan can’t be shared.
Open Therapy is a directory and booking platform. It does not provide crisis support, and nothing in a client’s file is monitored. If someone is at immediate risk, call 000. Lifeline is 13 11 14. See Getting help.

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Booking a client in yourself

You can book anyone on your caseload, including a record with no account. That skips your published availability, but won’t put you in two places at once, and keeps the buffer you set between sessions. Where there’s a fee, choose whether to send a payment request with the booking. A request needs an email address, so a record without one is booked without it.