Frequently Asked Questions
Getting Started
Section titled “Getting Started”How do I sign up for BusyBook?
Section titled “How do I sign up for BusyBook?”Go to app.busybook.co and click Start Free. You’ll create an account with your email and be walked through a setup wizard that configures your practice — services, hours, policies, and messaging.
Is BusyBook free?
Section titled “Is BusyBook free?”BusyBook offers a free trial so you can set up your practice and see how it works before committing. Pricing details are available at busybook.co/pricing.
How long does setup take?
Section titled “How long does setup take?”Most therapists complete the setup wizard in 10-15 minutes. You’ll need your practice name, service list (names, durations, prices), and business hours. If you have a CSV of existing clients, you can import them during setup.
Can I use BusyBook if I don’t have a practice yet?
Section titled “Can I use BusyBook if I don’t have a practice yet?”Yes. BusyBook works whether you’re starting fresh or transitioning from another system. If you’re just getting started, the setup wizard helps you define your services and hours from scratch.
Your AI Assistant
Section titled “Your AI Assistant”What is the AI assistant?
Section titled “What is the AI assistant?”Every BusyBook account comes with a personal AI assistant. It’s a dedicated business partner that manages your calendar, handles client communication, tracks finances, and runs marketing — all through natural conversation. You interact with it by texting, just like you’d text a real front desk person.
How do I talk to my assistant?
Section titled “How do I talk to my assistant?”Your assistant has a phone number. Save it in your contacts and text it. You can also chat with it directly in the BusyBook dashboard on the AI Assistant page.
Does the assistant actually do things, or just answer questions?
Section titled “Does the assistant actually do things, or just answer questions?”It takes real actions. When you say “Book Sarah for Thursday at 2pm,” it creates a real appointment in your calendar. When you say “Text Sarah a reminder,” it sends a real message. It reads and writes to your actual practice data.
Can the assistant see my clients’ health information?
Section titled “Can the assistant see my clients’ health information?”Your assistant has access to your practice data including client profiles, intake forms, and SOAP notes so it can help you prepare for sessions. However, it never includes health information in text messages to clients. SOAP notes and medical details stay within the platform.
What if my assistant gets something wrong?
Section titled “What if my assistant gets something wrong?”Correct it directly: “No, I meant next Thursday, not this Thursday.” The assistant adjusts and learns. If it consistently gets something wrong, report it through Settings > Report Issue. See the troubleshooting guide for more help.
Can clients text my assistant directly?
Section titled “Can clients text my assistant directly?”Yes. When a potential client texts your practice number, the assistant responds naturally — sharing your availability, service options, and prices, and it can book them directly. It responds as your practice, not as “an AI.”
Does the assistant work outside business hours?
Section titled “Does the assistant work outside business hours?”The assistant is always available for you to text. However, it respects quiet hours for outbound messages to clients (default: no messages before 9 AM or after 9 PM). You can configure quiet hours in Settings.
Scheduling
Section titled “Scheduling”Can clients book themselves online?
Section titled “Can clients book themselves online?”Online self-booking is coming soon with the scheduling integration. Currently, clients book through your assistant (via text) or you book them through the platform calendar.
What happens if two appointments overlap?
Section titled “What happens if two appointments overlap?”The assistant checks your calendar and business hours before booking. If a requested time slot is already taken, it suggests the nearest available alternatives.
How do reminders work?
Section titled “How do reminders work?”BusyBook sends automated appointment reminders to clients via text. You configure the timing (default: 24 hours before) and message template in Settings > Scheduling > SMS Reminders.
Can I block off personal time?
Section titled “Can I block off personal time?”Yes. Create a block on your calendar for personal time, lunch breaks, or anything else. The assistant won’t book over blocked time.
Client Management
Section titled “Client Management”How do I import existing clients?
Section titled “How do I import existing clients?”During the setup wizard (Step 7), you can upload a CSV with client names, emails, and phone numbers. You can also add clients manually one at a time from the Clients page or by texting your assistant.
What is “relationship health”?
Section titled “What is “relationship health”?”BusyBook tracks how regularly each client visits compared to their normal pattern. Clients are categorized as Active, At Risk (visits slowing down), or Dormant (no visit in 60+ days). Your assistant uses this to suggest follow-ups.
Can I store intake forms and consent forms?
Section titled “Can I store intake forms and consent forms?”Yes. BusyBook provides digital intake forms that clients fill out before their first visit. The data is saved to their profile and available before their appointment. Consent forms with digital signatures are also supported.
Payments and Finances
Section titled “Payments and Finances”Can BusyBook process credit card payments?
Section titled “Can BusyBook process credit card payments?”In-app payment processing (BusyPay) is coming soon and will be available before the public launch. Currently, BusyBook tracks revenue from completed appointments and expenses you log.
How does expense tracking work?
Section titled “How does expense tracking work?”You can log expenses in the platform (Money > Expenses) or by texting your assistant: “I spent $85 on massage oil at Massage Warehouse.” Expenses are categorized for tax prep.
Can I export financial data for my accountant?
Section titled “Can I export financial data for my accountant?”Yes. Go to Money > Reports & Tax > Tax Prep Export to download your revenue and expense data in a format your accountant can use.
Privacy and Security
Section titled “Privacy and Security”Is BusyBook HIPAA compliant?
Section titled “Is BusyBook HIPAA compliant?”BusyBook takes client data protection seriously. During signup, you review and sign a Business Associate Agreement (BAA) covering HIPAA compliance for handling client health data. All data is encrypted in transit and at rest.
Who can see my data?
Section titled “Who can see my data?”Only you. Each BusyBook account is fully isolated — your assistant, your data, and your settings are scoped to your practice only. No other therapist or BusyBook employee can access your client data.
How is my data stored?
Section titled “How is my data stored?”Your data is stored in a secure PostgreSQL database with row-level security (RLS). This means even at the database level, queries are scoped to your practice. Your data cannot accidentally leak to other accounts.
Technical
Section titled “Technical”What devices does BusyBook work on?
Section titled “What devices does BusyBook work on?”The BusyBook platform works in any modern web browser (Chrome, Safari, Firefox, Edge) on desktop, tablet, or phone. The assistant works through text messaging from any phone. There’s also an iPad app (Therapist App) for in-session use.
Do I need to install anything?
Section titled “Do I need to install anything?”No. BusyBook is a web application — just go to app.busybook.co in your browser. No downloads required. The assistant works through your phone’s native messaging app.
What if I need help?
Section titled “What if I need help?”Three ways to get support:
- Text your assistant: “Something is broken” — it captures your report
- In the platform: Settings > Report Issue
- Email: support@busybook.co
API and Integrations
Section titled “API and Integrations”Does BusyBook have an API?
Section titled “Does BusyBook have an API?”Yes. BusyBook exposes a REST API through Supabase’s PostgREST layer. All platform data (appointments, clients, sessions, services, expenses) is accessible programmatically with proper authentication. See the API reference for details.
Can I integrate BusyBook with other tools?
Section titled “Can I integrate BusyBook with other tools?”BusyBook is designed as an all-in-one platform, but the API enables custom integrations. Native integrations with popular tools (Google Calendar, QuickBooks, etc.) are on the roadmap.
Is there a webhook system?
Section titled “Is there a webhook system?”Webhooks for platform events (appointment created, client added, payment received, etc.) are planned for a future release. The current API supports polling-based access to all data.