Run a multi-therapist centre from one shared calendar, with digital session notes so any therapist can cover a session, one-tap attendance that feeds billing, and utilisation data per therapist. Each therapist sees their own schedule; the owner sees everything.

Two or three therapists are manageable. Past 5, across speech, OT and behavioural therapy, coordination becomes the bottleneck.

The 5-Therapist Breaking Point

Most centres hit operational chaos between 5-8 therapists. The symptoms:

Double-bookings and scheduling conflicts
No visibility into which therapists are at capacity and which have open slots
Patient handovers that lose context: backup therapists start from scratch
End-of-month billing takes 2-3 days because attendance data is scattered
Parents call the front desk asking "what happened in today's session" because notes aren't shared
The owner spends more time on admin than on growing the business

Centralise Scheduling in One Calendar for Every Therapist

Replace individual Google Calendars, paper diaries and WhatsApp with one system showing every therapist's availability, sessions and cancellations. That ends double-bookings and lets the admin refill cancelled slots at once. Theraflow's AI scheduling also suggests slots from therapist skills and patient preferences.

Solve the Handover Problem

Digital session notes that record what was done, which goals were worked on and what comes next let any therapist pick up in under 60 seconds. Without them, every sick day or festival leave starts with 20 minutes of "where were we?" and costs parent confidence.

Track Therapist Utilisation Instead of Guessing

Measure billable hours per therapist per day, cancellation rate by therapist and session spread across the week. Those numbers, not gut feel, decide hiring, scheduling patterns and who needs support.

Give Therapists Their Own View

Therapists see their own schedule, patients' history and session notes, not the whole centre's data. Administrators see all therapists, patients and schedules.

Automate Attendance to Avoid the Month-End Scramble

Therapists mark attendance with one tap on their phone after each session, and it flows into package tracking and billing. That removes the 2-3 days a month spent matching paper registers to package balances.

Scaling to Multi-Location

Open a second location once the first runs smoothly with 10+ therapists, and run both from one dashboard of schedules, utilisation and patient data. Theraflow supports multiple locations without duplicating admin.

Theraflow is built for multi-therapist centres

From 3 therapists to 30: a mobile view for each therapist and the full picture for the owner, with AI scheduling, one-tap attendance, digital session notes and real-time utilisation dashboards.

How to Manage a Multi-Therapist Centre