AI virtual secretary for psychology practices
On WhatsApp, the AI secretary for psychologists: it answers discreetly and manages session bookings, 24/7
While you're in session you can't break your focus to reply to a message or rearrange an appointment. Wably answers for you on WhatsApp: it gives information on your areas, the initial consultation and the format (in person or online), books sessions, reschedules them and sends reminders, with the discretion and tone of your practice, at any time.
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Good evening, I'd like to start working on anxiety. Do you also do online sessions?
Good evening, yes. We work with anxiety and panic attacks, both in person and by video call. We start with an initial consultation of about 50 minutes. Shall I suggest a time?
Yes, thanks, I'd prefer online and late in the evening.
Of course. I have availability Wednesday at 7:00 PM or Friday at 8:00 PM, by video call. Which do you prefer?
Wednesday at 7 is perfect.
Confirmed. I'll send you a reminder the day before the session. See you Wednesday!
Hi, I’d like some information about your services and prices.
Hi! Of course. The first visit is €60 and follow-up sessions are €45. Can I help you choose the right service?
Do you have any packages?
Yes: a 5-session package for €200 (€40/session) and 10 sessions for €380 (€38/session). I can book your first appointment right away.
Great, let’s book then.
Perfect! Tell me the day you prefer and I’ll suggest the available times.
Good morning, can you remind me of my upcoming appointments?
Of course! You have two: Tuesday the 18th at 5:00 PM and Tuesday the 25th at 5:00 PM. Can I help?
I’d like to move the one on the 18th, something came up.
No problem. I have Wednesday the 19th at 4:00 PM or Thursday the 20th at 6:30 PM free. Which do you prefer?
Thursday the 20th at 6:30 PM, thanks.
Done! Moved to Thursday the 20th at 6:30 PM. I’ll update your reminder. See you soon!
The problem
Whoever writes to a psychologist deserves an answer, but you're in session
When you're listening to a client you can't stop for the phone, and rightly so: that time is theirs. But the message from someone reaching out for the first time is left waiting, and often someone looking for help in a difficult moment, if they don't get a quick reply, contacts another practice.
So the requests pile up and you end up catching up at the end of the day, taking time away from your personal life too. Wably is here to free you from this part: it answers whoever writes to you and manages the sessions for you, with discretion, order and a professional tone, without ever touching what is said in therapy.
The difference
It answers people who contact you like your secretary, not just a booking tool
A capable secretary doesn't just set appointments: she knows how to answer when someone asks “do you do couples therapy?”, “can sessions be done online?” or “is psychotherapy tax-deductible?”. Wably does exactly this on WhatsApp, at any moment, and in the same conversation it books the session. An online calendar books but doesn't know your practice; a generic chatbot may chat but never touches your calendar. Wably does both, like a real virtual secretary.
- Your areas and approaches: anxiety, depression, couples, family, child and adolescent, parenting support.
- How the initial consultation works and how it differs from later sessions.
- The format: sessions in person or by video call, according to your rules.
- The frequently asked questions: deductible invoice, length of the course of care, confidentiality.
- And, in the same chat, it offers the free slots and confirms the booking.
All in one assistant
What Wably does for your psychology practice
Answers about areas, the initial consultation and format
It explains what you do, how the initial consultation works and whether sessions are in person or online: the same answers you would give, given by it.
Books sessions and organizes the calendar
It offers only genuinely free slots, confirms the booking and handles reschedules and cancellations in the conversation, in person or by video call.
Reduces cancellations with reminders
It reminds the client of the session the day before, in the way you choose: fewer last-minute absences and a course of care that isn't interrupted.
Keeps contacts in order
When a new person books, it records the contact by itself: you never lose a name and the address book stays clean.
Sends review requests
If you wish, after the session it automatically sends, by email or on WhatsApp, the review request with the link you choose.
Works on your number, 24/7
It uses the WhatsApp Business number you already have: clients write where they always do and Wably answers at any hour.
Pinpoint scheduling
It handles courses of care and weekly sessions precisely, and you're still free to do it by hand
In psychotherapy the initial consultation takes longer, sessions have a fixed length and many courses of care continue with one appointment a week for months. While an ordinary calendar shows fixed slots that drift from reality, Wably checks your real calendar with every request and offers only slots that are truly free, always respecting your rules.
- The right duration for each type of session: a longer initial consultation, 50-minute follow-up sessions.
- Room to breathe between one client and the next: the pause to take notes and refocus, never back-to-back sessions.
- Your real hours, even split ones, and the distinction between in-person and online appointments.
- Recurring weekly sessions: the rhythm of the course of care planned without re-entering it by hand each time.
- No last-minute rush: the assistant always leaves your minimum notice.
Fewer cancellations
Automatic reminders to reduce last-minute absences
In psychotherapy a missed session weighs twice: it leaves a slot that's hard to reassign and slows the client's progress. Wably prevents it: it reminds them of the session the day before, on WhatsApp. You choose how the reminder should work.
Notification only
A message that reminds the client of the session. Simple and discreet, ideal when you just want to give a reminder.
Confirmation request
A message with the Confirm · Reschedule buttons: the client replies with one tap and, if they can't come, frees up the slot in time.
You set the mode you prefer and change it whenever you like. A slot freed up in advance is a slot you can still offer to someone on the waiting list: this way automatic reminders recover much of the missed sessions and protect the rhythm of therapy.
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Contacts and reputation
It keeps the address book in order and grows your reviews
A good secretary recognizes who comes back and never loses a contact. Wably recognizes who's writing and, when a new person books for the first time, it creates the contact by itself: no more numbers jotted down in a hurry between one session and the next.
It never deletes anything from your Google address book: it can read and add, never remove. And if you wish, with one switch it adds new clients to your Google Contacts as well.
Confidentiality and security
Built for those who safeguard people's trust
Diagnoses, session notes and clinical content stay out of Wably's reach: professional confidentiality is untouchable. Wably does not collect health data: it handles only neutral service categories and the calendar, staying outside the scope of Article 9 of the GDPR. Data stays isolated for each practice and you can disconnect and delete whenever you want.
- No clinical content processed: only bookings and service information.
- Infrastructure on Oracle Cloud, in Europe, in the Frankfurt data center.
- Data encrypted at rest.
- On your WhatsApp Business number, with no app for the client to download.
Why Wably
It's not management software. It's not a chatbot. It's a secretary.
Management software
It books and invoices, but on WhatsApp it stops at reminders: it doesn't answer when someone asks about areas, format or whether psychotherapy is tax-deductible.
Generic chatbots
They chat, but they don't know your calendar and don't understand a psychology practice: no initial consultation, weekly sessions or in-person vs online distinction.
Wably
It answers like a secretary and books in your real calendar, in the same chat, on your WhatsApp Business number. Both things together.
Quick activation
How it works
Set up your practice
In under 10 minutes you write areas, format (in person or online), hours, the duration of the initial consultation and sessions, breaks and booking rules. All guided, no technicalities.
Connect WhatsApp
You use the WhatsApp Business number you already have: clients keep writing where they always have.
Choose the tone
Welcoming, professional or discreet: the assistant replies in the right style for someone reaching out at a delicate moment.
Let Wably work
It answers, offers slots, confirms sessions, handles reschedules and sends reminders and reviews, 24/7.
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Plans
Two simple plans, with a 30-day free trial
Starter
€24.90 / month
- AI assistant on WhatsApp, on your current number
- Answers clients about your areas
- Bookings with Google Calendar sync
- AI management per individual contact
- Multilingual
- Email support
Standard ★
€49.90 / month
- Everything in Starter
- Also answers about services, prices, FAQs and general info
- Automatic reminders (notification or confirmation)
- Choice of tone: formal or friendly
- Automatic review request after the session
FAQ
Frequently Asked Questions
What is Wably's AI virtual secretary for psychologists?
It's an AI assistant that, on WhatsApp, answers whoever writes to you about areas, the initial consultation and session format and manages appointments (bookings, reschedules, reminders) in place of the front desk, 24/7.
Does Wably answer clients or only send reminders?
It answers. Unlike management software that only sends notifications, Wably has a conversation: it explains your areas, how the initial consultation works, answers frequently asked questions and, in the same chat, offers slots and confirms the session booking.
Can I use the WhatsApp Business number I already use at the practice?
Yes. Wably works on the WhatsApp Business number you already use: no new number, no app for the client to download, no change to your communications or practice materials.
Does Wably handle both in-person and online sessions?
Yes. You can set the formats you offer, in person and by video call, with different durations for the initial consultation and for later sessions: Wably offers slots consistent with your rules and confirms the booking in the format the client chooses.
What do I need to use Wably?
You need a Google account with Google Calendar, which Wably uses as the calendar, and Google Contacts, for the client address book. Plus the practice's WhatsApp Business number. Nothing else: no app to install and no technical skills.
How long does it take to set up? Do I need to be technical?
No, you don't need any technical skills. Setup is guided and takes under 10 minutes: you write, in your own words, your areas, formats, hours and answers to the most common questions.
Does Wably help reduce cancellations and no-shows?
Yes. It sends an automatic reminder the day before the session, in the way you choose: a simple notification or a confirmation request with the Confirm and Reschedule buttons, so the client frees up the slot in time if they can't come.
Does Wably process clients' sensitive data? Is it compatible with professional confidentiality?
Wably does not collect health data or clinical content: it handles only neutral service categories and the calendar, staying outside the scope of Article 9 of the GDPR. Data is isolated for each practice and encrypted at rest, on Oracle Cloud infrastructure in Europe (Frankfurt data center). What is said in session stays out of the system.
Does Wably replace the psychologist or psychotherapist?
No. Wably does not replace the professional and does not provide therapy or clinical assessments. It only handles the admin side: answering service information, booking sessions, managing reschedules, sending reminders and review requests.
Bring your psychology practice's front desk to WhatsApp
Turn WhatsApp from a source of interruptions into a secretary that answers with discretion, books and reminds your clients of their sessions, on your current WhatsApp Business number, day and night.
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