What PracFlow does for your practice
PracFlow is a practice management system for therapists, counsellors and coaches. It gives you one place to publish the services you sell, take bookings and payments, run sessions, write clinical documentation and track the money side of your practice.
Everything you do in PracFlow happens inside your practice (also called your workspace). A practice holds your services, clients, availability, policies and billing settings. If you work solo, you are the only person in your practice. If you run a group practice on the Teams plan, your team members share the same practice but see only the clients and appointments assigned to them.
There are three web addresses worth knowing. Your dashboard at https://dashboard.pracflow.ai is where you work. Your booking pages at https://pages.pracflow.ai are the public links you share with clients. Your client portal at https://sites.pracflow.ai is where clients log in to see their bookings, forms and documents.
Creating your account
PracFlow uses one-time passcodes instead of passwords, so there is no password to choose or forget. You sign in with either your mobile number or your email address, and we send you a six digit code.
- 1
Open the sign up page
Go to https://dashboard.pracflow.ai/auth#signup and enter your first and last name.
- 2
Choose how you want to sign in
Enter either a mobile number or an email address, and pick your country. Your country sets the default currency and pricing for your practice, so choose the country you actually invoice from.
- 3
Verify the passcode
We send a six digit code to the number or address you entered. It is valid for ten minutes. If it does not arrive, wait for the sixty second timer and request a new one.
- 4
Add a referral code if you have one
If a colleague referred you, enter their code here. You can also arrive via their referral link, in which case the code is filled in for you.
Signing in later
Use https://dashboard.pracflow.ai/login to sign in. If the same phone number or email belongs to more than one practice, PracFlow asks you which practice you want to open. Your session is remembered on that browser, so you will usually land straight on your dashboard.
The four step onboarding wizard
After you sign up, PracFlow walks you through four short steps. You can revisit any of these later from Settings, so do not worry about getting every detail perfect the first time.
- 1
Set up your practice
Choose your profile handle, which becomes your public booking address, plus your country, currency and timezone. Your timezone matters more than anything else here, because every slot you offer and every reminder we send is calculated from it.
- 2
Tell us about your practice
Add your years of experience, your specialty and your profession. This information appears on your public profile and helps clients decide to book.
- 3
Set your working hours
Toggle the weekdays and weekends you work and set a start and end time. PracFlow turns this into your first availability rule, which is what generates bookable slots. The default if you skip this is Monday to Friday, 8:00 to 17:00.
- 4
Connect Google Calendar
Pick the Google calendar PracFlow should write appointments into. Connecting also lets PracFlow read your busy times so clients cannot book over your personal commitments, and lets it create Google Meet links automatically. You can skip this and connect later from your profile.
PracFlow also offers to create a few starter services for you, such as Individual Therapy, Couples Counselling and an Initial Consultation. Accepting these gives you something bookable immediately, and you can rename, reprice or delete them afterwards.
The fastest route to your first booking
Set your timezone, create one service with a price, confirm your availability covers the coming week, then share your booking link. Everything else, including forms, note templates and branding, can wait until you have clients in the system.
Finding your way around
The left sidebar groups every feature into seven areas. If you are ever unsure where something lives, this table is the quickest reference.
| Sidebar area | What lives there |
|---|---|
| Appointments | Your home screen: today and upcoming sessions in calendar or list view, quick stats, and the button to create an appointment. |
| Settings | Your profile, public page customisation, business policies, availability rules, audit logs and communication settings. |
| Services | The things clients can buy: one to one sessions, workshops, packages, plus coupons and dynamic pricing. |
| Client Engagement | Your client list, resource library, assignments, feedback forms and secure conversations. |
| Documentation | Session notes, note templates, intake forms, charge slips and clinical reports. |
| Transactions | Money in: service payments, ad hoc payment requests and your commission wallet. |
| Analytics | Revenue, session counts, client numbers and client feedback ratings. |
| Teams | Team members, their roles, revenue sharing and settlements. Teams plan only. |
Your account menu in the top right holds Support, Subscription History and the Affiliate Program. The header also shows your current plan and, if you are on pay as you go, your wallet balance. A Take Tour button at the bottom of the sidebar replays the guided walkthrough at any time, and the floating Need Help? button opens a support request without leaving the page.
Your first week checklist
- Confirm your timezone and currency in Profile Settings.
- Create at least one service with a duration, price and session type in Services.
- Check your working hours and block any leave in Availability.
- Connect Google Calendar so slots respect your real schedule and video links are created for you.
- Set your cancellation window and booking notice in Business Settings.
- Choose how you get paid and add your bank details for payouts.
- Share your booking link, then send yourself a test booking to see exactly what a client experiences.
Could not find what you needed? Email support@pracflow.ai or use the Need Help button in your dashboard.