For Physiotherapists

Scheduling Software for Physiotherapists and Small Clinics

New patients book a full assessment, returning patients book a follow-up, and nobody waits on hold. Hosted in Germany, with no advertising trackers on the page.

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Assessments and follow-ups apart

Patients choose the clinic

Hosted in Germany

Luka Breitig

Updated 5 October 2026

The Problem

Why do physiotherapy clinics lose time to booking by phone?

A physiotherapy diary holds at least two kinds of appointment: a long first assessment and shorter follow-up treatments, often six or more of them over a few weeks. When patients book by phone, the phone rings while your hands are on someone's shoulder, and a returning patient asking for "the usual" can end up in an assessment-length slot. Tymeslot gives each kind of appointment its own meeting type and link. New patients see the assessment, returning patients get a direct link to follow-ups, and reminders go out without anyone picking up the phone.

Where physiotherapy appointments go wrong

Treatment courses fail quietly. A patient feels better after the third session, stops booking, and comes back months later with the same problem. Often nothing more dramatic happened than the next appointment never being made. If booking the next session takes one tap from an email, more of them get made.

The second leak is the first assessment. It is the longest slot in the day, and it is booked by people who have never met you. Tymeslot can take a fixed deposit for it through your own Stripe account (a Pro feature on the managed service), hold follow-ups on a separate schedule with shorter notice, and let patients pick which of your clinics they want to visit.

Features

Everything Physiotherapists need. Nothing they don't.

Scheduling features shaped around how your practice works.

📅

Assessments and Follow-Ups as Separate Types

A 45-minute assessment and a 30-minute follow-up get their own meeting types, durations and links. Make the follow-up private and only patients you send the link to can book it.

⏰

Turnover Time Between Patients

Set a buffer on your availability schedule for changing the couch roll, writing notes and wiping down equipment. Tymeslot never offers that time to the next patient.

🔔

Reminders Through a Treatment Course

Send reminder emails at the times you choose before every follow-up, so a patient who feels better still turns up for the session that finishes the job.

💳

Deposits for First Assessments

On Pro, charge a fixed deposit when a new patient books an assessment, paid into your own Stripe account. The slot is confirmed once payment clears, and if you cancel you can refund in the same step.

🎥

Video Reviews of Home Exercises

Offer a short video review alongside clinic visits. Tymeslot creates a Google Meet, Microsoft Teams, Zoom or Jitsi link for each booking, so a patient can show you their exercises from home.

🔐

No Advertising Trackers

Booking pages load no advertising trackers and no third-party analytics. On tymeslot.app, Google reCAPTCHA loads once a client starts the booking form, to block spam bookings. Patient details are stored in Germany on the managed service, or on your own server if you self-host.

Data protection

Privacy and compliance for Physiotherapists

A physiotherapy booking usually says what hurts, sometimes after surgery or an accident, and that is health data, which GDPR treats as special category data. Insurance and referral details can sit alongside it. Tymeslot keeps the booking side lean: the form asks only what you add, the page loads no advertising trackers, and you can self-host.

Hosted in the EU

The managed service runs on servers in Germany. Booking pages load no advertising trackers; Google reCAPTCHA loads once a client starts the booking form, to block spam bookings.

Data processing agreement

A signed data processing agreement (DPA) comes with the Enterprise plan. The Free and Pro plans do not include one.

Self-host for full control

Run Tymeslot on your own server with Docker, Cloudron or Railway, and booking data never leaves infrastructure you control.

No HIPAA business associate agreement

Tymeslot does not sign HIPAA business associate agreements on any plan. Practices covered by HIPAA should not use it for protected health information.

How self-hosting Tymeslot works

Before & After

See the difference

Same profession. Completely different scheduling experience.

Without Tymeslot

1 A patient rings while you are treating; the call goes to voicemail

2 You call back between patients and agree an assessment time

3 At the end of each session you look for the next free slot together

With Tymeslot

1 A new patient books an assessment online and pays a deposit

2 After the assessment you send the follow-up link

3 The patient books the next session from the email; reminders go out on their own

Use Cases

Common scheduling scenarios

How other Physiotherapists use Tymeslot every day.

Scenario 1

How do physiotherapists book new patients without the phone?

People in pain want an appointment soon, and they often look in the evening when the clinic is closed. If the only way to book is to ring in the morning, some of them book elsewhere first.

Create an "Initial assessment" meeting type of 45 minutes on its own availability schedule, with a minimum notice of 12 hours so you can read the booking answers before the patient arrives.
If you work from two clinics, save both as venues and add them to the meeting type. The patient picks the clinic when they book.
Ask whether they have a referral letter or scan report to bring (booking questions are a Pro feature on the managed service).
Take a fixed deposit on Pro, so the longest slot in your day is not lost to someone who never meant to come.

Result: New patients book their assessment the evening they decide to, and arrive at the right clinic with their paperwork.

Scenario 2

How do physiotherapists keep patients booking through a treatment course?

A course of treatment only works if the patient keeps coming. Each follow-up is booked on its own, so the next booking needs to be quick to make and easy to find.

Make the "Follow-up treatment" meeting type private and send its link after the assessment. New patients never see it on your public page.
Put follow-ups on a schedule with a short minimum notice, such as 4 hours, so a patient can grab a gap that opens the same day.
Open Saturday mornings on the follow-up schedule only, so weekend slots go to patients already in treatment.
Set a weekly limit on follow-ups if you need to keep room for new assessments.

Result: Patients book the next session from the email in a minute, and your weekend hours go to the people mid-course.

Scenario 3

How do physiotherapists cut no-shows when pain eases?

Pain improves before the problem is solved, and a patient who feels better can easily forget a session. A reminder at the right time brings many of them back.

Send a reminder email the day before each follow-up, and a second one two hours before.
Patients who cannot come reschedule from the link in their confirmation email.
A cancelled slot reopens on your booking page straight away for another patient.
Mention your cancellation policy in the meeting type's description; Tymeslot does not enforce a deadline for you.

Result: More patients finish their course, and the slots that do open up get booked by someone else.

Starter setup

A starter setup for Physiotherapists

Recommended settings to start from. You can change any of them in your dashboard.

Initial assessment

Duration: 45 min
Buffer: 15 min
Minimum notice: 12 hours
Bookable ahead: 3 weeks
Payment at booking: €30 deposit at booking

Follow-up treatment

Duration: 30 min
Buffer: 10 min
Minimum notice: 4 hours
Bookable ahead: 6 weeks
Payment at booking: None

Video exercise review

Duration: 20 min
Buffer: 10 min
Minimum notice: 12 hours
Bookable ahead: 4 weeks
Payment at booking: None

Intake questions

Have you been to this clinic before?
Do you have a referral letter or scan report to bring?
Will anyone come with you, for example a parent with a patient under 16?
Is there anything we should know about getting into the building, such as needing step-free access?

Follow-ups take a 4-hour minimum notice so patients can fill gaps that open on the day, while assessments keep 12 hours for you to read the answers. Because notice, horizon and buffer belong to an availability schedule, each of these meeting types needs its own schedule.

Intake questions and payments at booking are part of Pro on the managed service, and free when you self-host.

How payments at booking work Add booking to your website

Compare

Tymeslot compared with Jane, Cliniko, Acuity and Calendly

Facts from each vendor's own pages, with the date we checked them.

Feature	Tymeslot	Jane	Cliniko	Acuity	Calendly
Free plan	Yes: unlimited bookings and meeting types	No: paid plans only; a demo account to try	No: 30-day free trial	No: 7-day trial, no card needed	Yes, limited to 1 event type and 1 calendar
Entry price	Pro €9/month, flat; self-hosting is free	CAD $59/month (1 practitioner, 20 bookings)	US$45/month for 1 practitioner	$16/month paid annually ($20 paid monthly)	$10/seat/month, billed yearly
Hosting in the EU	Yes, in Germany	No: UK and Europe clinics are stored in the UK	Yes: Ireland for accounts created in Europe	No: data is stored in US data centres	No: data is stored in US data centres
Self-hosting	Yes: Docker, Cloudron or Railway	No: hosted service only	No: hosted service only	No: hosted service only	No: hosted service only
Open source	Yes, GNU AGPLv3	No: hosted service only	No: hosted service only	No: hosted service only	No: hosted service only
Booking page without third-party scripts	No ad trackers; reCAPTCHA on the booking form	No: third-party scripts load (Google Analytics, Google Tag Manager)	Not checked	Not checked	No: third-party scripts are referenced (Stripe, reCAPTCHA, Airbrake, Google Tag Manager)
Deposit or payment at booking	Pro or self-hosted: a fixed amount via Stripe	Yes: card on file, deposit or full payment	Yes: deposit or full payment via Stripe	Yes, on all plans: Stripe, Square, PayPal, Venmo	Paid plans only: Stripe or PayPal at booking
Custom intake questions	Pro or self-hosted: 10 question types	Intake forms are sent after booking	Intake forms are sent with confirmations	Yes, on all plans: custom client forms	Yes: up to 10 questions per event type, on all plans
Signed data processing agreement	Enterprise plan only	Yes: provides data processing agreements	Yes: incorporated into the terms where GDPR applies	Not checked	Yes: accepted with the customer terms
Signs a HIPAA business associate agreement	No	Yes, on request for HIPAA-covered subscribers	Yes, on request	Not checked	Not checked

How to choose

What to check before you choose

Find out where client data is stored and which companies process it for the vendor.
Ask whether a signed data processing agreement comes with the plan you would buy.
If your practice is covered by HIPAA, confirm the vendor signs a business associate agreement.
Open the vendor's booking page in a fresh browser and see which third-party scripts it loads.
Decide whether you need notes and invoicing in the same tool, or scheduling alone.
Check that deposits and intake questions are on a plan you can afford.

Compare Tymeslot's plans

ROI Calculator

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Adjust to match your practice and see your potential savings.

Calculate your time savings

Drag the sliders to match your practice.

200

minutes saved per week

173.3

hours saved per year

€12,131

annual value of saved time

Integrations

Which calendars and tools do physiotherapists use with Tymeslot?

Connects to the tools you already use. No extra setup.

Google Calendar

Outlook

CalDAV

Nextcloud

Connect Google Calendar How calendar sync works Self-host Tymeslot

Pricing

Start free, upgrade when you're ready

Core scheduling is always free. No credit card required.

Free

€0 / month

Unlimited bookings and meeting types
Calendar sync (Google, Outlook, CalDAV)
Auto video rooms (Meet, Teams, Zoom, Jitsi, Nextcloud Talk and more)
Booking page at tymeslot.app/you
Email reminders & notifications
Both booking themes and website embeds

Pro

€9 / month

Everything in Free
Custom booking questions for intake
Payments at booking via your own Stripe account
Remove Tymeslot branding from booking pages
Booking analytics and automation

Start free, no credit card required

See full pricing, including free self-hosting

Booking Themes

See Tymeslot in action

Try both booking themes live - no account needed.

Quill

Professional Glassmorphism

Try Live Demo

Rhythm

Immersive Experience

Try Live Demo

FAQ

Frequently Asked Questions

Is Tymeslot GDPR compliant for physiotherapy clinics?

What a patient types about a sore knee on a physiotherapy clinic's Tymeslot booking page stays out of ad networks, because the page loads no advertising trackers or third-party analytics and the managed service is hosted in Germany. On tymeslot.app, Google reCAPTCHA loads once a client starts filling in the booking form, to block spam bookings; a self-hosted instance runs it only if you configure it. The company behind Tymeslot is based in Estonia. Treatment notes, exercise programmes and staff access to them are still the clinic's GDPR responsibility, and they live outside Tymeslot. A signed data processing agreement comes with the Enterprise plan; Free and Pro do not include one. Self-hosting keeps patient bookings on your own server.

Can physiotherapists use Tymeslot as their clinic management system?

No, Tymeslot is scheduling software for physiotherapists and does not hold treatment notes, exercise programmes, invoices or insurance claims. It gets the patient into the right slot at the right clinic; what happens in the treatment room is recorded elsewhere. Clinics usually run it next to the system where patient records already live, and keep the booking form to practical questions.

Does Tymeslot sign a business associate agreement for US physical therapy clinics?

Tymeslot does not sign HIPAA business associate agreements on any plan, so US physical therapy clinics that are covered entities should not use it for protected health information. A booking that names an injury and an insurer would carry protected health information in such a clinic. Tymeslot is built and hosted in the EU. Physiotherapists in Europe work under GDPR and their national regulator's record-keeping rules.

How do physiotherapists reduce no-shows with Tymeslot?

Physiotherapists using Tymeslot reduce no-shows by reminding patients before every follow-up and, on Pro, charging a fixed deposit when a new patient books an assessment. Deposits are paid into your own Stripe account, and the managed service adds a 0.5% platform fee to Stripe's fees. Patients reschedule from their confirmation email, so a slot they cannot use reopens for someone else. Tymeslot charges no late-cancellation fee on your behalf, so any policy is yours to state and apply.

How does Tymeslot compare with Jane or Cliniko for physiotherapists?

Choose Tymeslot if your physiotherapy notes already live somewhere else and you only need patients to book; Jane and Cliniko are practice-management systems that bring documentation, invoicing and booking together. Jane offers paid plans only, from CAD $59 a month for one practitioner, and Cliniko starts at USD 45 a month for one practitioner after a 30-day trial. Both are hosted services; Cliniko keeps accounts created in Europe in Ireland. Tymeslot has a free plan and can be self-hosted.

Can a physiotherapy clinic self-host Tymeslot?

Yes, a physiotherapy clinic can self-host Tymeslot with Docker, Cloudron or Railway and keep every patient booking on its own server. It also drops the 0.5% platform fee on deposits, because the self-hosted version charges none. It is free and open source under the GNU AGPLv3; the clinic or its IT provider handles updates and backups.

Is Tymeslot free for a solo physiotherapist?

Yes, Tymeslot's free plan covers a solo physiotherapist's assessments, follow-ups and video reviews with unlimited bookings, a choice of clinic, calendar sync and reminders. Pro (€9/month) is worth it once you want a deposit on new patient assessments or a question about referral letters on the booking form; it also adds booking analytics and automation and removes Tymeslot branding.

Which calendars and video tools do physiotherapists connect to Tymeslot?

Tymeslot works with physiotherapists' Google Calendar, Outlook, Apple iCloud, Nextcloud and other CalDAV calendars, and adds Google Meet, Microsoft Teams, Zoom or Jitsi links to video reviews. A sports club session or a hospital shift in your calendar blocks those hours on your booking page. Patients see only that the time is taken.

Moving from another booking tool? See how Tymeslot compares with Calendly, Cal.com and others

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