Looking for the best software to help you manage your massage therapy business? Good news – there’s plenty of choice on the market. Bad news? Not all of the offered solutions are equally capable (or at all) so it can be very difficult to navigate through all of them and identify the best one for your business.
To assist you in this endeavor, we scoured the market to narrow down only the best massage therapy software solutions in existence. We based our research on several key features that such a solution needs to possess in order to qualify as good enough for your massage therapy business:
Practical booking options
Your clients need to be able to book appointments with you whenever, wherever. This means that the business management software of your choice has to provide 24/7 booking options through various points of contact, be it your website, social media, email, and more.
Appointment notifications and reminders
Once the client books an appointment, it’s important that it is automatically confirmed and that your client receives automatic reminders about it so they don’t forget to show up. This is all possible through a capable business management solution.
Some of your clients will want to pay as soon as they schedule their appointment with you, so you need to provide them with the means to do so easily and quickly. A good scheduling solution will have the integrations and capabilities needed to achieve exactly this.
Bundle bookings and packages
One of the best ways to keep the clients coming (back) to you is by offering them a chance to save money through bundle bookings and special packages. After all, who doesn’t love a good discount?
Detailed staff calendar
To help you stay on top of yours and your staff’s schedule, as well as avoid overbooking and empty slots, competent software will provide a color-coded calendar where you can get a clear overview of everyone’s appointments and make changes where necessary.
Now that we’ve cleared that out of the way, let’s see which software solutions fit the listed criteria best.
- Exceptionally budget-friendly
- Multiple booking options
- 24/7 chat support
- Advanced plans may be a bit overwhelming for beginners
vcita provides everything your massage therapy business requires, and then some. For instance, your clients will be able to book appointments at any time of day or night, be it online, offline, and on-the-go. To help you achieve this, vcita provides a customizable scheduling button for your website or Facebook page.
You can also add a booking link to your email messages, Google My Business listing, and more. A handy extra is the ability to schedule directly from your vcita landing page or a secure client portal, which is especially handy if you don’t have a website.
Your clients can book individual appointments or discounted package deals, and you can design the scheduler with your business’s colors and logo. The clients can pay on the spot or upfront.
After the client schedules your services, they’ll get an automatic notification and reminders to help prevent any missed appointments. To see and manage all the bookings, you’ll get access to a color-coded calendar which you can sync with your existing calendar (if you have it).
vcita’s standalone booking feature (for one service provider) is the cheapest in the business and starts at $12/month under the annual subscription. More advanced features, if you need them, are available in more expensive plans, starting at $19/month. These features include marketing tools, billing and reporting, online coupons, HIPAA compliance, and more. Pricing is based on your team size.
Do note that the more advanced options may be slightly complicated for first-time users, so a period of adjustment is necessary. Regardless of the chosen plan, you’re getting a two-week free trial to decide if vcita is the right solution for you.
The provider’s current score on Trustpilot is 4.6 stars (out of 5).
- Intuitive and user-friendly
- AI receptionist
Mindbody’s platform for businesses covers multiple areas of your service, including appointment scheduling, automatic rescheduling, as well as staff and inventory management. It also facilitates touchless checkouts during appointments and smart recommendations before checking out. This can all be done in person on-site, on your business’s website, or using the Mindbody app.
The platform also supports memberships and gift cards, along with boasting its own messenger with an AI chatbot that is available 24/7 and designed to handle many tasks of a typical receptionist. These tasks include booking appointments, responding to client questions, and texting clients upon missed calls, and can be performed on your business website or via Facebook.
If you want to enlist the help of this provider, you’ll have to set aside at least $129/month (regardless of your team size), which will get you its starter tools, as well as setup and training services, and data migration. Sadly, you can’t test it for free before cashing out this hefty amount, but at least there’s a free demonstration.
Mindbody’s Trustpilot score currently stands at 4.6.
- Phone and email support
- Lacks some features
BookedIN specializes in stress-free appointment scheduling, covering massage therapy business owners with all the basics. Opting for this provider will get you an online booking page, mobile scheduling app, 2-way calendar synchronization, business directory listing, search engine visibility, and automated confirmations and reminders via text and email.
You’ll also be able to embed a calendar on your website, add your company’s logo and colors, create customized emails, get paid upfront, automatically process payments, and request payments at any time – with phone and email support within your reach. Unfortunately, some important features are missing, such as the support for recurring appointments and multiple services scheduling.
Pricing is based on the number of calendars (i.e. users as one user = one calendar) you need and starts at $20/month, which gets you one calendar. More calendars are available at higher prices, with the unlimited option costing you $65/month. All the plans support unlimited user logins and appointments. The best part? You can take the platform out for a spin completely free, during a 14-day testing period.
BookedIN doesn’t yet have a Trustpilot or Google My Business rating.
- Very user-friendly
- Handy integrations
- Can get expensive
Vagaro’s scheduling and management software includes a calendar, 24/7 online booking, customer tracking, appointment confirmations and reminders via email, text or push notifications, automated marketing, reports, and payment processing. It also integrates with Instagram, Facebook, Yelp, Gusto, Xero, and Quickbooks, with support reachable via phone, email, or instant chat at all times.
The provider’s pricing is based on the number of your employees and starts at $25/month for one user. Payment processing is priced separately and its rates are 2.75%. A website builder, check-in app, custom forms, online shopping cart, and Vagaro drive, are available for an additional $10/month per feature. Automated text marketing is charged $20/month. You can also get your hands on a branded app if you cash out another $200/month.
Worried you might experience buyer’s remorse? Don’t be. A month-long free trial allows you to fully test out this platform before making a final decision.
Vagaro’s score on Google My Business is 3.5 stars.
- Lots of features
- Quick and helpful tech support
- A bit pricey
WellnessLiving is a comprehensive and feature-rich platform for wellness businesses that offers different management features in its three plans, as well as a customized enterprise plan tailored to large-scale companies.
If you opt for the provider’s opening plan, it will set you back by $59/month. This will grant you the online scheduling option, WellnessLiving Directory listing, a business page, basic client app, Elevate staff app, payment processing, email and SMS notifications and reminders, basic CRM, basic marketing tools, 30 reports, interactive graphs, website widget tools, and gift cards.
Inventory tracking, check-in app, self-registration, and even more reports are available with the higher-tier plan at $99/month, with additional options waiting to be discovered in the Professional plan at $129/month. There’s no free trial, but you can book a demo. If you encounter any problems, helpful tech support is available via phone and email.
WellnessLiving scores 4.6 on Google My Business.
Choose what fits your business best
Like with many things in life, there’s no one-size-fits-all solution here. Every massage therapy business has different needs and characteristics to be taken into account so the ultimate choice of booking software will boil down to these subtle differences.
We hope that this post has pushed you in the right direction and made the task of choosing at least a tad easier. Once you’ve signed up with one of these solutions, you’ll be able to relax (just like your clients!) and focus your attention on providing the best possible massage therapy service. We wish you the best of luck!