Never miss the next enquiry
Sage answers calls, handles common questions and books into real availability while you are with someone.
Practice management, simplified
Everything your practice needs
Not just a place to store what already happened. ClientWell helps with what needs to happen next, from answering the phone to following up after care. Built for allied health professionals, natural health practitioners and coaches caring for clients and patients.
No cluttered menusBuilt for New ZealandZero lock-in
The active partner difference
Three ways ClientWell works alongside you
Most practice software waits for you to enter data. ClientWell actively helps you manage your day.
Keep care moving between visits
Reminders, home plans, follow-ups, rebooking and reactivation keep moving, with you retaining control.
Run the practice from one simpler place
Bookings, records, clinical tools, ACC, invoicing, your website, marketing and tasks work together instead of duct-taping several software tools together.
From first enquiry to the next appointment
One calm workflow. Zero lost emails, zero spreadsheet juggling, zero follow-up guilt.
1
Enquiry
A prospect finds your website and reaches out or Sage captures their details while you're in an appointment.
2
Booked
Prospect picks a time that works, fills out your intake form, and lands in your calendar with everything attached.
3
Paid
Stripe checks them out, GST is handled, and the payment is recorded next to their booking.
4
Repeat Business
Automated follow-ups, custom plans, and gentle nudges keep them coming back - without the usual admin chase.
Built for peace of mind
We've learnt from others' mistakes, so your practice doesn't have to
Calendar lag, split practice records and outages that freeze a whole clinic have caught out plenty of practice software. ClientWell is built to avoid them, bringing consistency and peace of mind to your practice, now and in the future.
A calendar you can trust
Bookings check real availability before they are confirmed, so your day stays accurate and two people are not sent to the same slot.
One record per person
Online bookings and intake forms match to the person already in your records, so notes and history stay together in one place.
Calm when others have a bad day
If ACC, a bank or a calendar service has an outage, your diary and notes keep working. ClientWell retries safely once the line clears.
Nothing to install
ClientWell runs in your browser on laptop, tablet or phone. Updates arrive quietly, with no downloads and no clinic PC to babysit.
Moving from older software?
We bring your records and upcoming appointments across with you, and you can test-drive ClientWell free for 30 days before you decide. No credit card, and real people in the ClientWell Support Team to help along the way.
Get found and booked
Everything that turns a stranger into an appointment in your diary.
Sage answers your phone
When you're in a session or the practice is closed, Sage can answer the call, explain your services and locations, check real availability and help the caller book. Paid appointments receive a secure booking link rather than taking payment by voice. Phone answering is rolling out in New Zealand first, with number availability and call allowances varying by plan and country.
Follow up unfinished bookings
See who started booking but didn't finish, with an editable follow-up ready to send. Reminder history helps you avoid chasing twice, and successful bookings leave the follow-up list.
Booking page and calendar
A public booking page that syncs both ways with Google or Outlook. Session types, availability rules and recurring appointments. Appointments and classes sit in their own tabs so visitors find what they're after, and if you have a team, people pick their practitioner before they pick a time.
Repeating blocked time
Keep lunch breaks, meetings and regular time off out of your booking calendar. Repeat daily, weekly, fortnightly or monthly, with an end date. Change one block or the whole series.
Tasks and time blocking - replace Trello
A simple board for your growth and admin jobs: Not started, In progress, Done. Drag a card across as you go, link it to a person's record, hand it to a team member, and tick one switch to block the time in your calendar so it's not offered on your booking page. A short email on the mornings something is due, and ready-made plans to start from.
Two clinics, one account
Run more than one site from the same login. People choose their location first when they book, the right address lands on their confirmation and calendar invite, and your diary filters by place. Set who works where and a travel gap between sites, so back-to-back bookings never clash.
Sage on your booking page
On your website, Sage answers the usual questions, offers times that are genuinely free, books the appointment, and saves an enquiry when someone doesn't book. If you work from two places she asks which one suits and books them in there. It is the same Sage as your phone receptionist, using the same services, locations and diary.
Sage helps you set things up
Ask Sage to add a second clinic, set up a service or check your hours and she shows you a card first - you confirm it, then it's done. Nothing changes behind your back, and she'll talk you through trickier setup like who works where and travel time between sites.
Waitlist
Someone wants in sooner? Add them to the waitlist. When an appointment is cancelled, one tap fills the slot from the list instead of leaving a hole in your day.
Classes and group bookings
Set a spot limit on any appointment type. People join an existing class, you see who's coming, and mark attendance from the one screen.
Video consultsProfessional and Team
Mark an appointment type as online and the person gets a video room on your own booking page - your name, your logo, nothing to download and no account to make. You see when they're waiting. Paste your own Zoom or Teams link if you'd rather.
Lead capture and leads inbox
Forms, popups and an exit-intent offer on your site. Every enquiry lands in one list with the page it came from, so nobody gets missed while you're in an appointment.
Get paid
Money in, without chasing it around a spreadsheet.
Invoices that do the maths
GST, VAT or no tax - pick your country once and the invoice works it out. Itemised lines, per-line discounts, part payments and a running balance on every account. One tap raises an invoice from a finished appointment, another emails it with your bank details and a link to pay. If it's overdue, a polite reminder goes out for you.
Packages and pre-paid blocks
Sell a 10-session pack, invoice it in one tap, and the balance tracks itself as sessions are used.
Late cancel and no-show fees
Set your policy once. When someone doesn't show, raise the fee against their account in a click, or don't. You stay in control of the awkward conversation.
ACC billing, without reentering every invoice
See each practitioner's running ACC total, with visits still to send in red and sent ones in green. Bill per visit or per 15 minutes, check a whole run for missing details, then send one treatment or a batch. Sage gives you a friendly nudge when finished visits are waiting, so nothing slips past ACC's next payment run. Available on Professional and Team.
Note templates and home exercise plans
Start each treatment note from a SOAP, physio or chiro template, or build your own. Add a written exercise plan or a Physitrack, Physiotec or PDF link, and it goes to the person with their follow-up email.
Payments and shop
Stripe checkout with tax worked out, plus a small shop for products and digital downloads.
Receipts and invoices sent for you
Turn on the switches and the paperwork looks after itself. Card bookings get a paid receipt straight away, and any eftpos, cash or bank payment you record sends a receipt too - marked paid, or showing what's still owing. Ready for health insurance claims. Pay-at-appointment bookings get an invoice with your bank details and terms. Took a deposit? The invoice shows what's paid, what's left, and a button to pay the balance online.
GST and accounts, ready in a minute
Pick monthly, two-monthly or six-monthly GST once. Each period shows your total sales and GST collected with copy buttons for myIR, money in by card, eftpos, bank and cash for checking your bank statement, and one button that downloads a spreadsheet for your accountant.
Sell packages from your booking page
Put a pre-paid block of sessions on your booking page and let people buy it without booking first. They pay by card, get a receipt, and the sessions sit on their account ready to use.
When someone else pays
A parent, a sports club, an employer or an insurer can be set as the payer on a person's record. The invoice is addressed and emailed to them, with the person's name shown clearly on the invoice so everyone knows who the care was for.
Split payments and instant receipts
Part on card and the rest in cash or by bank transfer? Record both on the one payment, with the remaining balance updating as you go and a receipt emailed in a tap.
Nothing billable slips through
Finished appointments with no invoice raised, and notes still waiting to be written, are gathered in one quiet list. One tap raises the invoice, so a busy week never costs you money.
Look after the people in your care
The record you actually need, and nothing you don't.
Records and appointment history
New enquiries, active care and archived history in one list. Tags, notes, milestones and a full timeline for each person.
Your own record fields
Add the fields your modality actually needs - a referrer, a GP name, a yes/no, a date - and they show up on the form and the person's overview.
Session notes and intake
Note templates you can shape per appointment type, and a private intake form link you can require before the first session. Link a note to the appointment it belongs to, see them grouped or at a glance, and export the lot as a spreadsheet when you need it.
Rebook card
Finish an appointment and a card pops up with urgent notes, sessions left, ACC status and anything owing. One tap books the same slot next week, fortnight or month.
Care plans
Multi-milestone plans for longer-term care. Tick milestones off as you go.
Reminders and self-service
Confirmations go out the moment someone books, with the address, a calendar link and a way to manage the booking themselves. Reminders follow before the appointment, so fewer people forget and you're not sending texts between appointments.
Preferred names, used everywhere
Save the name someone actually goes by and it is used in their reminders, confirmations and emails, so every message sounds like it came from someone who knows them.
Hide names at the front desk
Working at an open desk, or with people walking past your screen? One tap swaps every name on the calendar for initials, and it stays that way on that device until you turn it off.
Your signature, saved once
Sign with your finger or upload a photo of your signature, and it is stored with your profile ready for letters, certificates and receipts.
We move you across
Coming from Cliniko, Timely, Nookal, Power Diary, Mindbody or Practice Better? Bring your practice records, past appointments, treatment notes and old invoices across, with dates and authors kept as they were. Reminders stay off while you check it, and any import can be undone.
Keep people coming back
Stay in touch with people who have not booked their next visit.
Respectful rebook check-ins (that never pester your clients)
See who is due to return, with a ready-written email you can edit. Check-ins are spaced out with built-in resting breaks, and stop altogether if someone isn't ready. Those people move to a Not responding list, where you can send one friendly welcome back email when it suits you.
Resend to people who missed your email
Give your campaign another chance without emailing everyone again. Prepare a resend for people who haven't opened the original, with openers and unsubscribed recipients left out.
Reactivation texts
We text people who have not returned at 4, 8 and 12 months with wording written for your modality, and stop the second they reply or book. Off by default, weekdays only, every message editable.
Reviews and Google nudgesProfessional and Team
After a session the person gets a short review request. Happy ones get nudged to post on Google. Quieter feedback stays private with you, and nothing goes on your website without consent.
Automations
A gentle rebook after a no-show. A welcome email for a new enquiry. A nudge when a plan is complete.
Campaigns and contact groups
Group people by visit type, gender, age or past activity and see a live count. Design your email and check it on a phone before it goes. Afterwards, see who tapped each link and the bookings and income each email brought in. Send to up to 100 people at once on Startup, 2,500 on Pro or 5,000 on Team.
Work with your team
For clinics, receptionists, and anyone running two sites.
Team messages
Direct messages, group threads, and a way to send a record or an appointment straight into the chat so everyone's looking at the same thing. Files attach too, and a message can be saved onto the person's record as a note.
Linked clinics
Run two sites? Link the workspaces you own so your receptionists can talk to each other and to you. Messages cross between clinics, practice records don't.
See what's working
One page that tells you where the money and the bookings come from.
Keep an eye on today
New bookings appear in your calendar without refreshing. Your dashboard figures update too, and campaign progress stays current while emails are sending.
See where bookings come from
See whether a booking came through a campaign, Sage on the phone or website, your practice team, or direct online booking. Recent bookings also show whether the person is new or has visited before.
One-page report
Money paid and still owing, rebooking rate, no-shows, first visits, and where your enquiries came from - over 30, 90 or 365 days. No dashboard-building required.
Your website is yours
Export your whole site as real HTML, CSS and images and host it anywhere. No lock-in, no hostage situation if you ever move on.
Website builder
Here's a real site built with the editor
Willow Lane Wellness is a made-up Wellington practice, but the site is the genuine article: four pages, treatments and prices, an enquiry form, and a working booking page. No code, no designer. You can build the same thing in an afternoon.
Take a 30-day test drive
Try Professional for 30 days. No credit card needed. Includes 25 booking confirmation and reminder text credits, then email reminders continue. Try campaigns with up to 20 recipients per send. Live Sage phone answering starts when you activate an eligible paid plan.
Meet Sage - your ClientWell AI Assistant
Get your evenings back.
Every practitioner has the same list of small jobs that never quite get done. Sage prepares the work, then lets you check the important details before she acts.
Setting up a group class
Old way
Work through the settings, then check the price, spot limit and booking link yourself.
Several screens
With Sage
Tell Sage the class details, review one card, then press Create it.
A few clear steps
Chasing testimonials
Old way
Mean to ask, forget, cringe when you finally do 2 months later.
Never happens
With Sage
Sage prepares the right review request. You read it, then press Send it.
One review, one tap
Blocking out leave
Old way
Open the calendar, find the date and add the block by hand.
Another small admin job
With Sage
Tell Sage, “Block next Tuesday afternoon.” Check the details and approve.
One request
No-show recovery
Old way
Notice at the end of the day. Draft an awkward message. Never send.
10 min · lost revenue
With Sage
Sage prepares a friendly message with the right booking link. You approve before it goes.
One tap to send
Sending an invoice
Old way
Find the record, check the balance, open the invoice and copy the payment details.
Easy to put off
With Sage
Name the person. Sage finds what they owe and shows you the email before it sends.
One check, then send
What comes next
Old way
Finish one job, then remember the follow-up days later.
Often forgotten
With Sage
After Sage creates a class, she offers to draft the class announcement next.
Right job, right moment
Keeping control
Old way
Wonder whether an automated tool has changed or sent something you didn't mean to.
Hard to trust
With Sage
Sage shows you every important change, charge and message before it happens.
You make the final call
Included on every paid ClientWell plan.
Meet SageGuides
Choosing your software
Plain-English reading for NZ practitioners weighing up their options.