Best scheduling software for massage therapists in 2025

Let’s play with some numbers. 

Say you book 10 clients a day. If just 3 of them cancel or don’t show up, that’s 30% of your income, gone. Now, let’s stretch that over a month: 

3 missed appointments/day x 30 days = 90 lost bookings

That’s 90 missed chances to make money, build client relationships, and grow your business. And guess what? It’s a common problem. 

Studies show that nearly 30% of massage therapy appointments are canceled or forgotten. 

And that’s just part of the headache. 

Now, let’s say you wake up, ready to help people feel their best, but before you even start:

• One client cancels last minute 
• Another one forgets their appointment. 
• Your phone is blowing up with reschedule requests. 

By lunchtime, you’ve spent more time fixing your calendar than actually giving massages. 

What if your schedule just ran itself? 

No more back-and-forth texts. No more “Oops, I forgot.” moments. Just a stress-free system that keeps everything running smoothly, while you focus on your clients. 

Sounds like a dream? It’s not. It’s just smart scheduling. 

Let’s check out the best massage therapy appointment scheduling software in 2025, so you can stop juggling and start thriving. 

Why scheduling software is essential for massage therapy businesses

A successful massage therapy business runs on efficiency and client satisfaction. But without the right system, things can spiral out of control. 

Here’s what every therapist deals with: 

• Missed appointments: No-shows cost the industry billions annually. 
• Last-minute cancellations: Without an automated system, rescheduling is chaotic. 
• Manual bookings: Taking calls and responding to messages wastes hours every week.  
• Payment hassles: Chasing after clients for payments is frustrating.  
• Lack of client history: Tracking appointment history, SOAP notes, and preferences manually is inefficient. 

A massage therapy scheduling software solves these problems by automating bookings, reminders, and payments, all while improving customer service and business growth. 

Must-have features in scheduling software 

These features increase efficiency and improve customer service. 

Top 10 scheduling software for massage therapists in 2025 

Here are the top 10 scheduling software solutions for massage therapists in 2025, each designed to meet different business needs. 

1. Wellyx: Best All-in-one solution

Wellyx is a powerful appointment management tool built for massage therapy businesses. Wellyx offers:

• 24/7 online booking. 
• Automated appointment reminders.
• Staff scheduling and commission tracking. 
• Membership and loyalty program management. 
• Integrated payment processing with the lowest transaction fee.
• Client communication through SMS, emails, and even WhatsApp. 

Wellyx ensures seamless scheduling while helping therapists grow their business. 

2. Fresha: Best for payment processing

Fresha makes transactions easy with zero subscription fees and secure credit card payments. 

• Commission-based model (pay per booking).
• Integrated email marketing.
• Real-time appointment updates.
• No-show protection with cancellation policies.
• POS system for product sales.
• Business performance analytics.

3. Vagaro: Best for client management

Vagaro offers detailed client records, SOAP notes, and intake forms to track appointment history. 

• Customizable booking pages. 
• Automated email and text reminders.
• Secure online payments. 
• Recurring appointments and packages.
• Built-in marketing tools (email, SMS, social media). 
• Gift card and loyalty program integration. 

4. Mindbody: Best for business growth

Mindbody combines appointment scheduling with marketing tools to attract and retain clients. 

• Advanced reporting and analytics. 
• Automated appointment reminders. 
• Mobile app for on-the-go management. 
• AI-powered lead generation tools. 
• Integration with wellness platforms like ClassPass.
• Staff payroll and commission management. 

5. Acuity scheduling: Best for customization

Acuity allows therapists to create custom intake forms, client profiles, and payment options. 

• HIPAA-compliant for secure data storage. 
• Syncs with Google Calendar and Zoom. 
• Automated confirmations and follow-ups.
• Time zone adaptability for remote bookings. 
• Custom branding and website integration. 
• Package, gift card, and subscription management. 

6. Booksy: Best for mobile-friendly scheduling

Booksy is ideal for therapists who rely on mobile scheduling and client communication. 

• iOS and Android app for easy bookings. 
• Marketing features like promotions and reviews.
• Integrated payment processing. 
• Built-in loyalty programs. 
• Self-checkout for clients.
• AI-driven appointment recommendations. 

7. Setmore: Best for small businesses

Setmore is a simple and affordable appointment scheduling software with a user-friendly interface. 

• Free version available.
• Video meeting integration (Zoom and Teleport).
• Team scheduling options. 
• Website and social media booking integration. 
• Payment processing with Square and Stripe.  
• Drag-and-drop calendar for easy rescheduling. 

8. Appointy: Best for growing client base

Appointy includes marketing tools and appointment management for business expansion. 

• Social media booking integration.
• Advanced scheduling with waitlist features.
• Automated email and SMS notifications. 
• Client reviews and feedback collection. 
• Google My Business integration for visibility. 
• Multi-location management. 

9. Schedulicity: Best for automated marketing

Schedulicity focuses on email marketing, promotions, and appointment booking. 

• Built-in marketing campaigns. 
• Secure payment processing. 
• Easy to use dashboard. 
• Text and email appointment reminders. 
• Customizable discounts and promotional offers. 
• Class and workshop scheduling. 

10. Square appointments: Best for free scheduling tools

Square Appointments offers free scheduling software with built-in payment processing. 

• No monthly fee (for solo users).
• Customizable online booking page. 
• Automatic client reminders.
• Integration with Square POS and payments. 
• Multi-staff and multi-location support. 
• Inventory management for retail sales.  

How scheduling software impacts business growth 

Using scheduling software can significantly enhance your business operations. This leads to increased efficiency and growth. 

• Saves time: Massage therapy software saves hours by automating bookings and reducing manual scheduling work. 
• Boosts revenue: Maximizes appointment slots and minimizes cancellations. 
• Provides actionable insights: Tracks trends to help make data-driven decisions.
• Enhances customer experience: Offers easy online booking and timely reminders. 
• Improves staff productivity: Streamlines shift planning and prevents scheduling conflicts. 

How to choose the right software 

Not every software is a perfect fit. Ask these questions before choosing one: 

• Does it offer a free trial? 
• Can it send automated appointment reminders?
• Does it support intake forms and SOAP notes?
• Is payment processing secure and flexible?
• Does it include marketing tools for business growth? 

Answering “yes” to these questions means the software is worth considering. 

Wellyx: The best scheduling software for massage therapists  

Wellyx offers everything a massage therapy business needs: 

• Online booking system with real-time availability. 
• Automated SMS and email reminders. 
• Secure payment processing for credit cards. 
• Client history tracking and SOAP notes. 
• Marketing tools for client retention.

Therapists using Wellyx save time, reduce no-shows, and increase revenue. 

Start your free trial today and see the difference. 

Try Wellyx now.