Running a massage therapy business isn’t just about helping clients relax — it’s about keeping your schedule organized, preventing no-shows, managing repeat clients, and ensuring payments flow smoothly.
Yet, many massage therapists still rely on paper calendars or basic booking links, leading to constant back-and-forth messages and lost revenue opportunities. The solution? Modern massage scheduling software — designed to automate your daily tasks so you can focus on your clients, not admin work.
Whether you’re a solo therapist or manage a wellness studio, the right system will let clients book and pay online, track their session history, and receive automated reminders. No more missed appointments or double bookings.
Among today’s options, time2book stands out as a simple, modern, and affordable choice built specifically for service-based professionals — including massage therapists, physiotherapists, and wellness studios.
In this guide, we’ll break down the best massage scheduling software in 2025, compare leading tools, and highlight what to look for before choosing your system. Let’s explore the top scheduling tools massage therapists use to manage appointments, automate client communication, and grow their business efficiently.
1. Time2book
Time2book is a modern, all-in-one booking and client management system built for service-based professionals — from Pilates and yoga studios to massage therapists and physiotherapists. It focuses on ease of use, clean design, and fast setup without requiring demo calls or onboarding fees.
Best for: Independent massage therapists or small wellness studios looking for a simple, modern, and affordable system.
Key Features
Online Bookings — Create a booking link for all your services, from 30-minute massages to 5-session packages. Clients can reserve instantly.
Integrated Payments — Accept cards, Apple Pay, Google Pay, and other methods through Stripe.
Client Profiles & History — Keep notes on client preferences, medical considerations, and visit records.
Packages & Subscriptions — Offer loyalty bundles or recurring memberships.
Reminders & Confirmations — Automated email confirmations and upcoming-session reminders reduce no-shows.
Easy Setup — Get started in under an hour — no training required.
Pricing: Starts at €19/month. No setup or hidden fees.
Ease of Setup: 10/10
Ease of Use (Staff): 9.5/10
Ease of Use (Clients): 9.5/10
Why it stands out: Unlike older, complex systems like Mindbody or Vagaro, Time2book focuses purely on simplicity and user experience. Everything — from booking setup to accepting payments — can be done without external help. For massage therapists managing their own clients, it’s ideal.
2. Vagaro
Vagaro is a popular choice among spas, beauty salons, and wellness centers that need robust scheduling, marketing, and POS tools. It’s a feature-heavy platform, which can be both a strength and a challenge depending on your business size.
Best for: Medium-sized massage clinics or multi-therapist studios that want advanced marketing and reporting tools.
Key Features
Online Booking & Calendar Management — Manage multiple therapists, rooms, and services.
Client Management — Detailed records, service history, and preferences.
POS & Retail Sales — Track retail products or gift cards.
Marketing Automation — Email and SMS campaigns.
Mobile App — Branded app for clients to book sessions.
Pricing: Starts at $30/month per user (additional fees for add-ons and POS).
Ease of Setup: 7/10
Ease of Use (Staff): 8/10
Ease of Use (Clients): 8/10
3. Fresha
Fresha (formerly Shedul) is a widely used free booking software for massage therapists, offering a sleek client booking experience. The business model relies on marketplace fees rather than subscriptions, making it great for beginners.
Key Features
Online Booking System — Clients book through your public Fresha link or marketplace listing.
Payment Processing — Take deposits or full payments online.
Automated Reminders — Reduce cancellations.
Mobile App — Manage appointments on the go.
Pricing: Fresha charges from €12.95 + 20% commission for new clients booked via its marketplace and small transaction fees on payments.
Ease of Setup: 7/10
Ease of Use (Staff): 8.5/10
Ease of Use (Clients): 9/10
4. Square
Squareis an all-in-one system that connects your scheduling, POS, and payments. It’s especially useful for massage therapists who already use Square for card processing or retail.
Best for: Solo practitioners who want integrated payment and appointment tools.
Key Features
Online Booking Site — Clients can self-book from your link or website embed.
Payments & Invoicing — Seamless Square integration for quick checkout.
Automatic Reminders — Email and SMS notifications.
Calendar Sync — Works with Google Calendar.
Pricing: Paid plans from $49/month per location for additional users.
Ease of Setup: 8/10
Ease of Use (Staff): 8.5/10
Ease of Use (Clients): 8/10
5. Acuity Scheduling
Acuity Scheduling (by Squarespace) is a well-known platform for independent service providers. It’s extremely flexible and integrates with many tools, from Google Calendar to Zoom, making it a solid option for online or hybrid services.
Best for: Massage therapists offering both in-person and online consultations.
Key Features
Client Intake Forms — Gather medical or consent information before appointments.
Time Zone Adjustments — Ideal for remote sessions.
Integrations — Google Calendar, Zoom, Stripe, and Mailchimp.
Pricing: Starts at $20/month.
Ease of Setup: 8/10
Ease of Use (Staff): 8/10
Ease of Use (Clients): 8/10
Best Massage Therapy Scheduling Software Comparison Table
Software | Best For | Starting Price | Setup Ease | Staff Ease | Client Ease |
|---|---|---|---|---|---|
Time2book | Independent massage therapists / small studios | €19/mo | 10/10 | 9.5/10 | 9.5/10 |
Vagaro | Wellness salons & spas | $30/mo | 7/10 | 8/10 | 8/10 |
Fresha | Beginners / small studios | €12.95 + 20% per new client | 9/10 | 8.5/10 | 9/10 |
Square Appointments | Solo practitioners | $49/mo | 8/10 | 8.5/10 | 8/10 |
Acuity Scheduling | Hybrid sessions (online + in-person) | $20/mo | 8/10 | 8/10 | 8/10 |
What to Look For in Massage Scheduling Software
The best massage therapy scheduling software should fit your workflow — not the other way around. Here’s what to prioritize:
1. Online Bookings and Payments
Your software should let clients book and pay instantly, 24/7. This eliminates phone calls, messages, and missed bookings.
Time2book and Square Appointments offer seamless checkout experiences, allowing payments through Apple Pay, Google Pay, and cards — ideal for a frictionless process.
2. Automated Reminders
Massage therapists often deal with recurring clients. Automated reminders by SMS or email prevent no-shows and last-minute cancellations, saving both time and income. All top tools offer this, but Time2book’s reminders are fully automated and sent as soon as a client books.
3. Client Notes and History
A great massage session depends on remembering client preferences, injuries, and treatment history. Look for software that stores detailed notes and previous sessions in one place.
4. Memberships, Packages, and Subscriptions
Returning clients are the backbone of a massage business. Tools like Time2book and Vagaro let you sell prepaid packages or ongoing memberships — perfect for maintaining steady income.
5. Simple Setup and Design
Many legacy tools feel cluttered or require long setup calls. Modern systems like Time2book let you set up your profile, services, and payments yourself — often in under an hour. The easier it is to use, the more likely you’ll stick with it long-term.
6. No Hidden Fees
Always check for hidden commissions or “setup” charges. Platforms like Fresha and Mindbody sometimes take a percentage of bookings. In contrast, Time2book keeps pricing transparent with fixed monthly plans.
Benefits of Using Scheduling Software for Massage Therapists
Implementing scheduling software transforms how you run your massage business. Let’s explore the biggest benefits:
1. Save Time on Admin
No more endless texts confirming appointments. Clients self-book, reschedule, and pay online.
2. Reduce No-Shows
Automated reminders keep your schedule consistent and minimize last-minute cancellations.
3. Get Paid Faster
Online payments and deposits secure bookings before clients even arrive.
4. Build Stronger Relationships
Client notes and history help you deliver personalized experiences.
5. Project a Professional Image
A polished booking link gives clients confidence and boosts referrals.
Frequently Asked Questions (FAQ)
The best overall option in 2025 is Time2book, combining simplicity, modern design, and affordability. It allows online bookings, client tracking, and integrated payments without setup fees. Alternatives include Vagaro, Fresha, and Square Appointments.
Most massage booking tools range from €19 to $50/month, depending on features and users. Some offer free tiers with fees per booking. Time2book starts at €19/month — with no hidden costs or commissions.
Yes. Modern massage therapy software like Time2book, Square Appointments, and Acuity let clients pay with credit cards, Apple Pay, or Google Pay during booking.
Final Thoughts
Choosing the right massage scheduling software is one of the most impactful decisions for any therapist. A smooth booking experience means fewer no-shows, better cash flow, and happier clients.
If you want a modern, simple, and transparent system built for solo massage therapists and small wellness studios — Time2book delivers everything you need.
You can manage your entire business — from scheduling and client records to payments and memberships — in one place.
