How every part of Anataxis works, in plain words, with the steps to do it. In the app, the ? buttons and Iris, the built-in helper, answer from these same pages.
Your practice is called an office in Anataxis. One person signs up for it, and that person is the office owner.
The sign-up form asks for the office name, your name, email and phone, the office address (or just your city if you only travel to clients), your time zone, your booking address and a password of at least 10 characters. The booking address is the start of your web address: choosing 'janesmassage' gives you janesmassage.epiprojects.com.
After you press 'Start my free month' your office is put in line to be set up. You can close the page; an email tells you when it is ready, and you sign in with the email and password you chose.
The price shown on the form is per office, not per therapist. See 'Your Anataxis plan and price' for the details.
Step by step
Get started is the first page you see in a new office, and it stays in the admin menu until you hide it. The Dashboard shows the same progress as 'x of 8 setup steps done'.
The eight steps are: set up your services (add your own or change a starter service's name, length or price), set your opening hours, make it look like you (logo or colours), turn on texting, connect your Google Calendar, take card payments, add your team, and take your first booking.
Nothing here is a box you tick by hand. A step counts as done when the thing really exists, for example a service of your own or a texting number. Each step has a link to the page where you do it.
Adding your team: the other therapists in your office are added by support for now. There is no screen for inviting them yet, so email support with their names and emails.
When you are finished, press 'Done, hide this'. The checklist leaves the menu; your settings are not changed.
The sign-in page is at /login on your booking address. You can use your email and password, or 'Sign in with Google' when your Google email is the one you use in Anataxis.
Forgot your password: press 'Forgot password?', enter your email and open the link we send. The link expires; if it has, ask for a new one. A new password needs at least 8 characters.
Fingerprint or face: once you have set it up on a phone or computer, 'Log in with Fingerprint' signs you in without a password on that device. See 'Fingerprint and face sign-in' for how to turn it on.
After you sign in, therapists land on Today's agenda. Clients land on their own account page.
This uses the fingerprint or face unlock your phone or computer already has. Your fingerprint never leaves the device; the device only proves to Anataxis that it is you.
Each device is set up on its own. The list under Registered Devices shows every device that can sign in this way, and you can remove one at any time.
If the section says biometric login is not supported, the device or browser cannot do it. Signing in with your password still works everywhere.
Clients can do the same for their own account from their account page (the 'Face ID / fingerprint sign-in' card).
Step by step
Switch between This Week and This Month and step back or forward with the arrows. The numbers show completed sessions, upcoming ones and those not completed.
'Should be marked completed' lists past sessions that were never checked out. Open each one and check it out so your reports and the client's history are right.
Today's Sessions lists today's appointments. The therapist filter starts on you; switch it to see a colleague or everyone.
In a new office a card shows how many of the 8 setup steps are done, with a link to Get started.
There is nothing to download from an app store. Open your booking address in your phone's browser, sign in, and add it to your Home Screen: in Safari tap the Share button and then 'Add to Home Screen'; in Chrome open the menu and choose 'Add to Home screen' or 'Install app'.
On an iPhone or iPad, alerts can only reach you when you open Anataxis from the Home Screen icon, not from Safari.
Anataxis checks for a newer version every 15 minutes. When there is one, a banner says it is updating. To check now, open Settings > App Updates and press 'Check for Updates'.
This switch is at the top of Settings, under 'Notifications on this device'. It only affects the device you are holding. It has nothing to do with the emails and texts your clients receive.
On an iPhone or iPad, add Anataxis to your Home Screen first and turn notifications on from there. In Safari itself it cannot work.
If it says notifications are blocked, open your phone's or browser's settings, allow notifications for Anataxis, then come back and turn them on.
If alerts stop arriving on a device that used to get them, press 'Re-connect this device'.
Which alerts come as app notifications and which as texts is chosen separately, under 'How alerts reach your phone' (see 'Alerts by text or app notification').
These details are used where clients see your contact information, and as the starting text of your simple website when you leave its boxes empty.
Change them under Settings > Business Information, then press Save Changes at the bottom of the Settings page.
Open Calendar in the menu. 'This Week' brings you back to the current week, Prev and Next move a week at a time, and the month and year picker jumps further.
The therapist buttons above the calendar show only that therapist's bookings. The number on each is that week's count; exchange sessions are not counted.
Click a booking to see its details. Labels on it say whether it is Confirmed, Checked In, Completed, a No Show or Cancelled. 'Card needed' means the client still has to save a card for this booking.
Time you have blocked off shows on the calendar too, as do busy times from Google Calendar when you have connected it.
Bookings you make yourself are not held back by upfront payment and are never asked to pay online first.
Options on the form: In Studio or At Home (with the distance band, linen and travel minutes before and after), Couples (a second client and both therapists), a length variant, add-ons, and 'Auto-select' to let the app pick a free therapist.
When the client has a Community Care rate, the form says 'Community rate applied' and prices the booking at that rate.
If the time overlaps another booking, you are asked 'Book it anyway?'. Say yes only if you really mean to double-book.
A new client with no phone (a corporate or outside client, say) can be added with 'No phone number'. They then get emails only.
From a client's profile, 'Book Session' opens the calendar with that client already chosen.
Step by step
Edit lets you change the service, date, time, therapist, client, add-ons, travel minutes, payment method and amount.
Dragging a booking to another time on the calendar changes its time in exactly the same way as editing it.
'+ Add' has two choices: Book Another Session (for the same client) and Extend This Session (add an add-on that adds time).
On a couples booking, 'Swap Clients' swaps which person is with which therapist.
When a booking changes, the client gets the 'booking changed' email and text if those are switched on (Email Templates and Messages).
Pick the payment method button (cash, card, Zelle, Venmo, Groupon and any you added with '+ Other'). A discount lowers the price. The amount paid above the price is saved as the tip.
If the client paid part upfront, that money is already credited and checkout shows only the balance.
If the client has a card saved with your card processor, 'Charge card ending ...' charges it right there.
For a couples booking, choose whether one person pays for both or each pays their own. Checking out one half finishes the other.
Community Care clients are checked out at their rate; you can switch to the standard price if needed.
Checked-out sessions count in your Dashboard and Analytics. Sessions that are never checked out show up as 'should be marked completed'.
Step by step
Cancel Session cancels the booking and frees the time. If you cancel, the client owes nothing.
No Show marks that the client never arrived. It adds to the client's no-show count (the red dot in the client list), and a no-show fee is charged if card on file is on for that therapist.
When a client cancels inside your cancellation window, a late-cancel fee may apply. See 'Late-cancel window and rebooking'.
Delete Booking is for bookings made by mistake. It also takes the booking's payment out of your reports. Deleted bookings go to Deleted items (top of Settings), where you can restore them.
Blocks can be made from the calendar (Block Time) or from Schedule (Add Blockout). On the calendar you can also drag a block to a new time.
Repeat a block for a set number of days or until a date. When editing a repeating block, 'Save This Day' changes only that day and 'Save Whole Series' changes all of them. Deleting works the same way.
To take a whole day off or set special hours for one date, use Schedule > Blocked Time & Overrides (see 'Opening hours and special days').
Blocking time never cancels bookings that are already there.
Step by step
Each appointment shows the client's phone, preferred pressure, price, travel, payment, add-ons, address for at-home sessions, what they want to focus on, their note to you, your private note and any contraindications.
Buttons: Check In Client when they arrive, Check Out to take payment (Complete & Pay), Edit Payment to fix a payment you recorded, Edit in Calendar, No Show and Delete Booking.
A couples reservation creates two linked bookings, one for each person, with two different therapists at the same start time. A time is offered only when at least two therapists are free then.
To book online, the person booking gives their own details and the partner's first and last name. The partner's email and phone are optional; a partner with no email is saved without one and flagged so you can complete their details later.
On the calendar you can choose both therapists. If you choose one, the app picks the other from those free. If you choose none, the app picks two and assigns them at random.
Paying upfront: under Settings > Upfront Payment, 'Couples pay' is either 'One payment for both' (the couple pays the first therapist once and the second booking is marked covered) or 'Each client pays their own therapist' (each booking has its own amount and its own therapist's handle). Couples are asked upfront by Zelle or Venmo, not by card.
At checkout, finishing one half finishes the other. You choose whether one person pays for both or each pays their own bill.
'Show my bookings in this calendar' copies your bookings into the Google calendar you pick.
'Block my booking slots when Google shows me busy' stops clients booking times that are busy in that Google calendar. Those times appear on your Anataxis calendar as Google Calendar blocks.
Anataxis checks Google regularly; 'Last checked' shows when. Press Sync now to check right away.
If Google stops accepting the connection (for example after a password change), the section says so: reconnect to carry on.
Disconnecting stops the syncing. Events already copied into Google stay there.
Step by step
Your booking page is your booking address itself. Services are grouped by category; clients can switch between In Studio and At Home (when you offer it) and turn on 'Booking for two?' for couples.
Times offered follow your opening hours, blocked time, each service's length and buffers, Slot Interval, Minimum and Maximum Advance, and the availability rules (see 'Max sessions in a row and breaks' and 'Back-to-back offers').
Clients give their name, email, phone and city, and can add special requests or areas to focus on. If they leave out their phone, they are reminded that they will have to confirm by email before the session.
Depending on your payment settings, the client may then be asked to save a card, pay a deposit, or send a Zelle or Venmo payment (see 'Upfront payment' and 'Card on file').
A gift on the client's account is used automatically when they book.
Step by step
Right after booking, the confirmation page lets the client add the session to their calendar, book another, cancel, and optionally say what the session should focus on (overall relaxation or a specific issue). You see their answer on the booking.
The link in their confirmation opens 'Manage Your Booking'. There they can change the service, therapist, date and time, update their name, phone and preferred pressure, or cancel with an optional reason. A change on the day of the appointment is a request: the therapist confirms whether the new time works.
The day-of confirmation message has links to confirm or cancel the appointment, and a box to send the therapist a message. A message does not confirm or cancel anything.
Cancelling inside your cancellation window may count as a late cancel (see 'Late-cancel window and rebooking').
Clients create an account on the sign-in page ('Create one') with their name, email, phone and a password of at least 8 characters, or with Google.
Their account page shows the next appointment, any gift credit (used automatically when they book, but not on package sessions), recent visits and links to My Bookings and My Profile.
My Bookings lists upcoming and past bookings and lets them cancel. My Profile lets them change their name and phone and write a note for their therapist, which you see on their profile as 'Client Note'.
Clients can also turn on fingerprint or face sign-in for their account.
On the booking page, a day with no openings shows 'Join the waitlist for this day', and a day with times shows it under 'No time that works for you?'. The client gives their name, email, phone (optional), a time of day and a note about other days and times that suit them. No sign-in is needed, and joining again for the same day updates their entry.
Waitlist lists them under Waiting, Notified and All, with their contact details, the day, time of day, service, therapist and note.
Notify emails the client that a spot has opened. Remove takes them off the list; the entry goes to Deleted items, nothing is erased.
Step by step
Open Clients in the menu. Click a client to open their profile beside the list.
Tags are your own labels, such as 'Groupon' or 'athlete'. Click a tag to see only those clients; double-click it to rename it for everyone. On a profile you can add a tag, remove it from that client or delete it from every client.
A red dot shows how many sessions the client did not turn up for. A note shows when a late-cancellation fee is owed or pending.
Export CSV downloads the list (all clients or one tag) as a spreadsheet.
Add Client needs a first and last name and an email or phone; tick 'No phone' for a client without one.
Edit profile covers name, phone, email, city, birth year (two digits), gender, Community Care rate, therapist notes (never shown to the client) and 'No notifications to this client'.
'No notifications to this client' is for corporate or agency accounts: the client gets no confirmation or reminder emails and texts at all. Therapists still get their booking alerts.
Right under the name is your own private note (see 'Your private note about a client'). Further down: Tags, the Client Note (what the client wrote to you), Contraindications, Notes, the Communication Log, Text Messages, Sessions, Session Packages, intake forms and who viewed their notes.
'Book Session' opens the calendar with this client chosen. 'Text client' opens a text conversation with them.
The '🔒 Private note' card sits right under the client's name on their profile. Use it to remember who the client is at a glance, for example 'teacher, two kids, loves deep work on the neck'.
Only the therapist who wrote it can see it. Other therapists in your office do not see it, the client does not, and it is never included in exports or in note sharing. Every therapist can keep their own private note on the same client.
The Notes section further down the profile is different: every therapist in the office can read those.
When two duplicate profiles are merged, your private note is kept on the merged profile.
It also appears in 'What's kept about' this client, but only to you.
Step by step
On the Clients page, 'Duplicate Clients' lists groups of profiles that look like the same person.
Where the two profiles disagree (name, email, phone, birth year, emergency contact, preferred pressure) you choose which value to keep. Tags are combined. The other emails and phones are kept as alternates, so messages from them still match this client.
Bookings, notes, messages and every other record move to the kept profile.
Step by step
Contraindications: press '+ Add', enter the condition, choose Relative or Absolute and add details if you like. Mark one as resolved when it no longer applies. They show on Today's agenda next to the appointment.
Notes: short dated notes about the client. Every therapist in the office can read them; for a note only you can see, use your private note.
Communication Log: record a call, text, email, in-person talk or internal note, whether it came in or went out, with a subject. Texts sent through Anataxis are listed separately under Text Messages.
Deleted contraindications and log entries go to Deleted items and can be restored.
The list shows SOAP notes, imported note files, intake forms, communications, contraindications, notes, what the client wrote to you, and your own private note (which only you see in this list).
Clicking a SOAP note opens it. Clicking anything else takes you to its place further down the profile. A client's own note opens the booking it came with.
It is useful when a client asks what you have on file about them.
The note screen shows the client, service, date and last visit. 'Load Template' fills in a starting text.
The four boxes are S (what the client reported), O (your observations), A (your assessment and areas treated) and P (the plan). Below them: pain scale before and after, Areas Treated, Techniques Used, Products Used and the actual length of the session.
The body chart has a front and a back view. Click a body area to mark it.
'Previous Notes for This Client' shows earlier notes beside the one you are writing.
Save Draft keeps the note marked as a draft. Finalize Note marks it finished.
Open a client's SOAP notes from 'See what has been kept about this client' on their profile. Every opening of a note is recorded in the client's note access log.
These features send the client's information to the services that turn speech into text and write the draft. They stay off until your office confirms its privacy agreements (see 'Privacy agreements for voice and AI features').
Record a memo before, during or after the session. Each memo becomes text that you can edit or delete. 'Add more' records another one.
'Write my note' reads your memos and anything already typed and writes a draft. 'Not covered' lists parts nobody mentioned, so you can add them if they matter.
You decide what happens to the draft: 'Fill empty boxes only', 'Replace my text', or 'Use this draft'. Nothing is saved into the note until you choose.
Allow the microphone for Anataxis when the browser asks. If a recording fails to send, it is retried; you can press 'Try again'.
An office can use 'Write my note' up to 30 times a day.
Open Intake Forms and press Create Template. Give the form a name and description, then add sections and questions.
Question types include short and long text, number, date, a list to choose from, a single checkbox, a checkbox group, a body-area picker, a signature box and an information text. Lists can allow an 'Other' answer.
Send Trigger: Manual (you send it), On Booking (sent when a client books) or On First Visit (sent for a client's first booking). 'Required before appointment' marks it as needed before the session.
'Let the assistant ask follow-up questions': after the client sends the form, a few short questions about anything left out, one at a time; the client can type, speak or skip. It turns on only once your office has confirmed its privacy agreements.
Use the preview to see the form as the client will. Submissions lists every completed form.
Send from Intake Forms ('Send to a client') or from the client's profile under Intake forms ('Send intake form'). Pick the form and the client. 'Also text the link' sends it by text too, when you text clients. 'Copy link' gives you the link to send yourself.
The client fills in the form on their phone or computer, signs if the form asks, and presses Submit Form. An old link may show 'Link Expired'; send a new one.
On the profile, each form shows when it was sent and filled in. 'See answers and first-visit draft' opens the answers.
'Write first-visit draft' turns the answers into the S part of a SOAP note plus a list of things still to ask in the room. Edit both, and use 'Copy S' to paste it into the note.
Whose notes: each imported note file is assigned to one therapist. That is the therapist you pick when uploading, otherwise the client's preferred therapist, otherwise whoever uploads. Other therapists do not see these files at all, not even in the list.
Sharing: the therapist the notes belong to can share one file, or all of that client's files, with chosen colleagues, and can take the sharing away at any time. Only the owner can share or delete. Sharing a client's notes with another therapist needs that client's consent, so get it before you share.
Files are stored encrypted when the office has set an encryption key.
Access log: every time a note is opened, changed, exported, deleted or restored, the app records who did it, when and from where, so you can see who has looked at a client's notes.
The list shows who opened a treatment note, an imported note file or a voice memo, and when.
Changes, exports, deletions and restores of notes are recorded too.
If the list is empty, no one has opened this client's notes yet.
Owed now: fees the client still has to pay. Pending: a late-cancel fee in its hold time; it is dropped by itself if the client rebooks.
Each fee says what happened: charged to the card on file, declined so it is owed, no card on file so it is owed, or waived and why.
A fee charged to a card can be given back with Refund on the Payments page (see 'The card payments list and refunds').
'Correct the no-show count' changes the red dot in the client list. Cancellations no longer add to it, but older ones did, so you may want to correct old counts.
In the Calendar, a booking's details have 'Session notes' and 'Client summary'. In Today on a phone, an open booking has 'Start session note'. Each opens CaseBuilder for that client or session in a new tab, already signed in.
When CaseBuilder is not connected for your office, the buttons stay in place but are greyed out; tapping one shows 'CaseBuilder coming soon'. Your SOAP notes in Anataxis work as always.
Open Services in the menu. A new office starts with a few starter services; change them or add your own.
Fields: name, category, description, duration in minutes, price, buffer before and buffer after (prep and clean-up time that cannot be booked), location (Office, At Home or Both) and Active (shown on the menu).
A new service starts with the Default Buffer After from Settings > Booking Settings; after that each service keeps its own.
The photo can be added once the service has been saved once.
Filters at the top show single or couples services, office or at-home services.
Step by step
Length variants: on a service, choose 'Add length variant' and enter the length and price. Clients pick the length on the booking page. Each variant can be edited or deleted on its own.
Couples version: 'Add couples variant' asks for a price markup and shows the result: the price times two plus the markup. A couples service needs two free therapists (see 'Couples booking').
Add-ons: in the Add-ons tab, add extras with a price and, if they need it, extra minutes. The extra minutes are added to the booking's length.
Clients choose add-ons when booking, and you can add them at the calendar with '+ Add' > Extend This Session.
The Categories tab adds, renames and deletes categories. A service with no category is listed on its own.
Drag a service by its handle to change its place; the order is saved by itself.
Drag services you seldom use into Rarely to keep your list short. Clients still see them. To hide a service from clients, untick Active instead.
These are boxes on the service form.
Exchange session: no charge, not counted in Analytics or in the calendar's weekly counts.
Groupon service: the client sees $0, and the payment is recorded as Groupon without a checkout amount. Groupon sessions show separately in the Revenue analytics.
Always paid upfront: an online booking of this service is asked to pay upfront whatever the office or therapist setting says. Zelle is asked only for therapists with a Zelle handle.
Amount asked upfront: the service's own amount (follow the office default, full price, a fixed deposit or a percentage). It is used whenever this service is paid upfront, by Zelle or by card.
Open Services > Therapist Assignments. Each therapist has a list of services with switches; 'Select All' and 'Clear All' change them all at once.
A client choosing a service only sees the therapists who offer it, and 'No Preference' only matches those therapists.
Open Schedule. If your office has several therapists, choose whose schedule you are changing at the top.
Regular Hours: a start and end time for each day of the week, or Closed. 'Copy Mon to all weekdays' copies Monday's hours to Tuesday to Friday.
Blocked Time & Overrides: 'Add Override' picks a date and either blocks the entire day or sets special hours for it, with an optional reason such as Vacation.
Time Blockouts: block a part of a day, such as lunch, once or repeating. The list shows the next 90 days. See 'Blocking time off'.
Changing hours never cancels bookings that already exist.
Slot Interval: 10, 15, 30 or 60 minutes between start times offered online.
Default Buffer After: the clean-up time (0 to 30 minutes) a new service starts with. Each service keeps its own after that.
Minimum Advance Booking: from no minimum up to 48 hours. With 2 hours, a client cannot book a time starting in less than 2 hours.
Maximum Advance Booking: from 7 days up to a year ahead. The date picker on your booking page and Community Care page goes this far ahead.
These limits apply to online booking. You can always book a client yourself on the calendar.
Press Save Changes at the bottom of Settings.
Find these under Settings > Booking Availability Rules. They are set for each therapist separately.
'Up to N sessions in a row, then a break of M minutes': sessions that are less than a set gap apart (15 minutes by default, set in 'Sessions up to ... apart count as in a row') count as one run. Once a run reaches N sessions, no times are offered for M minutes before or after it. The defaults are 3 in a row and a 30-minute break.
'No more than X sessions a day': once a day has X active bookings, no more times are offered that day. The default is 6.
If you switch off the Adjacent-or-Distanced Rule for a therapist, the in-a-row and break limits stop applying to that therapist as well. The daily limit still applies.
These rules only decide which times are offered. They never move or cancel a booking that already exists.
With the Adjacent-or-Distanced Rule on (Settings > Booking Availability Rules), a time is offered only in two cases. Either it starts right after a booked session, or ends right before one, within the 'count as in a row' gap (15 minutes by default, counting the buffer after each session). Or it is at least your break length (30 minutes by default) clear of every session that day.
Times in between are hidden. With the defaults, a time 15 minutes or less after a session's buffer ends is offered, a time 30 minutes or more after is offered, and a time 20 minutes after is not. That keeps your day from filling with short gaps.
On a day with no bookings yet, every free time is offered. The rule only starts to matter once there is a booking that day.
Switch it off for a therapist to offer every free time. That also turns off that therapist's in-a-row and break limits.
Turn it on under Settings > At-Home Pricing with the 'New at-home pricing' box.
When it is on, an at-home session costs the office price of the service plus $40 per person, plus a travel fee from the real driving distance: 0 to 5 miles is free, 5 to 10 miles adds $20, 10 to 15 adds $40 and 15 to 20 adds $60. Linen is an extra $25. There is no rush-hour or after-hours fee.
The client has to enter a full street address (number, street, city and ZIP). The app works out the distance itself, so a client cannot type a distance. An address more than 20 miles away cannot be booked online.
Community Care rates and Groupon sessions do not apply to online at-home bookings.
Bookings you create yourself on the calendar are not affected either way. When the box is off, your earlier at-home pricing stays as it was.
At-home clients get the booking-confirmation text but no before-session reminder texts and no confirmation ask.
Open Settings > Treatment Rooms. Add a room, rename it, switch it on or off, and tick the therapists who use it.
'Who has the room when': give each therapist their hours in the room. Blocks for different people cannot overlap; a clash is shown in red. Leave it empty and everyone uses the room during their own working hours.
Tick the therapists for the room first, then set their hours, then press 'Save room hours'.
Open Payments. Under Office account, choose the card processor: None, Stripe or Square. Only one at a time; switching turns cards off until you turn them back on.
Connect Stripe: Stripe asks for your business and bank details (about 5 minutes). If it needs more, press 'Finish setup at Stripe', then 'Refresh status'. When it says 'Can take cards' and 'Pays out to your bank', you are ready.
Connect Square: you sign in to your own Square account and allow Anataxis to take card payments for you. Square charges its own rates.
Nothing is charged to anyone until you tick 'Take cards on the booking page'. Then choose what happens after a client books: 'Ask them to save a card (nothing is charged)' or 'Ask for a deposit' with an amount.
'Charge the saved card for a late-cancellation fee automatically' lets late-cancel fees go to the saved card instead of being marked owed.
If a choice shows 'Not available yet', card payments have not been switched on for your office; ask support.
Therapists can also connect their own account; see 'Your own card account'.
Step by step
Under Payments > My card account, press 'Connect my Stripe account' or 'Connect my Square account'. Once it can take cards, payments from your clients go to your account instead of the office's.
Disconnecting stops Anataxis from taking cards on your account; the account itself is not closed.
'Ask my clients for a card and charge 50% for no-shows and late cancellations' is your own switch. It only takes effect once a card account (yours or the office's) can take cards. See 'Card on file and the 50% fee'.
When a client books online, they are shown an amount to pay right away. At checkout the amount already paid is credited and only the balance is collected. Find it under Settings > Upfront Payment.
Ways to pay: Zelle and Venmo are sent by hand to your handle, which you add in Settings first. With no handle, nobody is asked to pay by Zelle or Venmo. When the money arrives you tap 'Zelle received' or 'Venmo received' on the calendar. Card needs Stripe or Square connected and switched on under Payments, and a card payment is recorded by itself. Until card is connected, clients are offered Zelle only.
Who is asked: the office default is Off, Required for new clients only, or Required for every booking. Each therapist can choose their own under 'My setting' or follow the office default. A service marked 'Always paid upfront' is always asked.
How much: the full price, a fixed dollar deposit (up to $1,000) or a percentage (1 to 99). A service can have its own amount. The client is told the rest is paid at the session.
Who is never asked: only online bookings are asked. Bookings you make on the calendar are never held back, and neither are exchange, Groupon, $0 and package sessions.
Reminder: you can ask to be texted a set number of hours before the session if a Zelle has not arrived. It only reminds you. Nothing is ever cancelled automatically.
The 'Booking Deposits' box under Settings only points here now: card deposits are set on the Payments page and Zelle or Venmo upfront payment under Settings > Upfront Payment.
With this switch on, a client saves a card while booking. If they then miss the session (a no-show) or cancel inside your cancellation window, the saved card is charged 50% of the session price.
It is a per-therapist switch, so each therapist decides for their own clients.
Cards are saved with your connected card processor, Stripe or Square, so connect and switch it on under Payments first.
Your cancellation window decides what counts as a late cancel (see 'Late-cancel window and rebooking'), and a rebooking still voids a late-cancel fee in the hold time. If a card is declined or none is saved, the fee is shown as owed so you can collect it by hand.
The window: under Settings > Cancellation Policy, 'Cancellation Window' sets how much notice a client must give: 12, 24, 48 or 72 hours. 'No late fee' (0) turns late fees off. Until you choose a value, the office default of 24 hours applies. The booking and cancel screens tell clients this same number of hours.
Who is charged: a client who cancels inside the window owes half (50%) of the service price. Only clients who have already had a completed session are charged; a first-time client never is. If you cancel a session yourself, nobody owes anything.
The hold and the rebooking rule: the fee is not owed right away. It is held for 4 hours (unless support changes that) and shows on the client's profile. If in that time the client books again, or still has another live booking on the same day as the cancelled one, the fee is voided automatically and the profile keeps the reason. A rebooking with either therapist counts. A rebooking that was itself cancelled does not count.
After the hold: if nothing rescued the fee, it is added to what the client owes and is shown to you the next time they book, so you can collect it by hand. If the office has turned on automatic charging and the client has a saved card, the card is charged instead; a declined card or no card falls back to the owed note. You can waive a fee at any time.
Zelle: under Settings, 'Where gift buyers pay (Zelle)', enter the email or phone your Zelle uses. It is used for gift orders and for upfront payment.
Venmo: enter your handle, such as @jane-doe. Clients get a link that opens Venmo with the amount and note filled in. Venmo needs a business profile for services and charges you 1.9% + 10 cents a payment; Anataxis adds nothing.
Zelle and Venmo cannot tell Anataxis a payment arrived. When it does, tap 'Zelle received' or 'Venmo received' on the booking.
Other methods: at checkout, '+ Other' adds a method with no button yet, such as Check or PayPal. It then stays as a button for everyone in the office. Remove it under Settings > Checkout payment buttons; past payments keep their name in your reports.
The list shows when, what (session charge, late-cancel fee, no-show fee, gift card, card saved), the client, amount, which processor and whether it succeeded or failed.
Card refunds: press Refund on a card payment, or on a paid booking in the Calendar. Enter the amount (all of it or part) and confirm; the money goes back to the client's card through your Stripe or Square account. Refunds show in the list as their own rows, and a payment shows how much of it has been refunded.
Cash, Zelle and Venmo: Anataxis cannot send that money back for you. On a paid booking in the Calendar, press Refund (choose 'Cash, Zelle or Venmo' if the booking was also paid by card), pick how you paid it back under 'Given by', enter the amount and a note, and press 'Record refund'. It is kept with the booking's payment history.
Nothing is refunded automatically. A recorded refund does not change the booking's paid amount or your reports.
Step by step
Tabs: My Clients (your own clients), Shared (conversations not assigned to any one therapist) and All. Search by name or number.
New Conversation texts a client or a new number. 'Use Template' inserts a saved reply; 'Save as Template & Send' saves what you wrote for next time.
Pictures: upload one or pick from images you uploaded before.
A client who texted STOP is shown as opted out, and you are told by email. Carriers do not allow texting a client who opted out.
Deleting a conversation moves it to Deleted items, where it can be restored.
Texting needs a business number; see 'Business number and carrier registration'.
Triggers: before the appointment, new booking created, booking cancelled, booking edited, first booking of a new client, and a missed call nobody picked up. A template with no trigger is a saved reply you use by hand.
Each automatic text goes to the client or the therapist, at a timing in minutes (for 'before appointment'), and can be limited to online or admin bookings and to new or returning clients.
Pause and Resume switch one text off and on. Drag templates by the handle to put them in your order. Pictures can be attached.
System templates keep their trigger; you can change the wording, timing, filters and switch.
Confirmation asks follow each therapist's own confirmation timing, which may differ from the number in the template; the template shows when it really sends for each therapist.
Settings has a 'Turn texts on or off' link that brings you here.
Groups: Booking Flow (confirmation, 24-hour reminder, preparation instructions, first-visit welcome, cancelled, changed), Confirmation Requests, Post-Session (review request, self-care tips, 2-day follow-up, 3-week rebook), Client Engagement (birthday, lapsed client, loyalty milestone), Admin Notifications (new booking, cancellation, daily digest, booking changed, Community Care application, text opt-out), Other (intake form, gift certificate, waitlist, policy update, receipt) and Account & Security (password reset, sign-in link).
Switched off, an email is never queued or sent, including any already waiting to go out. Green means sending, amber switched off, grey has no switch.
Timing boxes set hours before or after, days, weeks, or days without a visit, depending on the email.
Edit opens the subject and body with the variables you can use (such as the client's first name) and a preview. 'Reset to Default' brings back the original wording.
Admin Notification Email: where your own alerts (new bookings, cancellations, daily digest) are emailed. Empty means your business email.
Open Notifications in the menu. The counts show Total Sent, Bad Address (the email address does not work) and Rate Limited (held back because too many went out at once).
'Retry Rate-Limited' sends the held-back emails again.
A Bad Address usually means a typo in the client's email; fix it on their profile.
After someone books an office session, the app asks them to confirm shortly before it: a text asking them to reply YES (or tap a link to decline), or an email when there is no usable US phone number.
Timing: by default the ask goes out 90 minutes before the session. First-time clients also get a confirmation email at that moment. A booking made inside that window is asked straight away.
First-time clients: if they are still unconfirmed 45 minutes before, a final text warns that their reserved time may be forfeited. Returning clients get the one ask only, with no final warning.
You: if there is still no answer 30 minutes before, you get an alert (as a text or app notification, as you chose under Alerts) telling you to follow up, with their number if your setup says to phone them. When a booking is made late, the steps slide so the client has at least 30 minutes to answer, and an alert is not sent when fewer than 15 minutes remain.
At-home sessions are never asked to confirm. Nothing is cancelled for you: you decide what to do about an unconfirmed session.
The timing is set per therapist under Settings > Confirmation timing: when the ask goes out, whether first-time clients get the last warning and when, when you are alerted, and whether the alert tells you to phone the client.
Step by step
Find this under Settings > How alerts reach your phone.
The kinds of alert are: new booking, client confirmed, client replied or messaged you, booking changed, cancellation or no-show, incoming or missed call, voicemail, session not confirmed, upfront payment not in yet, gift orders, Community Care and the morning schedule.
For each kind pick App notification, Text or Both. The default is app notification. 'All by app notification' and 'All by text' set every kind at once.
To receive app notifications, open the app on your phone and allow notifications, then press 'Send me a test notification'. It tells you how many devices received it, or that no device is signed up.
An alert sent by app only cannot be lost: if no phone accepts the notification, a text is sent instead. Client messages, replies and unconfirmed sessions are also pushed to your app whatever you choose.
Every text costs money and app notifications are free, so app notification is the cheaper choice for alerts you only need to see.
Find this under Texting in the admin menu.
Getting a number: enter an area code and pick a number. It costs a monthly price at cost, plus a few cents per text segment, passed through. If you already have a number on the Telnyx account this server uses, choose 'Bring your own number' and enter it with its messaging profile ID. To bring over a number you already use, such as a Google Voice number, use Move my number, which places a porting order that the carrier completes.
Carrier registration: US carriers require every business texting number to be registered (A2P 10DLC) before it can text clients. The platform handles the filing for you. Until it is done the number shows 'Registration pending', and texts may not be delivered. The carrier charges a one-time registration fee, passed through at cost with nothing added.
The 'Texting is on' box switches texting on and off. Releasing a bought number gives it back for good, and clients who reply to it will no longer reach you.
Confirmations only keeps texts to about 2 per session and your evenings quiet. Calls still ring as normal, and every text a client sends is still saved in Messages.
The automatic reply asks the client to call or email. You can change its wording; {office_phone} and {office_email} are filled in for you. A client gets it at most once every 24 hours.
Choose Off, 30 minutes, 1, 1.5, 2 or 3 hours before your first appointment, or 'Evening before, at' a time between noon and 11:30 PM.
It comes as a text or an app notification, as you chose under 'How alerts reach your phone'.
Under Settings > Phone greeting there are two boxes, up to 600 characters each: the Greeting and the Voicemail prompt.
The built-in greeting names your office and lists every therapist shown on your booking page, in the order you set for them: press 1 for the first, press 2 for the second, and so on. With a single therapist there is no menu and the call goes straight through.
Only the words change. The keys callers press stay exactly as they are, so a greeting you write should still say which key does what.
If the therapist a caller picks has no phone number saved, the caller hears that they can't take calls right now and is offered voicemail.
Voicemails reach you as an alert (text or app notification, as you chose). A missed call can send the caller an automatic text if that template is on (see 'Automatic texts and saved replies').
This is for the practice owner. While it is on, texts from numbers Anataxis does not recognise, and texts in the owner's own conversations, go to the covering therapist's phone instead. Other therapists' conversations are not affected, and the owner keeps every app alert.
The covering therapist's email must match the email they sign in with. Coverage includes the last day and ends after it; change the date to extend or shorten it. Clear the email box and save to end it right away.
During the free month, while your office has no business number yet, a text meant for a client is sent to the therapist's own phone, starting 'Preview — would go to' and the client's first name. You see exactly what clients will get, and the client gets that message by email.
Alerts to your phone also come from this preview number, and count toward the same $2.
When you set up your own number, or the free month ends, previews stop by themselves and real texting to clients takes over.
If the Texting page does not show 'Text previews', they are not available on your office yet.
Find it under Texting > Move my current number here. Only the office owner can send or change a move; other therapists can follow its progress.
Google Voice numbers must be unlocked first: on a computer, open voice.google.com, go to Settings > Account and click Unlock next to the number (not possible in the phone app). Google charges $3 for this, free if the number was moved into Google Voice before. The PIN asked for is your Google Voice voicemail PIN. For a Google Workspace number, your Workspace admin gets the port-out PIN.
For a mobile carrier, ask the carrier for a transfer (port-out) PIN.
The status shows here as it changes. If the provider rejects it, 'What to fix' says why; correct it and press 'Fix and send again'. You can cancel a move that has not finished.
When the number arrives, it becomes your office number for texting and calling. If you used a temporary number meanwhile, you can then release it.
If it says 'Moving numbers opens soon', this is not open for your office yet.
Step by step
For each therapist: sessions that month, standard texts (automatic texts and a client's first reply within 24 hours), extra texts (typed by a person, and other client texts), call minutes, an equal share of the fixed monthly fees and a share of usage that cannot be tied to one therapist.
If the phone company could not be reached, the figures are estimates at published rates and are marked as such.
With no business number yet there is nothing to split.
Open Branding. 'Current look' shows your booking page as it is today.
Upload a logo: PNG, JPG, SVG or WebP, up to 2 MB.
Match my website: enter your website address. Anataxis reads its logo, colours and fonts and shows them next to your booking page before anything changes. Pick the logo, main colour, accent colour, heading font and text font you want, then save.
The booking page picks up the new look the next time it loads. Your logo and colours are also used in your emails and campaigns.
'Reset to original' goes back to the original look.
Under Branding > Describe a change, write what you would like and press 'Show me'. You see the proposed look and a short summary of what would change.
It can change the main and accent colours, heading and text fonts, button corners, logo size, heading boldness, page background and the footer sentence. If your request is outside that, it says what it can change instead.
Save to use it, or 'Try again' with other words. After saving, 'Undo last change' brings back the look you had before.
If it says this is not available on your site yet, it has not been switched on for your office.
Find it under Get found > Your simple website. Its colours and fonts come from Branding.
Boxes: a short welcome line, main and button colour (or the booking page colours), a few sentences about your work, hours, the closing heading and contact details. Leave a box empty to use the grey suggestion taken from your office details.
Photos: up to 6, JPG, PNG or WebP, up to 5 MB each; they are resized for you.
'Who the site shows': each therapist's photo, title and short bio. The booking page uses the same ones.
Press Save, then look at the Preview. Tick 'Publish my website' to make it public; untick it to hide it again. While it is off, visitors get a 'not found' page.
The website lives at /site on your booking address.
Under Get found > Describe your website, write what you want and press 'Show me'. You see the proposed website and what would change: the line under your name, the about text, the closing heading, and the main and button colours.
Approve to save it. Saving does not publish: the website stays hidden until you tick 'Publish my website'.
If it says this is not available on your site yet, it has not been switched on for your office.
Open Email Campaigns and press New campaign. Start from a starter template, one of your own, or blank.
Fill in the subject, preview text (shown beside the subject in the inbox), heading, message, an optional picture and a button with its link. In the message, leave a blank line between paragraphs; **bold**, [link text](https://address) and lines starting with '- ' work.
Who gets it: all clients with an email, clients seen in the last N months, clients not seen in N months, or clients who booked a service. The count updates as you choose and says how many are left out because they unsubscribed.
Your logo and brand colours are added automatically.
'Save draft' keeps it for later. 'Send...' sends it. A sent campaign can be copied with 'Use again'. 'Save this as my own template' keeps it as a starting point.
If email is not set up for your office, sending and tests stay off; ask support.
Step by step
Open Reviews. Pending reviews wait for you; Approve shows one publicly, Feature puts it first, Unapprove takes it down again, and Reject or Delete removes it (it goes to Deleted items). You can filter by therapist.
The review request email ('How was your visit?') is sent a couple of hours after a session is checked out, if switched on under Email Templates > Post-Session. A client is asked at most once every 90 days, and never if 'No notifications' is on for them.
Its 'Leave a Review' button opens a short form for that session: the client picks 1 to 5 stars, writes a few words and sends it. One review per session. It arrives under Reviews as pending, so nothing shows publicly until you approve it.
Review link: when a client gives 4 or 5 stars, the thank-you page offers your public review page (for example your Google or Yelp link) so they can post it there too. Set it under Settings > Review link; leave it empty to use the office default.
Step by step
Open Analytics, Overview tab. The top shows the selected period: revenue and average per session, new clients and average rating.
Bookings by day: click a day to open it on the calendar. Popular Services ranks services by bookings.
Client Retention: clients who came back within 60 days (this figure matures 60 days after each session), returning clients, repeat clients over all time, average visits per client and dormant clients (2 or more visits, not seen in 60 days).
Repeat Sessions by Week counts repeat visits in the week they happened, with no 60-day wait. 'Clients Who Changed Therapist' lists who moved to someone else.
Therapist Performance: completed sessions, cancellations, no-shows, rating and how full each therapist's hours were.
Cancellations & No-Shows lists each one with the money lost. Cancellations rebooked within 2 weeks are shown for reference, not counted.
Exchange sessions are left out of all figures.
Open Analytics, Revenue tab.
The monthly table shows sessions, Groupon sessions, paid revenue, Groupon revenue, total and average per session, with yearly totals and averages.
Groupon Analysis (all time): Groupon clients, how many converted to paying clients, their lifetime value and the conversion rate.
Payment Methods: revenue and tips for each way of paying in the chosen year.
Only checked-out sessions count, so check out every session to keep these right.
Community Care is a sliding-scale program for clients who cannot pay full price. Clients apply on your Community Care page (the /community-care address of your booking site), and you decide on each application.
There are two rates: the Reduced Rate (proof: a pay stub, the first page of a tax return, or an employer letter) and the Community Rate (proof: proof of income or benefits, for example a benefits card or enrollment letter). Each therapist sets their own two amounts, a session price for each rate, on the Community Care screen under 'Your community care rates'. They are not set per service. A client is charged the rates of the therapist they book with.
Changing your rates only affects sessions booked from then on. Clients you have already approved, and sessions already booked, keep the prices they had. Until you save your own rates, you cannot approve new applications: the Community Care screen says 'Set your community care rates first' and links to the setting.
Before you start, open Community Care in the admin menu, set your two rates under 'Your community care rates' and press Save rates.
Step by step
Packages: open the client's profile, go to Session Packages and choose Add package. Enter the number of sessions, the total price, the therapist, optionally one service (blank means any service) and how many days it is valid (60 by default). The form shows the price per session, which is the total divided by the sessions.
New bookings with that therapist (and service) use the package automatically at that per-session price until it is used up or expires. Add-ons and the at-home fee still add on top. 'Apply to upcoming bookings' re-prices bookings the client already has. Cancelling a booking gives its slot back. Nothing is texted or emailed to the client, and package sessions are not asked for upfront payment.
A service set up as a package (a '5X' service, say) creates the client's package itself the first time it is booked.
Gift cards: buyers order on your Gift Certificates page, either a dollar amount from $25 to $1,000 or a specific service, and pay by Zelle, Venmo or card as you offer. A gift paid by Zelle or Venmo stays inactive until you press 'Mark paid'; a card payment activates once the card processor confirms it. The buyer gets a link to pass on, and the recipient claims the gift with it.
Redeeming: the gift code is used when booking or at checkout. A dollar gift reduces the bill and keeps whatever balance is left; a service gift covers that service. If a booking a gift paid for is cancelled, the gift is given back. A no-show keeps it spent.
You can also create gift cards yourself under Gift Certificates in the admin menu, with an optional expiry date.
Open Gift Certificates. Orders waiting for payment are listed at the top. Card orders are marked paid on their own.
Mark paid: choose how they paid and press 'Paid — send certificate'. Until then the gift cannot be used.
View details shows the code (with Copy Code), the therapist, payment, original amount, balance, expiry, message and when it was used.
Change therapist: pick the new therapist and a reason, and optionally let the buyer know by email. If the gift was already paid, the first therapist will owe the new one its price; this shows under 'Money to settle between therapists' until you mark it settled.
'Already used, payment still due' flags a gift that was used before its payment was marked.
Search by code or name to find a gift.
Use it for gifts sold in person, prizes or goodwill gestures.
Step by step
The buyer chooses who the gift is with, then a dollar amount ($25 to $1,000) or a specific service (also for a couple), and enters their details, the recipient's name and a message.
They see only the ways to pay that the therapist has set up: card when the office takes cards, Zelle and Venmo when the handles are filled in. With none, gifts with that therapist cannot be ordered online.
Once paid, the buyer is emailed the gift with a sharing page: copy the link, send it by text or by email.
The recipient opens the link, adds their name and email, and the gift goes on their account. It is used automatically on their next booking (not on package sessions). A dollar gift keeps any balance left.
During a holiday promotion the gift page may show a discount or bonus with an end date; after the bonus date the gift keeps its full paid value.
During the promotion, buyers pay the discounted price and the gift keeps its full value until the bonus end date. After that date it keeps what was paid, as credit that never expires.
What you save here is used by the gift page and the gift checkout. 'Use the default' goes back to the standard promotion for your office.
Step by step
The price is per office, however many therapists work there.
Regular plan: $20 a month or $216 a year (10% off twelve months), with the first month free.
Beta: offices that joined during the beta are free until it ends, then pay $15 a month for 24 months, then the regular price. A beta office that never uses Anataxis gets two friendly emails and, if still unused, moves to the regular plan; nothing in the office is changed or deleted.
Offices that joined during a launch offer keep their price for 3 years; Billing shows 'Price locked until'.
Billing shows your status, when the trial ends, free months left and your card.
Open Billing in the menu (shown for offices that pay online). 'Add a card / Choose plan' starts paying. 'Manage billing' opens the page to change your card and see invoices.
If a payment fails, Billing says so; update your card there.
Cancel your plan: your service ends on the date shown, or at the end of the current period. Your data stays available for export for 30 days after that.
If Billing says card payments for your plan open soon, your free months keep running until then.
Billing > Refer an office shows your referral link, how many offices joined, how many paid and the free months you earned.
Free months are earned when the referred office pays its first invoice that really charges money for the plan. Unused free months carry forward.
Usage covers your business number's monthly price, each text segment and call minutes, plus the one-time carrier registration fee.
Your first full month shows on Billing once it ends, and is charged at cost.
During the free month Anataxis covers up to $2 of text previews, alerts and AI help.
To see how the bill splits between therapists, open Phone Costs.
Open Import Data. Import clients first, then appointments, then notes.
Recognised programs: MassageBook, Acuity, ClinicSense, Square, Vagaro, Jane App, Mindbody, Noterro, Fresha, SimplePractice, Schedulicity and GlossGenius. Anything else can come in as a generic CSV.
Files: Excel (.xlsx), CSV, or a ZIP holding one of them. A ZIP with several files must be unzipped and uploaded one at a time.
After upload you see which program was detected and how the columns are matched. Adjust any column that is wrong. Rows that match an existing client by email or phone are listed and skipped.
The result shows how many were created, skipped as duplicates, and any errors with the reason.
Step by step
Notes CSV: one row per session with the date, the client's email or phone, and either Subjective, Objective, Assessment and Plan columns or a single note column. Import your clients first. A row with no booking on its date gets an imported past booking to hold the note.
Files per client: find the client, choose whose notes these are (blank means the client's usual therapist, or you), and choose the files. They show on the client's record and on their SOAP note screen as 'Previous notes (imported)'.
Only the therapist the files belong to can open them, unless they share them. See 'Imported notes: privacy and sharing'.
Import Data > Export: one CSV each for clients (names, emails, phones, tags, last visit), bookings (client, service, price, status) and your own SOAP notes. They open in Excel or Google Sheets.
Billing > Your data > 'Download my data': clients, bookings, services and your notes in one zip.
The client list's Export CSV downloads all clients or one tag.
Deleted items keeps appointments, SOAP notes, voice memos, imported note files, communication log entries, contraindications, reviews, waitlist entries and text conversations, with who deleted them and when.
Press Restore and the item goes back to where it was.
You only see notes you are allowed to see: an imported note file shows to the therapist it belongs to and those it is shared with.
If you have forgotten your current password, sign out and use 'Forgot password?' on the sign-in page instead.
These features use AssemblyAI (speech to text) and Anthropic (Claude) to process what you or the client said or wrote. Health information should only be sent to services you have a signed privacy agreement (a BAA) with.
Tick 'Signed privacy agreements (BAA) with AssemblyAI and Anthropic' only once your office has them. Off: those features stay off and nothing is sent.
Iris, the help assistant, is different: it is never sent anything about your clients.
A new therapist gets an email telling them to set their password with 'Forgot password' on the sign-in page, using the email you entered, or to sign in with Google with that email. Until they do, Team shows 'has not set a password yet'.
Once added, they show on the booking page; set their services, hours and Zelle or Venmo handle as usual.
Switch off stops them signing in and hides them from the booking page. Their past sessions, notes and any booked sessions stay as they are, so move or cancel future bookings yourself. Switch back on restores them. The owner and your own account cannot be switched off.
Step by step
The small ? buttons next to settings show a short summary, a 'Read more' link to this manual, and an 'Ask Iris' box.
Iris answers only from this manual. If the manual does not cover your question, Iris says so and gives you the support email instead of guessing.
Only your question is sent, never client names, notes or records.
An office can ask up to 30 questions a day. If Iris says it is not available on your site yet, it has not been switched on for your office.
The manual is at anataxis.app/manual. Every topic has its own link, which is where the 'Read more' links in the app go.
When you email support, say which screen you were on, what you pressed and what you expected. A screenshot helps.
Adding therapists is on the Team screen, confirmation timing and your review link are under Settings. For anything not on a screen, email support.