Massage therapist software that fills your calendar while you're on the table
Arkathos is software for solo massage therapists. It takes bookings and answers questions while you're in session, send reminders and fill cancellations from your waitlist, and nudge regulars when they're due to rebook, so you stay with your client instead of on your phone.
- Missed calls while you're with a client24/7 booking and answersClients book online any hour, and an agent answers questions like "anything open Thursday?" and books them while you work.
- Empty slots from no-shows and late cancelsReminders and a waitlistReminders go out by text or email 48 and 24 hours before each session, and a cancellation is offered to your waitlist automatically.
- Regulars who quietly stop coming backRebooking nudgesClients who are due for their next session get a personal nudge with a one-tap rebook link.
Also: intake forms · client notes · review requests · license & CE reminders · books synced to QuickBooks or Zoho Books · plans from $39/mo
Sound familiar?
When you're the therapist, the receptionist, and the bookkeeper, something slips.
You can't answer the phone mid-session
Missed calls turn into missed bookings, and new clients book with whoever answers first.
No-shows and last-minute cancels
An empty 90-minute slot is income you don't get back, and chasing confirmations eats your breaks.
Regulars quietly stop rebooking
Monthly clients drift to every few months, and you only notice when the calendar has gaps.
Your front desk, without the front desk
These are the agents a solo practice uses most. Every plan includes all 16.
- Scheduling
Quartermaster
Online booking by service and session length, buffers between clients, a waitlist for cancellations, and reminders by text or email 48 and 24 hours out.
- Front desk & support
Guardhouse
Answers questions like "anything open Thursday?" or "do you do prenatal?" from your site and messages while you're in session.
- Documents
Scribe
Sends your intake and consent forms to sign before the first appointment.
- CRM
Sentinel
Keeps each client's intake, pressure preferences, focus areas, and session notes, and flags who's due to rebook.
- Reviews
Bulletin Board
Asks happy clients for a Google review after their session and drafts thoughtful replies.
- Marketing
Herald
Posts to your social accounts and keeps your Google profile fresh so people nearby find you.
- Finance
Treasury
Tracks income and expenses synced to QuickBooks or Zoho Books, and keeps a running estimate of your quarterly taxes.
- Compliance
Watchtower
Tracks your massage license, CE hours, liability insurance, and CPR certification.
A day in your practice with Arkathos
Five clients, no missed calls, and nothing to catch up on at night.
- Booked overnight. A new client grabbed a 60-minute deep tissue slot at 11 PM, and their intake form is already signed.
- You're in session. Guardhouse answers a message about prenatal massage and books the client for Thursday.
- Tomorrow's confirmed. Reminders go out; one client reschedules herself and the waitlist fills the gap.
- Rebook nudge. This morning's client gets a thank-you, a rebook link, and a review request.
- Books are done. Today's income is logged and your quarterly tax estimate is updated.
License and renewals Watchtower tracks
Your license is your livelihood. Watchtower keeps every renewal date and CE requirement in one place and reminds you well ahead of time.
| What | Who issues it | How often |
|---|---|---|
| State massage therapy license | Your state massage or bodywork board | Usually every 1–2 years |
| Continuing education (CE) hours | Your state board | Due by each renewal; hours vary by state |
| Professional and general liability insurance | Your insurer or professional association | Yearly |
| CPR / first aid certification | Required in some states | Typically every 2 years |
| Massage establishment license | City, county, or state, if you run your own studio | Usually yearly |
| Home occupation permit | Local zoning office, if you work from home | Varies by town |
| Business registration or DBA | State or county | Annual report in many states |
Requirements vary by state and town. This list covers common ones and isn't legal advice; confirm with your local office.
Works with the tools you already use
Keep your bookkeeping where it is. Arkathos syncs your income and expenses so tax time isn't a shoebox of receipts.
QuickBooks Online
At launchYour books stay in QuickBooks; invoices and expenses sync both ways.
Zoho Books
At launchBooks, invoices, and contacts, plus payroll totals from Zoho Payroll.
Gusto
Coming soonPayroll and contractor history for labor costs and 1099 tracking.
QuickBooks is a trademark of Intuit Inc.; Zoho Books and Zoho Payroll of Zoho Corporation; Gusto of Gusto, Inc.; Avalara of Avalara, Inc. Arkathos is not affiliated with or endorsed by these companies.
Plans from $39/mo. Every agent included. Add-ons: Business Phone for texting and an AI receptionist, and Books & Payroll with Zoho.
Compare plansMassage therapist software questions
What is the best software for a solo massage therapist?
Look for one place that handles online booking, reminders, intake forms, client notes, and rebooking, so you aren't juggling apps between sessions. Arkathos does all of that, adds an agent that answers booking questions while you're with a client, and tracks your license and CE renewals.
How do I reduce no-shows as a massage therapist?
Send reminders 48 and 24 hours before each session, state your cancellation policy at booking, and keep a waitlist so a cancellation gets refilled. Arkathos automates the reminders and the waitlist.
Can clients book massage appointments online 24/7?
Yes. Clients pick the service and session length, see your real availability with buffers between sessions, and get a confirmation and reminders by text or email.
Do massage therapists need SOAP notes software?
If you work clinically or bill insurance, keeping structured notes for every session protects you and your clients. Arkathos keeps intake forms and per-visit notes attached to each client in secure, private records.
How much should a self-employed massage therapist set aside for taxes?
Many set aside 25–30% of net income to cover self-employment tax of about 15.3% plus income tax, and pay quarterly estimates. Arkathos keeps a running estimate from your tracked income; confirm the final numbers with your accountant.
How much does Arkathos cost?
Plans run from $39/mo to $499/mo, and most solo practices start on Launch at $39/mo. Text reminders and the AI receptionist are a Business Phone add-on. You can start with a 14-day free trial on Launch.
Stay on the table. Let the agents handle the desk.
Set up your practice in minutes and take your first online booking today.
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