For licensed massage therapists
TableCadence gives every client her own rebooking rhythm and tells you the moment she slips past it. Intake, SOAP notes and the return message all sit in the same place, so the admin is done before you wipe down the table.
The quiet leak
A massage practice rarely fails loudly. It thins out one regular at a time, and the gap between six weeks and four months is invisible unless something is counting.
She is warm, half asleep and reaching for her keys. You say to text you, she means to, and the next open Tuesday goes to someone else. That one skipped rebook is the single largest hole in a solo book.
A skipped rebook costs about $95
Your four week client has been away nine weeks and nothing on your calendar says so. By the time you notice, her shoulder has settled into a new normal and she has found a therapist near her office.
Each lapsed regular is $760 a year
Intake on a clipboard, SOAP notes in a notebook, contraindications in your head. When a client returns after five months you spend the first ten minutes of her hour reconstructing what you did last time.
Roughly 3.5 hours a week on paperwork
You know who has gone quiet. You also know that writing eleven individual check in texts on a Sunday night is not going to happen, so the list stays in your head and nobody gets a message.
62 percent of lapsed clients never hear from you
How it works
Upload a CSV from your booking tool or a spreadsheet. TableCadence reads each client visit history and proposes a cadence: three weeks for the desk worker with a cranky neck, eight weeks for the maintenance client, whatever her pattern actually shows.
Tap the client, dictate or type the SOAP note, mark the areas worked. The card then asks one question: when is she back? Two taps sets the appointment and the cadence clock restarts.
One screen ranks everyone who has passed her usual gap, with how far past she is and what you worked on last. It takes about ninety seconds with coffee before your first client.
For anyone on the board, one short message goes out under your name, in your words, once. No campaign, no discount ladder, no automated second nudge unless you write it.
What is inside
Every screen assumes you have five minutes between clients and both hands full of laundry. Nothing here needs a training week.
Each client carries her own interval, set from her real visit history and adjustable in one field. A prenatal client on two weeks and a quarterly maintenance client never share the same rule.
The board shows who is one week over, who is a month over and who is close to gone, with last session notes attached. You are never guessing which name to reach out to first.
Structured subjective, objective, assessment and plan fields with quick tags for pressure, focus area and homecare. Dictation works on a phone propped against the lotion bottle.
Send a health history and consent link when the booking is made, and the answers land on her card before she walks in. Contraindications and medication changes are flagged at the top.
One plain text note, written once in your voice, sent by hand or on approval when a client passes her gap. It reads like you noticed, because you did.
Rebook rate at the table, average gap by client and revenue held by returning regulars, updated weekly. No dashboard sprawl, just the four figures that tell you whether the book is holding.
What changes
These are medians across practices that have used TableCadence for at least six months, measured against their own first month.
The close out screen asks the rebook question every single time, while she is still on the table and still feeling the work. Therapists start at about 38 percent and reach the low seventies inside two months, mostly because nothing is left to memory.
That is revenue from clients who had drifted past their usual gap and came back after a single return note. It is counted only when the appointment is actually kept, not when the message is sent.
Intake arrives completed, notes are finished in the room and the follow up list writes itself. The time comes back in whole evenings rather than in scattered minutes.
When drift is visible on day eight instead of month three, the client returns before the pain pattern resets. A tighter gap also means fewer long rehabilitation sessions and more predictable Tuesdays.
From the treatment room
I had eleven regulars I would have sworn were still on the book. The drift board showed me four of them had not been in since February. Three came back within two weeks of one plain text, and I did not have to sound like a coupon.
The rebook prompt at the end of the session is the whole thing for me. I used to say to text me and then wonder in March where everyone went. Now the next appointment is set before she puts her shoes on, and my Tuesdays fill themselves.
Two rooms, two therapists, one shared client list that used to be a paper binder. Intake now arrives before the client does, and I can read what my colleague worked on last Thursday without calling her on a day off.
Pricing
Every plan includes cadence tracking, drift alerts, intake forms, SOAP notes and the return message. The tiers differ by how many therapists and rooms you run.
$25 per month
One therapist, one table, unlimited clients.
$55 per month
Up to three therapists sharing one client record.
$115 per month
Up to eight therapists, front desk access included.
Every plan is billed monthly in US dollars and can be cancelled at any time. No annual contract, no setup fee, no charge per client record.
Questions therapists ask
Solo Table is $25 per month, Two Rooms is $55 per month and Studio is $115 per month. Each plan bills month to month in US dollars, and you can end it whenever you like from your account settings. There is no annual lock in, no setup fee and no per client charge, so a busy September does not cost more than a slow February. If you cancel, you keep access until the end of the month you already paid for.
Most therapists are running a live cadence list the same afternoon. You import a CSV from your current booking tool or spreadsheet, map three columns, and TableCadence sets each client cadence from the gap between their last two visits. If you have paper intake forms, you can keep working from them and type the notes in after each session. Our median time from signup to first drift alert is four days.
Notes are stored encrypted at rest on US hosting, and only the accounts you invite to your practice can open them. We do not sell data, we do not train models on your notes and we do not share client records with any advertising network. You can export every note and intake form as a PDF or CSV whenever you want, including the day you leave. If a client asks for their record, you can produce it in a couple of clicks.
TableCadence syncs two ways with Google Calendar and reads iCal feeds from most scheduling tools, so appointments you book elsewhere still move the cadence clock. There is an open API and a Zapier connection for anything more particular, and card payments stay with whatever processor you already have. Many therapists run TableCadence beside their existing booking page rather than replacing it. Nothing in the product requires you to change how clients book.
You can cancel in your account settings without emailing anyone or sitting through a retention call. Your data stays available for export for thirty days after the final billing date, then it is deleted from live systems and purged from backups within another thirty days. Export gives you client records, intake answers, SOAP notes and the full visit history in open formats. Several therapists pause over the summer and come back in the fall with everything intact.
That objection is the reason the return message is written the way it is. TableCadence sends one short, plain note when a client passes her usual gap, it never sends a second one unless you write it yourself, and every message goes out under your name in your own words. You approve the template once, then you can review or skip any individual send from the daily list. Therapists who worried most about tone are the ones who tell us the message reads like a normal check in.
A Tuesday, in practice
Nothing here asks you to sit at a desk. Every interaction happens on a phone or a tablet, between clients, with one hand free.
Coffee, then the drift board. Nine names, sorted by how far past their usual gap they are, each with the last treatment note underneath. You tap three, approve the return note, and put the phone down.
Your 10 o'clock is sitting up and reaching for water. The card is already open on the tablet: five tags for the work you did, one line of homecare, then the rebook question and two taps for a Thursday in three weeks.
A new client booked online this morning. Her intake and consent arrived twenty minutes later, and the flag at the top of her card says she started a new blood pressure medication in June. You read it before she is through the door.
The second room finishes. Your colleague files her notes on the shared chart, and tomorrow you can see what she worked on without a phone call or a text on her day off.
Laundry in, lights off. No stack of paper to take home, no Sunday evening spent reconstructing the week, no list of people you meant to check on living in your head.
The weekly retention email arrives: rebook rate, average gap, clients recovered and the revenue those visits carried. Four figures, one screen, thirty seconds of reading.
Records and privacy
Health history, consent forms and treatment notes are the most sensitive records a practice holds, and state boards expect you to be able to produce them years later. TableCadence stores them encrypted at rest on United States infrastructure, with access limited to the accounts you invite.
The front desk role on the Studio plan can see appointments and contact details but not clinical notes, which is how most multi therapist studios need it to work. Every export is available on every plan, in open formats, on the day you ask for it.
Two way sync with Google Calendar, iCal feeds from most booking pages, an open API and a Zapier connection. Card payments stay with your existing processor, and your booking page can stay exactly where it is.
The Quiet Table
Reporting on the parts of a massage practice that decide whether it lasts: the rebooking conversation, the numbers behind your rate, the paperwork a board will ask for, and the hands that have to hold up for another twenty years.
Book a demo
Twenty minutes, screen shared, your own client pattern on the board. We will show you the rebook prompt, the drift ranking and the return message, and you can decide afterward.
Demos run Monday to Thursday, 8 a.m. to 6 p.m. Central, including early slots before your first client. If you would rather send questions in writing, that works too.
Prefer email? Write to jimenezjulien42@gmail.com and you will hear back within one business day.
No card, no trial countdown and no sales sequence. One reply from a person, then you decide.
