A massage therapy appointment template that keeps health questions where they belong
A service menu, booking page copy, short pre-treatment questions, arrival notes, a cancellation policy, and confirmation and aftercare emails, all with [placeholders] to fill in.
This free massage therapy appointment template gives remedial, relaxation and sports massage therapists a ready-made booking page. It covers the service menu, a page description, a few pre-treatment questions, what clients should wear and when to arrive, a cancellation policy, and the confirmation and aftercare emails clients receive.
The template keeps booking questions deliberately short. Full health history belongs on your clinic intake form, completed at or before the first appointment, not in an online booking form that many people fill in on their phone at a bus stop. Copy the sections, replace the [placeholders] and you are ready. If you run other services alongside massage, our general service booking page template uses a similar layout.
Copy-ready sections for your massage booking page
Replace everything in [square brackets]. Wording in single quotes is what clients see.
1. Headline
'[Business name]: [remedial / relaxation / sports / pregnancy] massage in [suburb or town], with [therapist name], [qualification].'
2. Service menu
- 'Remedial massage, [30 / 60 / 90] minutes: [one-line description, for example targeted treatment for muscle pain, tightness or injury recovery]. [Price]'
- 'Relaxation massage, [60 / 90] minutes: [full-body, lighter pressure, for stress and general wellbeing]. [Price]'
- 'Sports massage, [30 / 60] minutes: [pre-event, post-event or training maintenance]. [Price]'
- 'Pregnancy massage, [60] minutes: [side-lying, suitable from [week] of pregnancy]. [Price]'
- 'First visit, add [15] minutes for your health history and assessment.'
3. Pre-treatment questions
- 'Is this your first visit with us?' [Yes / No]
- 'Which area would you like us to focus on?' [Choice: neck and shoulders / back / legs / full body / not sure]
- 'Is there anything we should know before your treatment, such as pregnancy, a recent injury or surgery?' [Optional, short text]
- 'Pressure preference' [Choice: light / medium / firm / not sure]
[Keep it to this. Medical conditions, medications and detailed history go on your clinic health form, which you store under your own record-keeping obligations.]
4. What to wear and when to arrive
'Please arrive [10] minutes early [for your first visit / to settle in]. Wear comfortable clothing; for sports massage, [shorts and a loose top] are ideal. You will be draped with a towel throughout and only the area being treated is uncovered. Parking is [details].'
5. Cancellation policy
'We ask for [24 / 48] hours' notice to cancel or move an appointment, so we can offer the time to someone on our waitlist. Late cancellations and missed appointments [may be charged [percentage or amount] / forfeit the deposit]. If you are unwell, please let us know and we will do our best to be flexible.'
6. Confirmation email
'Hi [first name], your [60-minute remedial massage] with [therapist] is booked for [day, date] at [time] at [address]. [Arrive 10 minutes early for your first visit.] [If you have private health insurance, bring your card; see below.] To change your booking, [use your booking link / call [number]] at least [24] hours ahead.'
7. Aftercare email
'Hi [first name], thanks for coming in today. Drink some water, keep moving gently and expect some tenderness for [a day or two]. [Your stretches: [list].] If anything feels worse rather than better, please get in touch. Based on today, I would suggest booking again in [timeframe]: [booking link].'
8. Health fund rebate note (Australia)
'Remedial massage may be eligible for a rebate under some private health insurance extras policies, depending on your level of cover and whether your therapist is recognised by your fund. Please check with your fund before your appointment. We can process claims at the clinic [on our terminal] when you bring your card.'
[Rebates depend on your own provider registration and each client's policy. Claiming happens at the clinic through your usual claiming system, not in Calenix.]
Why a clear massage booking page matters
Massage clients often book on impulse: a sore neck at the end of a long week, a sports event coming up, a gift voucher finally being used. If the page is clear about the treatment types and lengths, they book there and then. If it is vague, they message you to ask, or they book the wrong thing and you spend the first ten minutes of the session sorting it out.
Keeping health questions short is about more than conversion. Health information is sensitive under UK GDPR and under the Privacy Act 1988 (Cth) in Australia, and every booking form you publish is another place that data is stored. Asking only whether the client is pregnant or recently injured, and leaving detailed history for your clinic form, protects both of you. It also avoids clients writing long medical histories into a free-text box you then have to look after. This is general information; check your own professional association's guidance on record keeping. Our scheduling guide for healthcare providers covers the same principle for other allied health services.
The cancellation policy protects your income. A missed 60-minute slot is an hour you cannot sell again at short notice. Stating the policy on the booking page and in the confirmation, plus a reminder the day before, reduces surprises. Our guide to reducing appointment no-shows covers the wider picture, and the appointment reminder email templates give you wording for the reminder itself.
Finally, the aftercare email is what brings people back. A short, personal note with self-care advice and a suggested rebooking window turns a one-off treatment into a regular client.
What the template does for your massage practice
Clients choose the right treatment: a clear menu with lengths reduces wrong bookings.
Less sensitive data online: booking questions stay short and detailed health history stays in clinic forms.
Better first sessions: you know the focus area and any flags before the client walks in.
Fewer late cancellations: the policy is stated on the page, in the confirmation and in the reminder.
More rebookings: the aftercare email ends with a suggested next appointment and link.
Fewer rebate questions at the desk: Australian clients know to check their cover and bring their card.
How to build the booking page in six steps
Decide your treatment list and lengths — Settle on the treatments and durations you actually offer. Each becomes its own booking type, so you can set buffers for room changes and laundry.
Add the four pre-treatment questions — Paste them as custom questions on each booking type and resist adding medical detail.
Set availability and buffers — Connect Google Calendar or Outlook, then add 10 to 15 minutes between appointments for notes, linen and a breather.
Write the confirmation and reminder — Include arrival time, what to wear, parking and your cancellation policy. Email reminders go out automatically.
Decide whether to take deposits — On the Individual plan you can take paid bookings or deposits through providers such as Stripe; check which payment options are available for your account and region.
Share the link everywhere clients find you — Add it to your website, Instagram bio, Google Business Profile and the QR code at reception for rebookings.
Massage treatments and how to set each one up
| Feature | Common lengths | Key booking question | Buffer after |
|---|---|---|---|
| Remedial massage | 30, 60 or 90 minutes | Focus area, recent injury | 15 minutes for notes |
| Relaxation massage | 60 or 90 minutes | Pressure preference | 10 minutes |
| Sports massage | 30 or 60 minutes | Event date, if pre-event | 10 minutes |
| Pregnancy massage | 60 minutes | Stage of pregnancy | 15 minutes for repositioning and notes |
| First visit add-on | Extra 15 minutes | Is this your first visit? | Included in booking |
| Gift voucher booking | As per voucher | Voucher code | As per treatment |
Habits of well-run massage booking pages
Show prices and lengths together so clients compare like with like.
Name the therapist and their qualification on each service.
Ask about pregnancy and recent injury, and nothing else medical, at booking.
Keep cancellation policies firm but humane, with flexibility for illness.
Send aftercare emails within a few hours of the session while it is fresh.
Review your buffer times after a busy week; if you are running late, they are too short.
Keep clinical notes in your practice records, not in booking answers. Calenix is not a clinical records system.
Mistakes to avoid
Putting a full health history questionnaire in the online booking form.
Listing one generic 'massage' service, so clients guess at length and type.
Promising health fund rebates without explaining they depend on the client's cover and your registration.
Booking 60-minute sessions back to back with no time for linen and notes.
Hiding the cancellation policy until after someone has missed an appointment.
Sending the same aftercare email to every client with no mention of what you worked on.
Example: a remedial massage clinic in Newcastle, NSW
Take a fictional remedial massage therapist in Newcastle, NSW, Jess Tran, who works from a room in a Hamilton allied health clinic. Here is her template, filled in.
- Headline: 'Harbour Body Therapy: remedial, sports and pregnancy massage in Hamilton, with Jess Tran, Diploma of Remedial Massage.'
- Menu: remedial 30, 60 or 90 minutes; sports 60 minutes; pregnancy 60 minutes from the second trimester; first visits add 15 minutes.
- Questions: first visit? focus area? anything we should know, such as pregnancy or recent injury? pressure preference?
- Cancellation policy: '24 hours' notice please. Late cancellations forfeit the A$30 deposit, unless you are unwell.'
- Confirmation: 'Hi Liam, your 60-minute remedial massage is booked for Thursday 23 October at 5.30pm at 12 Beaumont Street, Hamilton. If you have extras cover, bring your health fund card.'
- Aftercare: 'Go easy on the shoulder press for a couple of days and try the doorway stretch we did. I would suggest coming back in three weeks.'
Jess runs it on Calenix on the Individual plan, because she needs several treatment types and takes deposits through Stripe. Her Google Calendar is connected so clinic meetings and her Saturday shifts at another practice block time. Health fund claims are processed on the clinic terminal at the end of each session, and her full health forms stay in the clinic's records. Our page on online appointment booking in Australia covers related local considerations.
The illustrative maths: if a clear policy and reminders cut missed appointments from three to one a month on a A$110 treatment, that is about A$220 a month back, or A$2,640 a year. These figures are illustrative.
FAQ
Frequently asked questions
For massage and bodywork therapists
Turn this template into your massage booking page
Start free with one treatment type and email confirmations. Add your full menu, deposits and your own branding on the Individual plan when you are ready. No card needed.