Industries / Mental health
Time tracking for mental health clinics
Front desk staff clock in on a tablet. Clinicians request time off, and it shows on the same calendar. Session notes and client booking stay in your other systems.
- 14-day trial
- From $15/mo
- Live demo
From $15/mo billed annually. Starter $15/mo · Growth $25/mo · Scale $49.99/mo.
How a mental health clinic uses it
Admin hours for the week
Front desk staff clock in on a tablet
Admin hours often end up in a notebook next to the appointment book.
The kiosk is a clock on a shared tablet. Each person clocks in and out with their own PIN.
Time-off requests waiting for approval
Clinicians request time off
A clinician’s day off should be known before their week fills up with clients.
Clinicians request time off in the app. A manager sees how many days they have left and approves it, and the day shows on the team calendar.
Clinicians and admin staff on one list
Clinicians don’t have to clock in
Not everyone at the clinic needs to clock in.
You choose who clocks in. Hourly admin staff can clock in and out, while clinicians use TimeOff Manager only for time off.
Days off left for each person
A group practice with one front desk
Several clinicians share one front desk, and keeping track of everyone gets messy.
Everyone is in one account, and each clinician and admin has their own user.
Requesting a day off from the phone
Remote session days are not days off
A clinician seeing clients from home that day is working, not taking a day off.
A day off is a time-off request. Clocking in is optional, and only needed if you track that person’s hours that day.
Approved hours, ready for payroll
TimeOff Manager tracks hours. It doesn’t pay anyone. At the end of the pay period, a manager reviews and approves the hours. Then you download them as an Excel or CSV file and send it to whoever runs payroll: your bookkeeper, your accountant, or your payroll software.
-
Hours are approved first
A manager checks the hours before they go anywhere, so payroll gets real numbers, not guesses from a group text.
-
Overtime is flagged
Extra hours show up on the timesheet, so you can see overtime before you pay it.
-
Excel or CSV
One download your bookkeeper or payroll software can open.
-
Payroll happens elsewhere
TimeOff Manager does not calculate pay, print checks, or file taxes.
The hours report, ready to download
See it on the real product
These are real TimeOff Manager screens. Open the live demo to click around them yourself.
A typical day
-
1
Open the desk
Front desk staff clock in on the tablet.
-
2
Check the calendar
See who is out this week.
-
3
Plan coverage
Approved time off is on the calendar. Client booking stays in your practice software.
-
4
Send hours to payroll
Download the approved hours as a file.
This is not session notes or booking software
TimeOff Manager does not store session notes, treatment plans, or appointments. It records when staff clock in and out and their time off, and lets you download the hours for payroll.
Also see time tracking software, TimeOff Kiosk, PTO software, and pricing.
Approved time off can sync to Google Calendar and Microsoft Outlook. Approved hours can go to QuickBooks Online or FreshBooks.
You can also ask ChatGPT, Claude, or Cursor questions about your account, like who is out next week, through Model Context Protocol.
Simple pricing
From $15/mo billed annually. Starter $15/mo · Growth $25/mo · Scale $49.99/mo. Every plan includes time off, clock-in, GPS, a shared-tablet kiosk, mileage, and hour downloads.
Common questions from mental health clinics
Do clinicians have to clock in?
No. Clinicians can use TimeOff Manager just for time off. Hourly admin staff can clock in on the tablet.
How is a remote day different from a day off?
A day off is a time-off request. A remote day only needs a clock-in if you also track that person’s hours.
Can a group practice share one account?
Yes. Each clinician and admin has their own user in the same account.
How much does it cost?
From $15/mo billed annually after a 14-day trial. Starter is $15/mo for 1–20 people, Growth is $25/mo for 21–50, and Scale is $49.99/mo for larger teams.
Other on-site teams
Know who is in the clinic, with sessions kept private
From $15/mo billed annually after a 14-day trial. Starter $180/year (1–20 users), Growth $300/year (21–50), Scale $49.99/mo or $479.90/year (51–1,000).