Your organisation, each centre, and each practitioner can have a public page, with an accent colour that matches your identity. Client payments go through Stripe directly into your own account, then on to your bank account.
You focus on counselling.
Solacare handles the rest.
Whether you practise independently or run a private counselling organisation,
Solacare brings bookings, sessions, payments, records, and team management into one platform
Founded by former Open Up social workers,
led by a social worker with a master’s degree in computer science
Built for private counselling services in Hong Kong. Your brand and your clients stay yours.
You are already doing important work
Public and community mental health services cannot reach everyone in need, and your private counselling service is already how many Hong Kongers get timely support.
But as your service grows and more clients arrive, the administrative work grows with it.
Scheduling, reminders, payments, receipts, case notes, and team management all matter, yet they should not take away the time you could spend with your clients.
Your service is established, but managing it keeps getting harder?
If you have been running a private counselling service for a while, some of these probably happen every day:
Scattered tools that get harder to manage as your team grows
A calendar app for scheduling, WhatsApp for reminders, Zoom for sessions, Excel for accounts, Word for case notes, Google Drive for documents. One person can cope, but with several practitioners your data ends up spread across different people and different tools.
Payments, reschedules, and receipts all handled by hand
You check transfer records one by one, chase unpaid fees, deal with last-minute cancellations and no-shows, then prepare receipts manually. None of this earns income, yet it takes hours every week.
Client data access and privacy are hard to control
Which colleague can view which client's records? Whose computer or cloud drive holds the documents? When data is scattered, privacy law and professional standards become much harder to meet.
New clients come mainly from word of mouth and advertising
Word of mouth takes time to build, advertising is costly with unpredictable results, and Hong Kong has few channels where counselling services stay visible to the right clients.
A platform built for counselling services can take this work off your hands
Designed for established practitioners and organisations
Solacare does not replace your brand. It becomes the management system behind your service.
Set roles and permissions at the organisation and centre level to decide what each colleague can view and manage. Each practitioner's case notes are kept separate, and key actions are recorded in an audit log, so you can manage your team with confidence.
Solacare is run by former Open Up social workers and draws on mature private practice tools from Canada. Our founder Nicholas also holds a master's degree in computer science and has built online platforms for Open Up, Canada's national 9-8-8 Suicide Crisis Helpline, and his own psychotherapy centre. He personally supports every organisation through its setup.
From your current workflow to one platform
Compare each step and see how your daily work could become simpler
Bookings and scheduling
How it works nowClients enquire by WhatsApp or phone, and it often takes several messages to settle a time before you add it to your calendar by hand. Every reschedule repeats the whole process.
With SolacareClients choose a service, date, and time directly on your public page. Both you and your clients can create and change bookings, and a waitlist is available when your slots are full.
Before the session
How it works nowYou message each client the day before, send consent forms and questionnaires as email attachments, then check who has returned them.
With SolacareBased on your service settings, the system sends booking reminders by email or WhatsApp, along with forms, documents, or exercises before the first session or every session. Completion status is visible at a glance.
During the session
How it works nowOnline sessions run on separate video software, with links you create and send yourself. For in-person sessions, you track attendance and time on your own.
With SolacareThe built-in encrypted therapy room supports video, voice, and text sessions for individuals, multiple participants, and groups. In-person sessions can be logged for time and attendance with ease.
Payments and receipts
How it works nowAfter each session you check FPS or bank transfer records, chase unpaid fees, and prepare receipts by hand. Fees for late cancellations and no-shows are often awkward to ask for.
With SolacareThe system charges the client after the session and issues a receipt. You can set cancellation, reschedule, and no-show fees in advance, and you decide whether to charge them. The Core plan also supports off-platform payments such as cash.
Records and documents
How it works nowSession notes are written in Word and stored on personal computers or cloud drives. Formats differ between colleagues, and old records take time to find.
With SolacareComplete session summaries and case records with your own templates. They are stored in the client's file together with forms and documents, protected by field-level encryption.
Team management
How it works nowEach new colleague needs accounts and shared folders across several tools, and each departure means access must be removed one tool at a time. Things get missed.
With SolacareAdd a practitioner account and assign a role. Each colleague only sees data within their permissions, and organisation owners manage every centre and practitioner in one place.
You do not need to change everything at once.
Start with one step, then move the rest at your own pace.
Start with no monthly fee, then choose by session volume
With no monthly fee, you can move your existing workflow over while you use every feature. Once your session volume is steady, you can consider a flat monthly plan.
Suits solo practitioners and small organisations
Growth
No monthly fee. A platform charge applies only after a paid session is completed.
- No monthly fee, so your move adds no fixed cost
- 10% platform charge per paid session, capped at HK$950 per month
- No platform charge in months with no paid sessions
Client payments are collected through Stripe, a third-party payment company, which charges a separate 4.8% transaction fee per session. If you choose the flat-fee Core plan, we no longer charge the 10% platform fee, and you can also collect fees through other methods (such as cash or FPS) to avoid the 4.8% transaction fee.
What's included
- Public pages for your organisation, centres, and practitioners
- Role-based permissions for organisations and centres
- Appointment management and waitlist
- Encrypted online video, voice, and text therapy room
- Automatic email and WhatsApp notifications
- Custom forms, questionnaires, and session note templates
- Automatic client billing with custom receipts
- Cancellation, reschedule, and no-show fee settings
- Five channels to receive new clients
- Designed with reference to Hong Kong's PDPO and Canada's PIPEDA and PHIPA
Other options that might suit you:
Core
HK$525/month (additional practitioner accounts at HK$210/month each)
Flat monthly fee with no per-session platform charge
If you or your organisation has a steady volume of paid sessions, the Core plan offers a flat monthly fee. At HK$800 per session, 7 paid sessions a month already makes Core more cost-effective than Growth. Core also supports off-platform payments such as cash and FPS, with no electronic transaction fee.
Community
HK$375/month (additional practitioner accounts at HK$150/month each)
Designed for organisations offering only free services
Ideal for NGOs, academic institutions, or other organisations that only offer free counselling. This plan does not support paid services, but includes most booking, session, and case management features.
What you may want to know before you switch
The questions established practitioners and organisations ask us most often
Can I keep my services and team members hidden from the public?
Yes. Whether your organisation, centres, team members, and services are public is entirely up to you. If you only want to use Solacare for internal management and to deliver counselling, you can keep your organisation and practitioner profiles private, and the public will not find your services or practitioners through the platform.
Is there a minimum contract or lock-in period?
The Growth plan has no contract, no lock-in period, and no minimum number of sessions per month, so if you have no paid sessions, we charge nothing. You can switch to the Core or Community plan at any time. Both are billed monthly, and if you cancel partway through a billing cycle, you can keep using the plan until the cycle ends.
How does Solacare handle data, and does it follow privacy law?
Solacare is developed by a federally incorporated Canadian company, and the platform is designed with reference to Canada's PIPEDA and Ontario's PHIPA. As the platform mainly serves users in Hong Kong, it is also designed with reference to Hong Kong's Personal Data (Privacy) Ordinance. Sensitive fields are encrypted with AES-256-GCM. We understand that many Hong Kongers have concerns about sensitive data such as mental health records being stored locally, so we deliberately host our database in Singapore rather than Hong Kong, so that clients can seek help with greater peace of mind.
How do my existing clients move over to Solacare?
You can invite your existing clients to register a Solacare account, and they can then book and receive your counselling services directly on the platform. As you deliver services on the platform, each client's bookings, session records, and documents build up on Solacare step by step. For client data you previously kept elsewhere, privacy considerations mean we cannot transfer it to the platform for you unless the client has given consent.
Will I pay a platform charge on clients I bring myself?
Yes. On the Growth plan, every paid session carries a 10% platform charge (capped at HK$950 per practitioner per month). On the Core plan, you pay only the flat monthly fee, with no per-session charge. Solacare is essentially a tool that supports your counselling service, and the cost for you and your team is usually far lower than your previous administrative overhead and other software.
Join the free Launch Programme, guided by our founder
Fill in a five-minute registration form so we can understand your current service and team. We will arrange a free online consultation, show you the platform based on your situation, and plan with you how to move your existing workflow to Solacare step by step.
- Personal follow-up from our founder, Nicholas
- We contact you within one to two working days through your preferred channel
- A demo tailored to your service and team size, with a plan for your move
- Completely free
Prefer to start right away? You can also create your own account and follow the platform's guided steps.
Not yet in private practice? See our introduction for practitioners.