Massage Therapist Client Tracker & Rebooking Planner | Packages, Memberships, Intake Form Status | Notion Template + Google Sheets

Run the admin side of your massage practice from one place, in Notion or Google Sheets.

Know who to rebook. Give each client their own rebooking cadence (every 2, 4 or 6 weeks, whatever you choose). The tracker works out their rebook date from their last attended visit and flags them: Booked, On track, Rebook due soon or Rebook overdue.

Forms at a glance. Track the intake form and health-history form as Not sent / Sent / Received, plus a contraindication-acknowledgment checkbox. A Forms Flag shows what's missing, and turns red when the client already has a visit booked. Only the status is tracked: the forms themselves stay wherever your obligations require.

Packages and memberships that count themselves. Sessions used and remaining, the renewal or expiry date, and alerts for low balances, used-up packages and upcoming renewals.

Your service menu. Session types, lengths and prices in one price sheet that every session looks up.

Balances. What each client owes for sessions and packages adds up automatically, and shows on the dashboard.

Two ways to use it (both included):

- Notion template: one click to Duplicate into your workspace. The Massage Practice Hub has 4 linked databases (Clients, Sessions, Packages & Memberships, Service Menu) with relations, rollups and formulas already set up. Views: All Clients, Rebook Due, Forms Outstanding, Session Log, Calendar, Upcoming, All Packages & Memberships, Needs Attention and Menu, plus Rebook due, Coming up, Forms to collect and Packages needing attention on the hub page.

- Google Sheet: a Dashboard plus Clients, Sessions, Packages & Memberships, Service Menu and Lists tabs, with dropdowns, rebook flags, package counts and balances.

What you get (instant digital download, one ZIP):

- Google Sheet tracker (.xlsx; open it in Google Sheets)

- One-page Setup Guide (PDF + DOCX) with the Notion template link

- Backup kit for building the Notion version by hand: 4 CSV files, a database structure doc, and an illustrated step-by-step walkthrough (PDF)

The rebook due-soon window (7 days), renewal reminder (7 days) and low-balance alert (1 session left) are settings you can change. They're your own choices, not standards or rules. Fictional sample data is included so you can see how everything works; delete it when you're ready.

Please note: this is an admin tracker only. It doesn't store health details and doesn't give medical advice.

Not HIPAA-compliant storage. Not an EHR. Not medical or legal advice. This is an organizational template only. Keep client data wherever your own compliance obligations require.

Privacy & scope: This tracker is for admin steps only: form status, bookings, packages, memberships and payments. The intake form, health-history form and contraindication acknowledgment are tracked as a status or a checkbox only. Keep the forms themselves, and any health details, in the systems your obligations require, never in this tracker. The rebooking cadence, due-soon window, renewal reminder and low-balance alert are your own adjustable settings, not standards or rules.

All sample data is fictional.