Therapists & counsellors playbook · 5 free jobs

AI for therapists and counsellors: 5 admin jobs to hand to AI (never the therapy)

Confidentiality comes first. Nothing in this playbook involves client notes, session content or clinical judgement, and no client information should ever go into a consumer AI tool. AI only helps with the practice admin around your work.

Job 1 of 5ChatGPTClaude

Write a warm, clear "about and approach" page

People choose a therapist from a page or a directory profile. Clear, human writing about how you work helps the right clients find you.

Time: 45 minutesCost: free tools work

A free AI chat tool

Steps

  1. Write rough notes: your training, modality, who you work with, what a first session is like, fees, online or in person.
  2. Run the prompt below.
  3. Rewrite it so it sounds like you. Clients notice.
  4. Check every claim about qualifications and membership is accurate.

The exact prompt

Copy, paste, then fill in the [brackets]
Rewrite my notes into an "About me and how I work" page for a therapist's website. Under 350 words.
Notes: [paste].
Warm, plain language, no jargon, no promises of outcomes ("I'll fix your anxiety"). Include: who I work with, my approach in everyday words, what the first session is like, practicalities (fees, length, online/in person), and how to get in touch.
Only use qualifications and memberships I've listed.

✓ Check before you send

  • No outcome promises.
  • Qualifications and memberships are accurate.
  • It sounds like you.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 5ChatGPTClaude

Reply to new enquiries with a kind, boundaried template

Enquiries often arrive at a hard moment. A warm, prompt reply with clear next steps and crisis signposting matters.

Time: 20 minutes onceCost: free tools work

A free AI chat tool, to write the template once (never paste in an actual enquiry)

Steps

  1. Decide your process: free initial call or not, availability, fees, waitlist.
  2. Run the prompt below. Don't include anything from a real enquiry.
  3. Save it as an email template and personalise it each time.

The exact prompt

Copy, paste, then fill in the [brackets]
Write an email template for a therapist replying to a new enquiry. Under 160 words.
Include: thanks for reaching out, my process [e.g. free 15-minute call], current availability [placeholder], fees [placeholder], and a gentle line: "I don't provide crisis support. If you're in immediate danger or need urgent help, please contact [local emergency number / crisis line]."
Warm, calm, no clinical comments. Placeholders: [Name], [dates].

✓ Check before you send

  • Crisis signposting is correct for your country.
  • No real enquiry details went into the AI tool.
  • Availability is accurate.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 5ChatGPTCopilot

Write a clear cancellation policy for your client agreement

Late cancellations are hard to raise in the room. A clear, agreed policy makes it a non-issue.

Time: 20 minutesCost: free tools work

A free AI chat tool

Steps

  1. Decide notice period, charges, illness exceptions, holidays, and how you handle missed sessions.
  2. Run the prompt below.
  3. Add it to your client agreement and discuss it at the first session.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a short cancellation and payment section for a therapist's client agreement. Under 200 words.
Use ONLY these rules: notice [48 hours], late cancellation fee [full / 50%], illness [details], my holidays [notice given], payment [timing, method], fee review [notice].
Clear and kind, not legalistic.

✓ Check before you send

  • Rules are yours and applied consistently.
  • The agreement fits your professional body's guidance.
  • Clients agree before starting.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 5ChatGPTClaude

Structure a CPD reflection from a course you attended

CPD logs are often left until renewal. A quick structure turns your notes into a proper reflection.

Time: 15 minutesCost: free tools work

A free AI chat tool

Steps

  1. Write your notes from the training: what you learned and how it might change your practice. No client examples.
  2. Run the prompt below.
  3. Edit so the reflection is genuinely yours and file it in your CPD log.

The exact prompt

Copy, paste, then fill in the [brackets]
Help me structure a CPD reflection for my therapy practice.
Training: [title, provider, date, hours]. My notes: [paste, no client information].
Structure: what I learned, how it relates to my practice and ethical framework, what I'll do differently, how I'll evaluate it. Under 250 words, first person, in my words where possible.

✓ Check before you send

  • No client details, even disguised.
  • The reflection is honest and yours.
  • Hours and dates are accurate.

UK notes extra

  • UK: CPD expectations are set by your professional body, for example BACP.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 5ChatGPTClaude

Draft a general wellbeing article or newsletter

Thoughtful, general articles help potential clients get a sense of you. AI helps structure your ideas, as long as you write the substance.

Time: 45 minutesCost: free tools work

A free AI chat tool

Steps

  1. Pick a general topic (e.g. "what to expect in your first counselling session").
  2. Write your key points in your own words.
  3. Run the prompt below to shape them.
  4. Check it gives no individual advice and includes signposting.

The exact prompt

Copy, paste, then fill in the [brackets]
Shape my points into a 500-word article for a therapist's website on: [topic].
My points: [paste].
Warm, general, no individual advice, no diagnosis, no outcome promises. End with a gentle invitation to get in touch and a line on where to get urgent help: [crisis line for my country].
Keep my wording where possible.

✓ Check before you send

  • No client stories, even disguised.
  • Signposting is correct for your country.
  • Claims are general and accurate.

UK notes extra

  • UK: health claims in marketing are covered by the advertising code. ASA: the CAP Code.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Questions therapists & counsellors ask

Can I use AI for session notes?

This playbook doesn't cover that, and you should never put client information into a consumer AI tool. Follow your professional body's guidance before considering any clinical use of AI.

Which AI tool is free?

The free plans of ChatGPT, Gemini, Copilot and Claude are fine for admin writing like website copy and policy templates that contain no client information.

Will my website sound impersonal?

Clients notice generic copy. Use AI to structure your notes, then rewrite it in your own voice so the right clients recognise you.

Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.