You automate therapy intake by putting a conversational agent in front of the pre-session conversation. It asks for the presenting concern, prior therapy experience and preferred format one question at a time, types the answers into a structured client record, and posts that record to your practice software before the first session.
01 · They talk
02 · It becomes a record
typed · validated · deduped
03 · Your stack acts
Who starts it
Someone who has decided, often after putting it off for a long time, that they want to talk to someone - usually outside office hours, usually on a phone, usually a little nervous about what they are about to say.
What it costs today
An 8-page intake packet emailed as a PDF, asking about trauma history and medications in the same tone for a first-timer with a rough week as for someone with years of prior treatment, or a phone line that goes to voicemail until morning.
What it has to produce
A typed client record: who is reaching out, the presenting concern in their own words, whether this is their first time in therapy, and the format and availability that will actually get them to a first session.
20%
of therapy dropouts happen between assessment and the first session - the exact window intake runs in
PMC dropout meta-analysis
| Field | Type | Required | Why it is there |
|---|---|---|---|
| full_name | text | Yes | Identity on the client record |
| phone | phone | Yes | How the practice calls back |
email | — | For records that are easier by email | |
| presenting_concern | text | Yes | The presenting concern, in their own words |
| prior_therapy_experience | boolean | — | Whether this is a first time in therapy |
| preferred_format | text | — | In-person or telehealth |
| insurance_provider | text | — | Feeds the eligibility check, never a coverage promise |
| specialty_area_needed | text | — | Routes to the right clinician |
| availability_preference | text | — | When sessions would realistically fit |
| current_mood_rating | number | — | The self-reported number a between-session check-in carries, never interpreted by the agent |
And what it will not do
Collected data
148 collected19 this week3 need attention
Export CSVDana Whitfield
Captured 1h ago · New Client Intake · joina.chat
Captured data 7 of 8 fields
From the conversation
“Work has been a lot lately, I think I need to talk to someone , I’ve never done this before so I’m not really sure how it works.”
Every value keeps the sentence it came from, and a value the visitor never said is never stored. A Gnosari cannot quote itself into your data.
From here a record can go straight on to Slack, a sheet, a Zap or your own API. The inbox is where you read them, not where they get stuck.
Signed headers
Body
{
"type": "data.collected",
"event_id": "1b6f9c02-4d1a-4f7e-9b3c-2a5e8d0f1c44",
"created_at": "2026-08-11T09:14:22Z",
"payload_version": "v1",
"data_kind": "New client",
"record_id": 1234,
"attributes": {
"full_name": "Dana Whitfield",
"phone": "+1 512 555 0148",
"presenting_concern": "Work stress, first time in therapy",
"prior_therapy_experience": "false",
"preferred_format": "Telehealth",
"availability_preference": "Evenings after 6pm"
}
}Two events
data.collected fires the first time a Gnosari collects a new kind of data. data.updated fires when a client corrects something.
Signed, so you can trust it
Standard Webhooks HMAC-SHA256, with webhook-id, webhook-timestamp and webhook-signature on every request. Verify before it opens a chart.
Quotes are opt-in
The provenance block, the client’s verbatim words, is absent unless you turn it on for that destination.
Zapier or Make
Paste a Catch Hook URL into your Gnosari destination, then point the Zap at your practice software.
Free tier, no app to install, and it fires the moment the client record is complete.
Straight to the desk
Anything that accepts an incoming webhook takes the payload as it is.
No middleman. Whoever runs intake sees the record before the first session does.
Your own endpoint
Give us an https address, verify the signature, open the chart yourself.
A few lines of code, and the delivery log tells you when something did not land.
And you can see every attempt
| When | Event | Outcome | Detail |
|---|---|---|---|
| 19:04:22 | data.collected | Delivered | 200 OK |
| 19:04:18 | data.collected | Failed | 503, retrying in 30s |
| Yesterday 09:37 | data.updated | Delivered | 200 OK |
| Yesterday 07:52 | data.collected | Delivered | 200 OK |
Every attempt is kept, newest first, with the reason when there is one. Failures retry on their own, and the signing secret lives in your dashboard so you can rotate it without calling anybody.
These are examples, not a partner list. SimplePractice, TherapyNotes, Jane App and TheraNest are all reachable the same way: through a Zap, or straight to an endpoint you control. If it takes an HTTP request, it takes the chart.
A button in the corner that opens into a conversation. Your logo, your colours, sitting on the pages you already have.
No chat window and no widget. Your headline leads, the thread sits under it, and it reads like you asked rather than like software collecting.
Every screen on this page is a published Gnosari, embedded from the app. Type into any of them.
display_mode="bubble" A floating button in the corner. Opens over your page and closes again. The default, and the one nobody has to be taught.
Four corners to choose from
display_mode="sidebar" A fixed panel down one side, always open. For pages where the conversation is the point rather than an aside.
Left or right, any width
display_mode="sidebar-push" The same panel, but your content moves over to make room instead of being covered. Nothing on the page is ever hidden.
Left or right, any width
display_mode="drawer" Slides in over the page when it is called, then slides away. The middle ground between a bubble and a sidebar.
Left or right
01 · A link you send
Put it in an email, a text, a booking confirmation or a signature. Each link carries its own opening line and headline, and counts its own visits, so you can tell which channel actually worked.
02 · A code they scan
Every link comes with a QR. On a table card, a receipt, a delivery note, a door. Someone points a phone at it and the conversation starts, with no app and no typing.
03 · A flyer you hand over
A builder for the printed thing itself. Pick a template, restyle it, edit the words on the page and export a print-ready poster or card with the QR already placed.
Twelve curated looks, each a colour and a background pattern chosen to go together. Pick one and you are done.
22 colour themes and 44 background patterns, each drawn in code at four intensities. That is 3,872 combinations before you touch a single token.
22 colour themes
44 background patterns
Every pattern, four intensities
Exact hex values, fourteen fonts, bubble shape per side, corner radius, density, header and input. Explicit tokens always win over the preset. Two chats can share every line of markup and still wear two different brands: only the tokens differ.
A boutique hotel
A developer tool
fontFamily accepts fourteen faces
Set with one call, or one click in the designer. Changing it later takes the same one call, and every published surface updates at once.
| What changes | Phone tag and voicemail | PDF or portal intake form | Gnosari |
|---|---|---|---|
| After hours | Rings out | Downloaded, never returned | Answered, typed, delivered |
| What you get back | A name, if they left one | Whatever fitted in the boxes | The presenting concern in their own words |
| Half-told story | Staff call back to ask | Submitted half empty | It asks the follow-up |
| A hint of crisis | Depends who picks up the voicemail | A form has no idea | Stops immediately, says call 911 now |
| Gets into your practice software | Re-typed by hand | CSV, or an integration you pay for | Signed webhook, the moment it is complete |
| The clinical line | Depends who answered | Not applicable | Never crossed, and stated at the start |
Everything you need to know about getting started. Can't find the answer you're looking for? Reach out to our team.
Gnosari runs the intake conversation a practice would otherwise hold on a first phone call or leave to a PDF nobody returns: what brings the person in, in their own words, availability, insurance or self-pay, whether they have seen a therapist before, and how to reach them. It asks one question at a time through a link on your website, then posts a typed intake record to your practice management system before the first session.