Product guide

What using Ravanika actually looks like

Ravanika is practice-management software for counsellors, with a public profile attached. It is not a treatment service and not a client marketplace — it holds the records, the calendar, the money and the follow-ups for a practice you already run.

This page follows one working cycle from end to end. Read the five stages straight through for the whole picture; open a details block under any of them when you want the mechanics.

Contentsshow

1A new client finds you
2You see them
3You get paid
4Between sessions
5Over time

Stage 1

A new client finds you

Your public profile carries the things someone actually decides on: your college and registration number, what you work with, your fees, and how sessions happen. It is a page you can send to anyone, and it is listed in the Ravanika directory.

When someone gets in touch, the form asks for what you need to reply and nothing more. The message lands in your workspace rather than in a shared inbox, and you decide whether it becomes a client record.

ravanika.com/providers/…Demo data

A provider profile as a visitor sees it. Top of the page; the view is trimmed.

ravanika.com/providers/…Demo data

The form a prospective client fills in. The view is trimmed.

Details: your profile and inquiries

What appears on your profile

Only fields you have filled in. Your registration details are shown because they are information a regulator expects you to display, and anyone can check them with your college. Your phone number and email stay private unless you choose to make them public.

Where inquiries arrive

In your workspace, attached to nothing until you act on them. You can mark one as contacted, decline it, or convert it into a client record, which carries the person’s own words across so the reason they got in touch is not left behind in the inquiry.

Being listed, and not being listed

A profile can be unlisted at any time. Ravanika does not promise that a listing produces inquiries, and it does not verify ongoing fitness to practise beyond the registration details checked when an account is created.

Stage 2

You see them

Sessions are booked against a calendar that knows your fees and session types, so a booking carries its own price rather than needing one written down somewhere else.

The client list is the other half of the same picture: who is active, when you last saw them, and what is outstanding.

The sessions calendar in the counsellor workspace, showing booked sessions across a week.

The client list in the counsellor workspace, showing eight active clients with their status and last session.

Details: booking and client records

Creating a session

Pick the client, the date and time, and the session type. The fee comes from that client’s own rate if they have one, and from your default price for the format if they do not — it is stamped on the session when it is created, not recalculated later.

Adding a client

From the client list, or by converting an inquiry. Clients are matched on phone number so the same person booking twice does not become two records.

Archiving, not deleting

Client records cannot be hard-deleted from the workspace; they are archived, so a record you are required to retain does not disappear because of a mis-click. You can export your records at any time.

Stage 3

You get paid

Payments live on the session itself. Marking one paid records the date and method, and what is still owed is visible without adding anything up.

A receipt is a real document rather than a line in a table: your name and registered title, the client, the session, and — when you are registered to collect it — GST or HST shown separately with your registration number on the receipt.

The payments view in the counsellor workspace, showing paid and outstanding sessions with amounts. — Paid and outstanding sessions together. The view is trimmed.

Screenshot to come: an issued receipt

Showing the GST/HST line and the registration number as they appear on the document a client receives.

Details: payments and receipts

Marking a session paid

Recording a payment asks for the date and the method, because a receipt needs both. Partial amounts and adjustments are recorded against the session rather than replacing its original fee, so the receipt can show what was charged and what was discounted.

GST or HST on a receipt

You tell Ravanika whether you are not registered, exempt, or registered to collect GST/HST. Every receipt states which of the three applies to you, and a registered counsellor’s receipts carry the tax as its own line with the registration number. The wording is fixed at the moment the receipt is issued, so re-opening an old one does not restate it under today’s settings. This is your own tax status, separate from any tax Ravanika charges you on a subscription.

Verifying a receipt

Each receipt carries a link that confirms it was issued through Ravanika and has not been altered. The page returns a result rather than a copy of the document, so a link that leaks does not expose the receipt.

Stage 4

Between sessions

Most practice software records what happened. The harder thing to see is what didn’t: the person who came once and never rebooked, the session cancelled and never rescheduled, the invoice that quietly aged past a month. None of those produce an event to notice — they are all absences.

The Client Attention Center is a standing list of those absences, sorted by what they are rather than when they happened, with the reason written out. Each one can be acted on or dismissed, and continuity items come back rather than disappearing.

The Client Attention Center listing clients grouped by continuity and financial signals, each with a plain-language reason such as first session, no second booked, or cancelled and nothing rebooked.

A client record showing session history, payment status and follow-up settings. — One client’s record and history. The view is trimmed.

Details: what raises a signal

Continuity

A client added but never booked; one completed session with nothing scheduled; a cancellation with nothing rebooked; an established client with no upcoming session. Each says which it is and how many days it has been.

Financial

Sessions that are still unpaid, grouped by client with the amount outstanding, so a single old invoice is visible next to a recent one rather than buried by date.

Dismissing a signal

Continuity items snooze rather than close — they resurface after a week, because the underlying gap has not been resolved by being acknowledged. Financial and administrative items stay dismissed until the condition itself changes.

Stage 5

Over time

Validated screening instruments can be sent to a client as a link, scored on return, and kept with their record. They are included on every plan.

The dashboard is the practice in one view: the week ahead, what is owed, new inquiries, and how many clients are waiting on something from you.

The Assessment Center listing screening packages such as Initial Intake, Depression Screening, Anxiety Screening and Trauma Screening, each with the instruments it contains. — Screening packages available to assign. The view is trimmed.

The counsellor workspace dashboard showing the day's sessions, new inquiries, amounts owed and the number of clients needing attention. — The workspace dashboard. The view is trimmed.

Details: assessments and records

Sending an assessment

Choose a package, and the client gets a link that does not require an account. Completed assessments are scored and attached to the client’s record, and a returned one is raised in the Attention Center so it is reviewed rather than sitting unopened.

Which instruments are included

Only instruments whose licence permits commercial use are assignable, and each one carries its required attribution where it is shown or scored. Where only part of an instrument is implemented, the library names the part. Instruments remain the property of their copyright holders, and using them stays within your own professional judgement.

Your records are yours

You are the custodian of your client records; Ravanika processes them on your instructions to run the workspace. You can export them at any time, and after a cancellation the workspace becomes read-only with at least 60 days to export before removal.

Ravanika is practice-management software with a public provider directory. It is not a treatment service and not a client marketplace, and Ravanika is not involved in anyone’s care. Counsellors listed in the directory are independent professionals, not employees of Ravanika.