Breadcrumb: BCBA › Progress reports

Generate a progress report

Ask ABACare to draft a learner's progress report with AI from the data collected over a period, then follow the draft until it is ready for your review.

Applies toBCBAOrg Owner

A progress report sums up how a learner did over a period: attendance, progress on each goal, behaviors and your recommendations. ABACare writes the first draft for you with AI, from the data your team collected in that period and the learner's plan. The draft is only a starting point: you read it, correct it and sign it before it counts as the learner's report. This guide covers asking for the draft; the next one covers editing and signing it.

Before you start

You work in the web app. Open Learners, select the learner and open the Progress Reports tab.
The learner needs an Active treatment plan. The report is drafted from that plan.
Each draft uses AI credits from your clinic's allowance for the billing cycle, which your plan sets and which AI session notes share. A longer report uses more credits. The allowance starts again with each billing cycle. When it runs out, what happens depends on the plan: on some paid plans drafts keep working and the extra credits are billed; otherwise new drafts are refused until the next cycle.
The draft is written in your clinic's language.

Ask for a draft

Select Generate Progress Report. With no reports yet, the button is in the middle of the tab, under a message that the learner has no progress reports yet.
Generate Progress Report suggests a Period. It starts where the learner's last signed report ended. For a first report, it covers the last six months, or the time since the learner was added if that is shorter.
To pick other dates, select Change period and pick the first and last day. Days after today cannot be picked. Sessions on the last day of the period are not included.
Pick the Length: Short, Medium or Long. It starts on Short when the app is in Romanian and on Medium in English and Spanish.
Tick Include session summaries in source data if you want the AI to also read the session notes. It is off by default, to keep the draft focused on the collected data.
Select Generate.

The Generate Progress Report window with the suggested period, Change period, the length choice and the session summaries option — Choose the period and the length.

The window closes and the report appears in the list with a Generating badge. Point at the badge to see the estimated time: about a minute for a short report, a minute and a half for a medium one and two and a half minutes for a long one. You can leave the page meanwhile.

If a draft for exactly this period already exists, the window says A draft for this exact period already exists. Select View existing draft to open it. If your clinic's plan does not allow more credits this billing cycle, the window says AI generation limit reached for this billing cycle. Without an Active plan, the window shows an error in English.

Follow the draft

The list on the Progress Reports tab shows each report with its Status, Period, Length, the date it was generated and who signed it.

The Progress Reports tab of a learner with a Draft report and an older Signed report, and the Generate Progress Report button — A learner's progress reports.

Generating: the AI is writing. Until it starts, the row's menu (three dots) has Cancel, which stops the draft at once and refunds its credits.
Draft: the draft is ready. You get a notification, and the row's menu has Edit, Regenerate and Discard. Double-click the row or select Edit to open it.
Failed: the draft could not be written, for example when the period has no data. The reason is not shown. The row's menu has Retry, View and Discard.

Regenerate or discard a draft

Regenerate (on a draft) and Retry (on a failed report) open Regenerate draft, with the period, the length, a cost (Cost: 1 AI credit(s) for Short, 2 for Medium, 4 for Long) and the warning Your previous edits will be lost. Select Regenerate to write the draft again with the same settings. It uses credits again. The cost this window shows is fixed in the app; the credits actually used are set by ABACare per length and can be higher. The first Generate Progress Report window shows no cost. If it cannot start, for example with no credits left, the window stays open without a message.
Change settings, in that window, lets you pick another period or length. The current draft is deleted first, so if the new draft cannot be created you have neither.
Discard asks Discard this draft? Select Discard to delete the report for good.

What happens next

Open the draft, correct it and sign it: see Edit, sign and export a progress report.
A learner who has been in care for six months or more with no signed report in the last six months appears in your Needs Attention list. A draft does not clear it; only signing does.
Only BCBAs and org owners see progress reports. Aides and parents do not.
A goal or target on hold is described in the draft as currently on hold, not as mastered, progressing or regressing. Data collected before the hold can still appear.