Breadcrumb: BCBA › Scheduling

Schedule a session

Book a single therapy session for a learner in the web app, with a plan, an aide, a start and a length, and read the availability and authorization warnings.

Applies toBCBAOrg Owner

Scheduling books one therapy session: a learner, one of their active treatment plans, an aide, a start and a length. The session is Scheduled until the aide starts it. While you fill it in, ABACare warns you when the aide is not available or the learner's authorized hours will not cover it, but it lets you save anyway. It refuses the session only when the learner already has one at that time.

Before you start

The learner needs an active treatment plan. See Create a treatment plan.
Only aides assigned to the learner can be chosen.
The session must start in the future and last from 15 minutes to 8 hours.
You schedule in the web app. Aides can book their own sessions in the mobile app: see Schedule my own session.

Open the form

On the session calendar, select Create Session, or drag across empty time to fill in the start and the length. You can drag only from now on, and in the month view only from tomorrow. If a learner filter is set, that learner is filled in.
In the sessions list, select Create Session.
On a learner's Sessions tab, select New Session, or drag on the learner's calendar. The learner is filled in and cannot be changed.

Fill in the session

Choose the Learner. The list holds active learners only: your learners, or every learner for an org owner.
Choose the Treatment Plan. Only the learner's active plans are listed. If the list is empty, the learner has no active plan.
Choose the Aide (Optional). Only the learner's assigned aides are listed. With none, the form says This learner has no assigned aides. You can still schedule the session, but you won't be able to assign an aide.
Pick the Session Date and the Start Time. Past dates are grayed out. Set the hour and minutes with AM or PM, or use a quick time from 9:00 AM to 4:00 PM.
Pick the Session Duration, 1 hour by default: a preset from 30 min to 4 hrs, or Custom with hours and minutes, then Apply. The line Session ends at: shows the end time.
Read any warning (see below), then select Create.

The Create Session window in the web app with learner, plan, aide, date, time and duration filled in and the aide availability warning — A new session with an availability warning.

Read the warnings

Both warnings are advice. Neither stops you from creating the session.

About the aide (yellow): This aide has no availability set up., or the aide does not work that day, or the aide's hours and the session's hours do not match. ABACare compares the session with the aide's first block of hours that day only. Aides set their hours in Set my weekly availability.
About authorizations (amber): no active authorization covers the date, the session does not fit the approved hours left, or the schedule will go over the approved hours by the end of the period. Each warning ends with You can still save this session. A learner with no authorizations never gets this warning. To record or check a learner's authorized hours, see Manage a learner's authorizations.

The Create Session window with the amber authorization warning and the line You can still save this session — The authorization warning.

If the session is not created

The form stays open and shows what is wrong.

Under a field: for example Learner is required, Treatment plan is required or Session start time must be in the future. Custom lets you pick up to 8 hours 45 minutes, but anything over 8 hours fails with Session cannot exceed 8 hours.
In a red box at the top: if the learner already has a session at that time, the box shows Patient has a conflicting session at this time, in English in every language. Cancelled and No-Show sessions do not count. The aide's other sessions are not checked, so ABACare does not stop you from booking an aide twice.

To close the form, use Cancel, which clears it. Closing it with the X or Esc keeps what you entered, and after you cancel a drag on the calendar, Create Session opens again with that time. Check every field when you reopen the form.

What happens next

The session appears as Scheduled on the calendar, in the list and on the learner's tab. The list and the learner's tab show Session created successfully; the calendar shows no message.
The aide sees it among their sessions and can confirm attendance: see View my sessions and confirm attendance. Nobody is notified or emailed.
To require data on some targets in this session, see Set mandatory targets for a session.
For sessions that repeat every week, use a series instead: see Create and manage a recurring session series.