Breadcrumb: Org Owner › Learners
Add a learner
Register a new learner for your clinic with their name, date of birth and gender, then give them a BCBA, aides and parents.
Every child your clinic treats starts as a learner in ABACare. You add the learner with four details, and ABACare creates them as an active learner with nobody assigned yet. From there you give them a BCBA, the BCBA or you add the aides who work with them and invite the parents, and the BCBA builds their treatment plan.
Before you start
- You work in the web app. Only the org owner adds learners; BCBAs, aides and parents have no Add Learner button, and the mobile app has no way to add one.
- Each active learner takes a place in your plan's learner limit. How many learners your plan includes depends on the plan: see Change the subscription plan.
- ABACare does not check for duplicates. Look the learner up in Learners first, with Include inactive ticked, in case they were added before or deactivated.
Add the learner
- Open Learners and select Add Learner at the top right. With no learners yet, the same button is in the middle of the empty list.
- Fill in the First Name and Last Name.
- Pick the Date of Birth. The date picker stops at today.
- Pick the Gender: Male, Female, Other or Prefer not to say.
- Select Add Learner.
All four fields are required. An empty field is marked red with a message such as First name is required, and nothing is saved. A name longer than 50 characters is refused with an error in English. Cancel closes the window without adding anyone.
When the learner is added, the window closes, the message Changes saved successfully appears and the list reloads. The list does not open the new learner and is sorted by last name, so the learner can be on a later page: search for them by name. The new learner is active and shows Unassigned in the BCBA column.
If your plan's learner limit is reached
- If your plan allows extra learners for a charge, the window Plan Limit Exceeded shows what one more learner adds per month. Select Continue Anyway to add the learner, or Cancel to go back to the form. The extra charge is calculated at the end of the billing cycle from the highest number of learners you had in it, so removing a learner later in the cycle does not lower it.
- Otherwise the learner is not added, and the window shows Learner limit reached for your plan, followed by a suggestion to upgrade. Deactivate a learner who no longer attends, or change your plan, then try again.
Whether extra learners are allowed for a charge is part of your billing settings: see Manage billing details and invoices.
What happens next
- Nobody but you and other org owners sees the new learner until they have a BCBA, aides or parents.
- Next, assign a BCBA to the learner. Then assign aides and invite or link a parent; you or the BCBA can do both. The BCBA then creates the treatment plan.
- To correct a detail later, see Edit a learner's profile and photo. A learner added by mistake, before any session, can be deleted: see Permanently delete a learner.
- If your clinic's access is suspended for an unpaid invoice, Learners opens Billing instead: see Pay an invoice and restore access.