How to configure caregiver accounts (for administrative staff)

This guide shows administrative staff how to efficiently create, link, and manage caregiver records and portal accounts either per client or across the whole agency. It explains when to create new caregiver profiles, linking existing ones so a single account can serve multiple clients, and how to grant, disable, or delete portal access for signing sessions. Following it reduces duplicate records and simplifies caregiver access management.

1. We’ve enhanced caregiver management in ABA Matrix to make it easier to create and manage caregivers, provide access to the Caregiver Portal, and connect caregivers to multiple clients.

Caregivers can now be managed in two places:

  • directly from a client’s Caregivers/Guardians section, or
  • from the new agency-wide Caregivers section.

1. Managing Caregivers from the Client Profile

2. From a client’s Caregivers/Guardians section, you can view and manage all caregivers associated with that client.

1.1 Create a New Caregiver

3. - Go to Clients and select the client.

  • Open the Caregivers/Guardians section.
  • Select the + button to add a caregiver.

4. - Click Create New Caregiver.

  • Enter the caregiver’s information, including their name, email, phone number, relationship to the client, and applicable locations.
  • Click SAVE.

The selected locations identify the locations where the caregiver may sign sessions in the future. For now, this information is for reference only.

5. The new caregiver will be added to the Caregivers/Guardians list, where their information will be displayed.

This is particularly useful when the same caregiver is associated with multiple clients, since the caregiver can use the same profile and portal account across their assigned clients.

6. If the caregiver already exists in ABA Matrix, you can link their existing caregiver profile instead of creating a new one.

  1. Select the + button from the Caregivers/Guardians tab.
  2. Use Select a Caregiver to select the caregiver from the existing caregiver list instead of creating a new one.
  3. Enter their relationship to the client.
  4. Select the applicable locations.
  5. Select Save.

1.3 Add a Caregiver Portal Account

A Caregiver Portal account can be created while creating a new caregiver or at any time for an existing caregiver.

Creating an account is optional. Caregiver accounts are only needed when the agency requires or wants caregivers to sign sessions from their own accounts rather than through the therapist’s account. Caregivers can still be added and associated with a client without being granted access to the Caregiver Portal.

7. Create an Account while creating the caregiver:

  • After entering the caregiver’s information, select Add an account.
  • Create a username.
  • Click SAVE.

Once the account is created, the caregiver will receive an email with the username you created and a system-generated password.

8. Create an Account for an Existing Caregiver

If the caregiver already exists without an account:

  • Locate the caregiver in the Caregivers/Guardians list.
  • Click the three dots on the right side of the caregiver.
  • Select Create User.
  • Create the username.
  • Click SAVE.

9. Once the account is created, the caregiver will receive their credentials by email, and their username will appear in the Username column of the Caregivers/Guardians list.

1.4 Manage a Caregiver Portal Account

Once a caregiver has a Caregiver Portal account, you can manage their access directly from the Caregivers/Guardians list. Currently, the only feature available in the Caregiver Portal is the ability for caregivers to sign sessions. You can disable an account, re-enable it, or delete it as needed.

10. Disable an Account

To temporarily remove a caregiver’s access to the Caregiver Portal:

  • Locate the caregiver in the Caregivers/Guardians list.
  • Click the three dots on the right side of the caregiver.
  • Select Deactivate user.

The caregiver’s account will remain linked to their profile, but they will no longer be able to access the Caregiver Portal.

11. Enable an Account

If a caregiver’s account was previously disabled, you can restore their access at any time:

  • Locate the caregiver in the Caregivers/Guardians list.
  • Click the three dots on the right side of the caregiver.
  • Select Activate User.

The caregiver will be able to access the Caregiver Portal again using their existing account.

12. Delete a Caregiver

If the caregiver should no longer be linked to the client:

  • Locate the caregiver in the Caregivers/Guardians list.
  • Click the three dots on the right side of the caregiver.
  • Select Delete.
  • Confirm the action.

This removes the caregiver’s association with the client.

2. Managing Caregivers from the Caregivers Section

The Caregivers section provides a centralized place to view and manage all caregivers in the agency, regardless of which client they are associated with.

13. Go to People → Caregivers to access the caregiver list.

From here, you can create new caregivers, link clients to existing caregivers, create and manage Caregiver Portal accounts, and manage their client associations.

2.1 Create a New Caregiver

14. To create a new caregiver directly from the Caregivers section:

  • Click the "Add caregiver" button.
  • Enter the caregiver’s information, including their first name, last name, email, and phone number.
  • Click ADD.

If you want to provide the caregiver with access to the Caregiver Portal while creating them:

  • After entering the caregiver’s information, select Add an account.
  • Create a username.
  • Click ADD

15. You can associate a caregiver with one or more clients.

  • Select the caregiver you want to manage.
  • Go to Clients.
  • Click the red + button.
  • Select the client you want to associate with the caregiver.
  • Enter the caregiver’s relationship to the client.
  • Select the applicable locations.
  • Click SAVE.

16. Repeat these steps to link additional clients to the same caregiver.

This allows one caregiver profile—and one Caregiver Portal account, if applicable—to be associated with multiple clients.

17. Remove a Client from a Caregiver

You can remove the association between a caregiver and a client at any time.

  • Go to the caregiver’s Clients section.
  • Locate the client you want to remove.
  • Click the trash icon next to the client.
  • Confirm the action.

This removes the association between the caregiver and the client.

2.3 Add a Caregiver Portal Account

A Caregiver Portal account can be created while creating a new caregiver or at any time for an existing caregiver.

18. Create an Account While Creating the Caregiver

  • After entering the caregiver’s information, select Add an account.
  • Create a username.
  • Click ADD.

Once the account is created, the caregiver will receive an email with the username you created and a system-generated password.

19. Create an Account for an Existing Caregiver

  • Locate the caregiver in the Caregivers list.
  • Click the three dots on the right side of the caregiver.
  • Select Create User.
  • Create a username.
  • Save the account.

Once created, the caregiver will receive their credentials by email, and their username will be displayed in the caregiver list.

2.4 Manage a Caregiver Portal Account

Once a caregiver has a Caregiver Portal account, you can manage their access directly from the Caregivers section.

20. Disable an Account

  • Locate the caregiver in the Caregivers list.
  • Click the three dots on the right side.
  • Select Deactivate User.

The caregiver’s account will remain in the system, but they will not be able to access the Caregiver Portal.

21. Enable an Account

  • Locate the caregiver in the Caregivers list.
  • Click the three dots on the right side.
  • Select Activate User.

The caregiver will be able to access the Caregiver Portal again using their existing account.

22. Delete a Caregiver

If the caregiver should be removed from the agency, use the available delete option from the caregiver’s menu.