Quick guide for Staff members
Welcome to ABA Matrix! This guide provides an overview of the main tools and features you will use as an administrative staff member. It is designed to help you manage agency settings, accounts, workflows, and oversight efficiently.
ON THIS PAGE
1. Login
2. Calendar
3. Agency set up
4. Accounts set up
5. Recapturing Signatures
6. Data collection and graphs
7. Supervision Monitoring Logs
8. Billing
9. Payroll
10. Reports
1. Login
To access the system, go to https://www.abamatrix.com and log in using the credentials provided by your agency.
What to do if you have problems logging in
If you cannot log in, follow the steps below in order. This helps identify whether the issue is your username, password, or both.
- Recover your username: Start by confirming you are using the correct email/username. Use the following link to recover it:
- Reset your password: If the username is correct but you still cannot access your account, reset your password here:
- Change your password: After recovering access, update your password to something secure and familiar by following these steps:
Submitting a ticket for questions or system issues
If you experience a problem or need clarification, the ticket system is the fastest way to get support. Once you log in, you can submit a ticket directly through the system so our team can assist you efficiently.
2. Calendar
Your calendar is the main place where you review and manage sessions, supervisions, and other clinical or administrative events. From here, you can view daily, weekly and monthly schedules, open and edit events, and access related notes and data. Understanding how the calendar works helps you stay organized and ensures that services and activities are properly documented in the system.
How to use the calendar in the system
You can navigate your calendar to review scheduled events, adjust views, and access event details as needed.
Each event type and status is represented by a specific symbol and color. This visual system allows you to quickly distinguish between regular sessions, supervisions, meetings, cancellations, pending items, and completed events, making it easier to manage workloads and stay on top of required actions. To better understand the symbols and colors used in the calendar, check this guide:
How to set up your Dashboard
Your dashboard is a customizable space where you can see key information at a glance, such as pending notes, supervisions, documents, and other important items. By configuring your dashboard, you can prioritize the information that is most useful for your daily work and quickly identify what needs your review. To learn how to set up and personalize your dashboard, check this guide:
How to set up your Oversight
The Oversight tool is a centralized place where you can view and filter visits with detailed information, including timestamps and other key session details. It is designed to streamline workflows and improve agency management. In this area, you can customize your views, apply advanced filters, efficiently review and manage session data, and export information to Excel for further analysis or reporting.
3. Agency set up
Administrators can configure the system to align with the specific needs and policies of the agency. This includes managing settings that affect documentation, scheduling, billing, and workflows.
You can manage:
- Settings and restrictions
- Insurances your agency works with
- Forms for supervisions and competency checks
- Folder structures for client and employee documents
- Scheduling limits and restrictions
How to set up a new insurance
Whenever your agency adds a new insurance, it must be configured in the system to ensure correct billing.
How to set up the agency folder structure
The document and folder structure determines the default documents that will automatically appear for each account type (clients, assistants, analysts, staff). This setup eliminates the need to create documents one by one every time a new account is added. Instead, staff can simply update the required information and upload the necessary files. Having a predefined structure helps maintain organization, ensures required documents are not missed, and supports efficient onboarding and compliance management.
You can also create required documents for compliance.
How to set up your agency forms
Agency forms determine how employees complete each event in the system. These forms define what information is required for different service types—such as behavior treatment sessions, supervisions, and competency checks—and ensure that documentation is completed consistently across the agency. Properly configured forms help standardize workflows, support compliance, and reduce documentation errors by guiding staff through each required field.
You can customize agency forms such as:
- RBT Supervision
- BCaBA Supervision
- Caregiver Competency Check
- RBT Competency Check
- Behavior Therapy Session
- How to set up supervision and competency check forms for the agency (for administrative staff)
Tailor the Behavior Treatment form to align with your agency's needs:
How to set up agency and personal scheduling limits
You can manage daily and weekly scheduling limits for your agency or clients and therapists in particular, ensuring compliance:
How to add Behaviors & Programs Libraries
The system provides access to pre-built libraries of behaviors and programs, as well as the ability to create agency-specific libraries. These libraries allow agencies to standardize clinical content while still maintaining flexibility. Properly managed libraries improve efficiency, consistency, and clinical decision-making across cases.
4. Accounts set up
Administrators manage all system accounts to ensure correct access and permissions.
How to set up a client account
Client accounts store clinical, scheduling, billing, and documentation information. Here you can find a guide on how to set up a client.
Administrators can update insurance information as needed to ensure that future visits are billed correctly.
How to set up a therapist account (RBTs and Analysts)
Therapist accounts define user roles, permissions, and access to system features. Proper setup ensures staff can perform their duties without accessing restricted administrative tools. Here you can find a guide on how to set up a therapist.
How to set up a caregiver account
Caregiver accounts allow access to signatures and documents like Assessments/Reassessments when applicable. These accounts support caregiver involvement and documentation workflows. Here you can find a guide on how to set up a caregiver.
How to set up another staff account
Administrative and staff accounts control access to agency-level tools. Permissions can be adjusted to ensure staff only access what is relevant to their role. Here you can find a guide on how to set up a staff member.
If you need, you can change the permissions and access to the system of the administration accounts like this:
How to deactivate accounts
When a client or staff member is no longer active, accounts can be deactivated. Deactivation prevents further system access while preserving historical data for reporting, audits, and compliance.
5. Recapturing Signatures
If a signature needs to be corrected or recollected, administrators can grant employees permission to recapture signatures. This ensures documentation remains accurate without permanently reopening records unnecessarily.
- Here you can find a guide on how to give access to recapture the caregiver signature:
- Here you can find a guide on how to give access to recapture the assistant signature:
- Here you can find a guide on how to give access to recapture the analyst signature:
6. Data collection and graphs
How to give access to edit data in the system
Administrators can control who has permission to edit past data using the Data Collection tool. This allows bulk data corrections without requiring staff to open individual session notes.
How to see and edit graphs
The Graph Hub provides access to customizable graphs for reviewing trends, outcomes, and performance.
7. Supervision Monitoring Logs
Supervision Monitoring Logs are generated automatically each month and summarize supervision hours across the agency. These logs help track compliance, monitor supervision requirements, and support audits or internal reviews.
- How to Manage RBT and BCaBA Supervision Monitoring Logs (for administrative staff)
- How to Manage Case Supervision Monitoring Logs (for administrative staff)
8. Billing
The billing tools allow administrators to generate claim information, manage visit status, archive or unarchive visits, and export financial analytics. These features provide insight into agency financial performance and ensure accurate billing workflows.
- How to use the Billing tool
- How to archive and unarchive visits:
- How to export financial analytics:
ABA Matrix also offers an integrated billing solution designed to streamline the billing process and reduce administrative workload. If you are interested in learning more about this option or would like additional information, please contact our team for assistance.
9. Payroll
Payroll tools allow administrators to process payroll reports, revert payroll when corrections are needed, and add additional fees to employee profiles. Proper payroll management ensures accurate compensation and clear financial records.
- How to use the Payroll tool.
ABA Matrix also supports payroll file integrations with platforms such as Gusto and Paychex, allowing you to generate payroll reports that can be uploaded directly into these systems. This helps streamline payroll processing and reduces the need for manual data entry
- If you have to, you can revert a payroll like this:
- Administrators can update pay rates for employees directly in their profiles. Adjusting pay rates ensures that payroll calculations reflect current compensation agreements, role changes, or rate updates.
- In addition to standard pay rates, you can manage other fees associated with employees, such as bonuses or additional compensation. These fees can be added to an employee’s profile so they are included correctly in payroll calculations and reports, ensuring accurate and transparent payment records. How to add other fees to an employee's profile:
10. Reports
The system includes a wide range of reports to support operational oversight, compliance tracking, billing review, and performance analysis. Reports help administrators make informed decisions and maintain transparency across agency operations.
How to create Smart forms
Smart Forms are a documentation feature designed to simplify and standardize agency reporting. Unlike static documents, Smart Forms are dynamic, automatically pulling real-time client information such as demographics, insurance details, and diagnosis codes to reduce manual entry and errors. They are flexible, allowing each agency to control which forms are used and who can complete or sign them. Smart Forms are also interactive, enabling staff to add notes, graphs, and tables, while securely collecting electronic signatures from caregivers, analysts, and administrators directly within the system for full compliance.
- Incident and Discharge Reports allow administrators to formally document significant events and changes in client status within the system. Incident reports are used to record unexpected or notable events that occur during services, while discharge reports are used to document client transfers, removals, or the conclusion of services. Together, these reports support accurate record-keeping, ensure compliance with agency policies, and promote clear communication across clinical and administrative teams.
- The Caregiver Acknowledgment & Feedback is designed to collect structured feedback from caregivers about their experience with ABA services while also serving as an acknowledgment of services provided. This form supports agency quality assurance, compliance standards, and funding source requirements. It can be securely sent to caregivers via email, allowing them to review, complete, and sign the form online. Agencies can efficiently manage submissions and analyze responses using the built-in AI Insights feature to identify trends and improve service delivery.
Need Assistance?
If you encounter any issues or have additional questions, please contact our support team through the ticket system. We are here to help!
📞 Customer Support Line: +1 (888) 383-4630
📧 Email: support@abamatrix.com