Quick guide for Analysts

Welcome to ABA Matrix! Below is some basic information you need to complete your job as an analyst using the program. 

1.Login

To start working in ABA Matrix, you must log in with your analyst account. From there, you will have access to your calendar, clients, supervision tools, and reports.

• How to access the system

First, you must go to https://www.abamatrix.com to access your account with 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.

1. Recover your username: Start by confirming you are using the correct email/username. Use the following link to recover it:

📃How to recover your username

2. Secondly, let's try to reset your password. Please follow the steps in the following links:

📃How to get a new password

3. Finally, let's change the password to one of your choosing. Please follow the steps shown in the links below.

📃How to change your password

• How to make a ticket?

Once you access the system, if you have a problem or need help clarifying any doubts, you can contact us through the ticket system. This is the fastest and most efficient way of communication:

📃How to make a ticket: steps to access the ABA Matrix system help

2.Calendar

Your calendar is the main place where you organize your supervisions, direct services, meetings, and other clinical events. From here, you can see your daily and weekly schedule, open events, and access related notes and data. Understanding how the calendar works will help you stay organized and make sure your services are properly documented in the system.How to use the calendarYou can navigate your calendar like this:

• How to use the calendar

You can navigate your calendar like this:

📃How to use the calendar from a therapist account

In the calendar, each type of event and each status has a specific symbol and color. This visual system helps you quickly distinguish between regular sessions, supervisions, meetings, cancellations, pending items, and completed events. Knowing what each symbol and color means makes it easier to manage your caseload and stay on top of what needs your attention.

To better understand the work dynamics in the system, you can review this guide, which shows the symbology used in the system:

📃How does the ABA Matrix interface and workflow work (icons, statuses, and navigation)

• 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 dashboard?

• 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 session 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.

📃How to navigate ABA Matrix Oversight (for all users)

3.Session notes

As an analyst, you can create and document more than just behavior treatment sessions, you may also complete notes for family trainings, caregiver evaluations, supervisions, direct treatment, and other clinical services. The system allows you to document each service type accurately, ensuring proper record-keeping, compliance, and workflow management.

• How to Create Different Events in the System

Creating events correctly ensures that services are documented and billed according to agency requirements. To learn how to create different events in the system, check this guide:

📃How to create and edit events in the system

• How to add RBT/BCaBA Supervision

Supervisions are an essential part of your role. In ABA Matrix, you can create both individual and group supervisions directly through your calendar. This allows you to document your oversight, provide clinical direction, and maintain supervision compliance.

📃How to Create a Supervision

Sometimes you may need to add a supervision that is directly linked to a behavior treatment session. The system allows you to create this type of supervision so it connects seamlessly to the treatment event and reflects accurate service delivery.

📃How to create a supervision associated with a Behavior Treatment Session

• How to add a Caregiver Competency Check

If your agency requires caregiver competency checks, you can create and document them in the system just like other event types. This helps track caregiver progress and ensures all competency evaluations are properly recorded.

📃How to add and complete a Caregiver Competency Check

• How to complete Behavior Treatment Sessions

When completing a behavior treatment session, you will document information required by your agency. Completing these notes ensures accurate clinical documentation and proper workflow management for billing and compliance. To learn how to complete Behavior Treatment Sessions, check this guide:

📃How to fill out Behavior Treatment Session notes with protocol evaluations (for analysts)

• How to review and approve RBT session notes

As an analyst, you may be responsible for reviewing and approving notes completed by RBTs, as well as documenting your own direct services when applicable. The system allows you to access notes, review content and data, and complete any required approvals in accordance with your agency’s workflow.

📃How to Review RBTs’ Therapy Sessions (Analyst Guide)

4.Data collection and graphs

• How to collect data in the system

If allowed by your agency, you can enter data directly inside the session note while documenting your service. There are currently two data collection options available: Quick Collect, which supports real-time session data entry, and Regular Data Collection. Based on your agency’s configuration, you will have access to one of these options. Below are the guides for both.

📃How to collect data in the system

📃How to Collect Data in the system using the Quick Collect feature

• How to edit data

The system also includes a dedicated tool for data collection that allows you to view and edit session data without opening each note individually. This tool provides a more efficient way to review data trends, make corrections, and manage data across multiple sessions when necessary. To learn how to use the Data Collection Tool, check this guide:

📃How to use the Data Collection Tool in ABA Matrix

• How to configure graphs

The Graph Hub allows you to access, view, and customize your graphs easily. You can adjust display settings, select specific goals, filter date ranges, and format graphs according to your agency’s requirements. This tool helps you visualize progress and prepare documentation for treatment planning, supervision, or team meetings. To learn how to configure and customize graphs, check this guide:

📃How to use the Graph Hub Tool in ABA Matrix

• How to work with STOs

If you work with Short-Term Objectives (STOs), you can automatically generate them based on your treatment plan. In addition, ABA Matrix can automatically mark STOs as “met” once the data meets the predefined criteria. This automation helps streamline your clinical workflow and ensures STO tracking remains accurate and up to date.

To learn how to manage and automate STOs in the system, check this guide:

📃How to create and track STOs in ABA Matrix (for analysts)

We also have a tool that allows you to track STO progress. To learn how to use it, check this guide:

📃How to use the STO Analytics Tool in ABA Matrix

5.Signatures

You can use these guides to learn how to collect caregiver signatures in the system, and how to recapture your own signatures if needed.

• How to collect a Caregiver’s signature

The signature of the caregiver can be collected in the system like this:

📃How to collect the caregiver's signature

📃How to collect the Caregiver Signature from your phone

If allowed by your agency, you can collect multiple signatures at once. In this case, the caregiver will sign once, and the signature will be applied to the selected notes.

📃How to collect Multiple Signatures for Caregivers

• How to recapture your own signature

If you need to sign a session again, agency staff must reopen the note for you. After that, follow these steps to recapture your signature:

📃How to recapture your signature as an analyst

6.Client's profiles

The client's profile allows you to view, manage, and update all clinical information related to their case. From this section, you can adjust programs, behaviors, skills, competencies, interventions, and more. Below are explanations of the tools you can use inside the client profile, along with guides to help you manage each area.

📃How to navigate Client Profiles (for therapists)

• How to add/edit behaviors and programs

In the client profile, you can create new behaviors, replacement skills, or targeted skills as part of the treatment plan. Once these items are created, you can update their measurement methods, status, functions, or topography based on the client’s clinical needs.

📃How to edit maladaptive behaviors in client profiles (for analysts)

📃How to add programs (Replacements behaviors and Skill acquisition) to client profiles (for analysts)

Once a behavior, replacement or skill is created, you can change the measurement, status, functions, topography, etc like this:

📃How to edit maladaptive behaviors in client profiles (for analysts)

📃How to edit programs (replacement behaviors and skills) in clients profiles (for analyst)

You can also use the Initial Observation feature for maladaptive behaviors, replacement behaviors, or skills, which helps define program details and support assessment.

📃How Initial Observations Work

• How to use folders to organize behaviors and programs

Folders allow you to structure the client's treatment plan by grouping behaviors and programs into domains or subdomains. This helps keep the profile organized and easy to navigate as the treatment plan grows. To learn how to create folders and organize programs, check this guide:

📃How to use the folder system for skills and behaviors (for analysts)

• How to add or edit client interventions

Within the client profile, you can modify or add interventions used during treatment. Every time a new client is created, they will have the agency’s predefined list of interventions. However, you can update this list according to the client’s treatment plan by adding new interventions or adjusting existing ones.

You can also link interventions to specific behaviors, which helps make session notes more accurate and ensures that RBTs and analysts document the correct interventions during service delivery. Updating this information ensures that all providers follow the appropriate intervention plan for the client. To learn how to edit or add client interventions, check this guide:

📃How to add client interventions and link them to a specific behavior (for analysts)

• How to add or edit caregiver and RBT competencies

Analysts can document and update competencies for caregivers and RBTs as part of ongoing training and supervision. These competencies help track skills, identify areas that need improvement, and support agency compliance. By default, the competency goals for caregivers and RBTs are generic and apply to the entire agency; however, you can modify this information to make the competencies specific to the client and tailored to the needs of the case. This allows you to customize expectations and training priorities based on the individual client’s treatment plan and family requirements.

To add caregiver competencies, check this guide:

📃How to add or edit competencies for caregivers (for analysts)

To add new RTB Competencies, you can follow these:

📃How to add or edit competencies for RBTs (for analyst)

7.Reports

The system provides a wide range of reporting tools designed to support clinical oversight, documentation, and compliance. As an analyst, you can use these reports to complete monthly documentation, review assessments, track supervision hours, monitor case activity, and manage required forms or credentials. These features help streamline your workflow, ensure accurate reporting, and keep all essential information organized in one place.

• How to use Monthly Reports

Monthly Reports allow you to review and document key clinical activities for each client or case. These reports are generated automatically each month, and help analysts stay organized, track monthly progress, and ensure that required documentation is completed on time. To learn how to complete your Monthly Reports, check this guide:

📃How to complete a Monthly Report (for analysts)

• Using the Assessment Tool Effectively

The Assessment Tool helps you create and update assessments for your clients, organize clinical findings, and support treatment planning. You can use it to structure evaluations, track progress, and manage assessment outcomes within the system.

📃How to work with the Assessment tool.

• How to use Supervision Monitoring Log

The Supervision Monitoring Logs are generated automatically each month and summarize the supervision hours provided to RBTs, BCaBAs, and each case. This tool helps you verify supervision requirements, maintain compliance, and prepare documentation for audits or internal reviews.

Here you can find guides on how to work with RBT/BCaBA supervision logs as well as case supervision logs.

1. RBT/BCaBA supervision logs

📃How the Supervision Monitoring Log works (for therapists)

2. Case supervision logs

📃How to Manage Case Supervision Monitoring Logs (for analysts)

• How to create incident reports

If your agency allows the use of incident reports, you can create one in the system to document and register any incident that occurred during a session. This helps ensure proper reporting and communication according to agency policies. To learn how to create an incident report, check this guide:

📃How to manage incident reports and sign discharge forms (for therapists)

• What other reports does the system provide

The system also has a series of reports available that you may find useful:

📃How to access and export reports in ABA Matrix (for administrative staff)

• How to upload your own documents and certifications to the system

If your agency allows analysts to upload their own professional documents—such as licenses, certifications, CEUs, or required training forms—you can do so directly through the system. This helps keep your credentials updated and accessible for agency review. To learn how to upload your documents and certifications, check this guide:

📃How to upload documents to user profiles (for RBTs and analysts)

8.Customizable Behaviors & Programs Libraries

The system provides access to pre-built libraries of behaviors and programs, and it also allows you to create your own customized libraries to fit specific clinical needs and workflows. This feature enables analysts to streamline their work, maintain consistency across cases, and support more informed clinical decision-making.

📃How to use the behavior and program libraries (for analysts)

9.Payroll

You can easily view your payment history inside the system. Just follow these steps:

📃How can I check my Pay Records

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