Quick guide for Analysts

Welcome to ABA Matrix! This guide provides essential information for analysts (BCaBAs/BCBAs) to navigate the system, supervise cases, manage documentation, and support your team efficiently.

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:

2. Reset your password: If the username is correct but you still cannot access your account, reset your password here:

3. 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 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 calendar

You can navigate your calendar like this:

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 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 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.

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 add RBT/BCaBA Supervisions

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.

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 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 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 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.

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:

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 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 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:

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

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:

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 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:

6. Clients' 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 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.

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

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

How to use folders to organize behaviors and programs

Folders allow you to structure the client's treatment plan by grouping behaviors and programs. 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 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 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:

To add RBT competencies, check this guide:

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 use 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 use Supervision Monitoring Logs

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

2. Case supervision logs

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:

What other reports does the system provide

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

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:

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.

9. Payroll

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

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: [email protected]