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.

22 steps

Abamatrix

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

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

1.1 Create a New Caregiver

- Go to **Clients** and select the client. - Open the **Caregivers/Guardians** section. - Select the **+** button to add a caregiver.

- 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.

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

1.2 Link an Existing Caregiver

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.

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.

#### 1. 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**.

#### 2. 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**.

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.

#### 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.

#### 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.

#### 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.

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

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**.

2.2 Link Clients to an Existing Caregiver

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**.

**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.

### 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**.

#### 1. 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**.

#### 2. 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.

#### 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.

#### 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.

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