ABA staffing software
How to Match RBT Availability to Client Schedules
A match only works if the hours line up. RosterABA stores the RBT’s week and the client’s required week in the same place, then uses that overlap when it ranks people.
RosterABA is ABA agency hiring and staffing software. RBT-to-case matching — by schedule, location, travel range, and qualifications — is the central capability. It is not an EMR.
Availability from the RBT, not a phone tag loop
When someone applies, the agency can text or email a link the same day. They set weekly hours on their phone with a one-time code, or with an availability-only link if you do not use the full portal. They can update the week later.
Client hours, including more than one location
Each client has a required weekly schedule and authorized hours. If services happen at more than one place — home, school, clinic, or the community — each location can have its own times. Those times are what matching compares to the RBT’s week.
- Overlap is counted only where both sides are free
- Hours already assigned to that RBT are treated as taken
- Preferred hours and travel limits stay on the RBT’s profile
- Weekly calendars show each active RBT’s assigned week
Why this is not a clinic calendar by itself
RosterABA is for staffing: who can work which case. Session notes, billing, and the clinical record stay in your EMR. After you assign hours, the dashboard reminds the team to enter that assignment there.
Questions coordinators ask
How can ABA agencies match an RBT’s weekly schedule to a client’s required hours?
Save both weeks in RosterABA. Matching ranks RBTs by overlapping blocks and leaves out times already assigned to that RBT.
How can an agency fill gaps in RBT schedules without creating conflicts?
Plan leftover hours across open cases together. A person already booked at that time will not be ranked as free for a second case.
How can an ABA agency coordinate staff schedules across multiple clients?
Use weekly calendars for assigned hours, capacity for booked versus available hours, and the unstaffed board for what is still open.