Built by operators who ran ABA clinics.

Rebuild the day in ten minutes. Not ninety.

Q: What is ABA scheduling software?

ABA scheduling software manages the complex calendar of an Applied Behavior Analysis practice: matching RBTs and BCBAs to clients based on credentials, skills, location, and authorization; handling callouts and coverage; verifying visits (EVV); scheduling supervision to meet BACB ratios; and tracking utilization of authorized hours. In an all-in-one platform like Wilma, the schedule shares one database with authorization, billing, and data collection, so a booked session is a billable session.

Q: How does Wilma handle a same-day callout?

When an RBT calls out, Wilma surfaces available, credentialed, nearby staff in a single view so your admin can rebuild the day in about ten minutes instead of ninety. Reassigning a session notifies the client, the covering RBT, and the BCBA automatically — the family keeps their morning and the schedule holds.

Q: Does scheduling respect insurance authorizations?

Yes — this is core to ABA scheduling. Wilma reads the live authorization and won’t let sessions stack beyond approved units, keeps the scheduled service code aligned with what’s authorized, and surfaces renewals weeks ahead. Because schedule and billing share one record, you don’t create sessions that become denials 60 days later.

Q: Is EVV (Electronic Visit Verification) included?

Yes. EVV is built in — visits are captured with the time and location detail Medicaid requires, with state-specific rule packs, and verified visits feed billing directly. There is no separate EVV app or portal to reconcile.

Q: Can it schedule telehealth sessions?

Yes. Telehealth sessions are booked and launched from the same calendar as in-person and in-home sessions, so your team manages one schedule rather than juggling tools.

Q: How does supervision scheduling work?

Supervision is scheduled against BACB ratio requirements, and once a BCBA logs the supervision — in person or remotely — Wilma counts the hours toward those requirements automatically. RBTs get feedback the same day, and supervision stays compliant as caseloads change, without manual calendar juggling.

Q: What scheduling analytics does Wilma provide?

Live utilization (authorized vs. delivered hours by client), productivity and fill rate per RBT and BCBA, and gap detection that surfaces open slots and under-utilized authorizations before the cycle closes — protecting both compliance and revenue.

Q: How much does it cost?

Scheduling is part of Core at $30/user/month, including AI-assisted matching, callout coverage, authorization guardrails, EVV, telehealth scheduling, supervision scheduling, and utilization reporting. The AI add-on (+$20/user/month) adds deeper agentic automation across the rest of the platform. Core has a 10-licence minimum, so accounts start at $300/month.

Q: Does it integrate with the rest of my operations?

It isn’t an integration — it’s one platform. Scheduling shares a database with data collection, session notes, authorization tracking, billing, and the built-in phone system, so changes propagate everywhere automatically with no sync delay.

Q: How does Wilma compare to scheduling in CentralReach or Aloha ABA?

Wilma’s scheduling is agentic (it proposes optimized schedules and absorbs callouts, pending your approval) and fully connected to authorization and billing on one record. Aloha, for example, pairs scheduling with separate clinical tools. See the CentralReach comparison.

Authorization-aware AI scheduling that matches the right RBT to the right client, absorbs callouts before the coffee’s done, and includes EVV and supervision — on one platform.

auth, credential & ratio aware: Conflict-free
rebuild a day after a callout: 10 min
visit verification built in: EVV
utilization & productivity: Live

What is ABA scheduling software?

The calendar that knows your authorizations, credentials, and ratios.

ABA scheduling software manages the uniquely hard calendar of an Applied Behavior Analysis practice: matching RBTs and BCBAs to clients by credential, skill, and location; handling callouts and coverage; verifying visits with EVV; scheduling supervision to meet BACB ratios; and tracking utilization of authorized hours.

Generic calendar tools don’t understand any of that. ABA scheduling has to respect insurance authorizations, decrement units, keep service codes aligned, and protect supervision ratios. When the schedule lives in the same platform as authorization, billing, and data collection — as it does in Wilma® — a booked session is automatically a billable, verified, compliant session. No double entry, no phantom sessions, no denials born on the calendar.

The right RBT, the right client, the right authorization — matched.

Wilma builds and maintains the schedule against the constraints that actually matter in ABA: client authorization units, RBT credentials and skills, supervision ratios, drive time, and continuity of care. She surfaces the best-fit options; you approve. Scheduling stops being a daily puzzle.

Constraint-aware matching

Skills, credentials, location, continuity, and client needs balanced automatically.

Drive-time aware

In-home and community sessions sequenced to cut windshield time.

Continuity of care

Keeps the same RBT with the same client wherever possible.

You approve

Wilma proposes the schedule; the decision stays with your team.

An RBT calls out at 7:47. Coverage options before the coffee’s done.

When a session is at risk, Wilma surfaces available, nearby, qualified staff in one view — so your admin rebuilds the day in ten minutes, not ninety. The client keeps the session, the family keeps their morning, and the schedule holds.

Instant coverage finder

Available, credentialed, nearby staff surfaced the moment a gap opens.

One-tap reassignment

Move a session and notify everyone involved in a single action.

Family + staff notifications

Client, RBT, and BCBA updated automatically on any change.

Cancellation handling

A 10:47 PM parent cancellation is absorbed overnight, not at 8 AM.

You can’t accidentally schedule past an authorization.

Scheduling reads the live authorization. Wilma won’t let sessions stack beyond approved units, flags renewals weeks ahead, and keeps service codes aligned with what’s authorized — so the schedule never becomes a denial 60 days later.

Unit-balance guardrails

Sessions checked against remaining authorized units before they’re booked.

Renewal alerts

Upcoming authorization cycles surfaced weeks ahead with clinical prep ready.

Service-code alignment

Scheduled service matches the authorized code and modifier rules.

No phantom sessions

Schedule and billing share one record — what’s booked is what’s billable.

Visit verification and telehealth, built in — not bolted on.

Electronic Visit Verification captures the who/what/where/when of each session for Medicaid compliance. Telehealth sessions schedule and launch from the same calendar. No second app, no manual reconciliation.

Integrated EVV

GPS/time-stamped visit verification aligned to state Medicaid rules.

Telehealth scheduling

Virtual sessions booked and launched from the same schedule.

State rule packs

State-specific EVV and scheduling rules applied per session.

Clean compliance trail

Verified visits feed billing directly — no separate EVV portal.

BACB supervision scheduled and tracked — no calendar tetris.

Supervision sessions schedule against BACB ratio requirements, and logged hours are counted toward those requirements automatically. RBTs get feedback the same day; supervision stays on track without the back-and-forth.

Ratio-aware scheduling

Supervision booked to satisfy BACB requirements as caseloads change.

Hours tracked to BACB

Logged supervision is counted toward BACB requirements automatically.

Coverage alerts

Ratio gaps surfaced before they break compliance.

Coverage for growth

Onboarding RBTs slot into supervised caseloads without manual juggling.

Authorized hours used. Billable time protected.

See utilization (authorized vs. delivered hours), productivity per RBT and BCBA, and gaps that quietly cost revenue — all live. Unused authorized hours are surfaced before the cycle closes, not discovered after.

Utilization tracking

Authorized vs. delivered hours by client, live, before the cycle closes.

Productivity by provider

Billable hours and fill rate by RBT and BCBA.

Gap detection

Open slots and under-utilized authorizations surfaced for action.

Revenue protection

Unused authorized hours flagged while there’s still time to deliver them.

Buyer's Checklist

Evaluating ABA scheduling software? Demand every line.

FAQ

Questions operators ask about ABA scheduling.

What is ABA scheduling software?

How does Wilma handle a same-day callout?

Does scheduling respect insurance authorizations?

Is EVV (Electronic Visit Verification) included?

Can it schedule telehealth sessions?

How does supervision scheduling work?

What scheduling analytics does Wilma provide?

How much does it cost?

Does it integrate with the rest of my operations?

How does Wilma compare to scheduling in CentralReach or Aloha ABA?

Is Wilma HIPAA compliant?

See scheduling that absorbs a callout for you.

Thirty minutes. Bring your hardest scheduling week. We’ll show you the day rebuilt in minutes — authorizations respected, everyone notified.

Choosing a scheduler

How to evaluate ABA scheduling software

Scheduling in ABA is not calendar management. Every appointment is a billable event constrained by an authorization, a credential and often a state EVV mandate — and a scheduler that does not know that produces sessions you cannot bill.

1Does booking check the authorization?The most expensive scheduling failure is a session that is delivered, documented and then found to be unbillable because the authorization was exhausted or expired. The remaining unit balance should be visible at the moment of booking and should block or warn, not surface in a report a fortnight later.Red flag: Authorization visible somewhere in the client record but not at the point the appointment is created.
2Does it check who is allowed to deliver the session?The right clinician for a session is a function of credential, supervision requirements and sometimes payer rules about who may bill a given code. A scheduler that lets anyone be assigned to anything will eventually assign a technician whose credential lapsed last week.Red flag: Credential expiry dates stored as documents rather than as dates the scheduler can enforce against.
3How does it handle the cancellation, not the booking?Booking is easy. The operational load is cancellations, call-outs and coverage — which sessions were affected, who is available and credentialed to cover, what happens to the units, and whether the parent has been told. This is where most schedulers stop and most practices lose utilization.Red flag: Coverage handled by deleting the appointment and rebuilding it, losing the history of what was cancelled and why.
4Is EVV captured on the schedule or bolted on beside it?Where your state Medicaid programme requires Electronic Visit Verification, the verified visit and the scheduled appointment need to be the same object. When EVV lives in a separate aggregator portal, someone reconciles two lists — and unreconciled visits are unbillable ones.Red flag: EVV described as an export you upload to a state portal on a schedule.
5Does the schedule reach the people who need it?An accurate schedule that nobody sees produces the same no-show as an inaccurate one. Staff need it on a phone, families need reminders, and changes need to propagate without anyone making phone calls — otherwise scheduling accuracy is a clerical achievement rather than an operational one.Red flag: Family reminders that are manual, or a staff view that is a read-only copy updated overnight.

Before you sign

Questions worth asking on the demo

Book a session against an authorization with two units left and show me what happens.
Show me the call-out workflow: an RBT is unavailable tomorrow, walk me through to a covered session.
Are credential expiry dates enforced at scheduling, or only reported?
How does EVV capture work, and what reconciles if a visit is verified but the appointment was edited?
What do family reminders look like, and can a parent confirm or cancel from them?
Can I see utilization — authorized units against delivered units — by client and by clinician?

Glossary

The terms you will hear

Utilization: Delivered units as a share of authorized units. The number that determines whether an authorization is being used before it expires, and the most under-watched metric in ABA operations.
Electronic Visit Verification: Electronic capture of who delivered a service, to whom, where and when. Required by state Medicaid programmes for certain services; an unverified visit is generally not reimbursable.
Geofencing: Verifying that a clock-in occurred within a defined radius of the service location. Used to satisfy the location element of EVV requirements.
Credential expiry tracking: Holding staff certification and licence expiry dates as structured dates so the system can warn ahead of lapse and prevent assignment afterwards — distinct from credentialing with payers, which is a different process.
Call-out coverage: Reassigning sessions when a clinician becomes unavailable, constrained by who is free, appropriately credentialed, and known to the client.
Concurrent session: Two ABA services delivered to the same client at overlapping times, most often supervision alongside direct treatment. Payer rules govern whether both are billable.

Keep reading

Related guides on running an ABA practice — the same operation, from a different angle.