Breadcrumb: BCBA › Scheduling

Create and manage a recurring session series

Book a learner's sessions on a repeating schedule, check the dates before you create them, and pause, resume, change or cancel the series later.

Applies toBCBAOrg Owner

A recurring series books the same session for a learner on a repeating schedule: every day, on some weekdays, every other week or once a month. ABACare books the next four weeks of sessions at once and adds more every night, so four weeks ahead are always booked. A date that clashes with another session of the learner is skipped, never booked twice. Each session of a series is an ordinary Scheduled session that you can change on its own.

Before you start

Series live on the learner's profile in the web app. The mobile app has no series.
The learner needs an active treatment plan. Without one, the plan list stays empty and you cannot go on.
A series keeps the time zone of the browser it was created in. Someone working in another time zone sees its sessions at shifted times.

Create a series

Select Learners in the top menu, open the learner, then Sessions and Recurring Schedules.
Select New Recurring Series.
Choose the Treatment Plan, and an aide in Aide (Optional) if you want one. Only the learner's assigned aides are listed.
Choose the Recurrence Type: Daily, Weekly, Biweekly or Monthly. For Weekly and Biweekly, pick the days under Days of the Week.
Set the Start Date (today by default), the Start Time and the Session Duration (1 hour by default). The line Session ends at: shows the end time.
Under End Condition, choose Never (ongoing), After a specific date or After a number of sessions (8 by default, up to 200).
Select Preview Sessions. It becomes available once the plan, the type, the start time and, for Weekly and Biweekly, a day are set.
Preview: Next 4 Weeks lists each date. Green dates will be booked. Red dates are skipped, with Learner has a conflicting session. A summary line counts the dates planned, created and skipped. Select Back to change something.
Select Create Series. A message says how many sessions were scheduled, and the series appears in the list.

The Preview: Next 4 Weeks step of a new recurring series, with booked dates in green and skipped dates in red — Check the dates before you create the series.

How the dates are counted

The end date is not included: no session is booked on the date you pick. Pick the day after the last session you want.
After a number of sessions counts the sessions that still exist. When one is cancelled or marked as a no-show, ABACare books a replacement date after the last one.
A Monthly series runs on the day of the month on which you create it, not on the start date, and skips months without that day. With a start date in the future, Biweekly series also count from the day you create them. The dates booked can then differ from the preview, so check the calendar afterwards.

Read a series card

Each series is a card on Recurring Schedules, newest first. It shows the schedule in words, the status (Active, Paused or Cancelled), the aide and Generated through with the last booked date. When dates were skipped, Skip History lists those of the last 30 days, and Show all lists older ones too. Show cancelled adds cancelled series to the list.

A learner's Recurring Schedules tab with an active weekly series card showing its schedule, aide and Generated through date — A series card.

The card does not show the plan, the start date or when the series ends. A series that reached its end date or its number of sessions stays Active with its menu, and simply gets no new sessions. Times on the card are always in AM/PM.

Change the time, length or aide

The card has no edit option. Edit one of the series' sessions instead, on the calendar or in the edit window, and choose This and all future sessions. Later sessions move to the new time of day and aide, except those you changed on their own earlier. Sessions booked from then on use the new settings. See Reschedule or edit a session.

Pause, resume or cancel a series

Open the menu on the card (⋮).

Pause, on an active series: confirm with Pause in Pause Series. The sessions already booked stay. No new ones are added.
Resume, on a paused series: confirm with Resume in Resume Series. ABACare books the next four weeks again, and the message says how many sessions it added. A series that already reached its number of sessions adds none.
Cancel: Cancel Series warns that the future scheduled sessions will be deleted. Select Yes, cancel series. The series' Scheduled sessions still to come are cancelled and disappear from the calendar. Sessions that were started, submitted or completed stay, and so do past sessions that were never started. A cancelled series cannot be restarted, and its card has no menu.

You can also end a series from one of its sessions, by deleting it with This and all sessions in the series: see Cancel, mark no-show or delete a session.

What happens next

Every night ABACare books further dates so four weeks stay booked, skipping dates where the learner already has a session. For each date it skips, the person who created the series gets a notification that opens the calendar on that date: see Read and act on notifications. Dates skipped when you create or resume the series appear only in Skip History.
Series sessions start with no mandatory targets. Set them per session: see Set mandatory targets for a session.
A plan with an active series cannot be completed or put on hold, and pausing is not enough while booked sessions remain. Cancel the series first: see Edit a treatment plan or change its status.
The nightly booking goes on even when the learner is deactivated. Cancel the series when a learner leaves the clinic.