An ABA client does not have an appointment. They have a week: a set of hours split across two or three therapists, with supervision on top and a parent training session somewhere in it. Picktime holds that whole grid as standing bookings that generate forward, so a change in one therapist’s availability does not mean rebuilding the week from a spreadsheet.
Blu BehaviourBook online
Direct session2h · Nadia$180.00
Supervision1h · BCBA$120.00
Parent training45mBook
Next free9:00 AM1:30 PM3:00 PM
Booked online
11:04 PM
While the clinic was closed
Session length
2h held
The afternoon, not an hour of it
Therapist and room
Both free
Or the slot is not offered
Four things that a spreadsheet does badly and that break the moment one person changes their hours.
On the paid plans each block is set once and every week is generated forward with its own reminder to the family. The grid is a set of real bookings in real diaries rather than a plan somebody keeps re-typing.
Supervision is its own appointment type on its own person’s diary, so it is scheduled rather than fitted in, and it is visible in the same calendar as the hours it is supervising.
Mark each session Arrived, Confirmed, Pending or No-show with a running count against it. A pattern of missed Wednesdays is something you can see rather than something somebody eventually mentions.
Caregiver training runs as a session with a limited number of places. Families book their own, a full session takes a waiting list, and you know who came without reconstructing it later.
ABA hours happen wherever the client is: some in the clinic, some at a school, some at home. Each location in Picktime keeps its own hours and its own team while everything still appears in a single calendar, so the question of whether Thursday afternoon at the clinic has a room free is answered by looking rather than by three messages. Where a session needs a particular room (the one with the observation window, the one that is quiet) the room is booked alongside the therapist, so a session is only scheduled when both are genuinely free.
Cover is constant in ABA and it is where a spreadsheet stops being useful, because every change is a manual redraw and the version people are working from is always the one before. Each therapist in Picktime has their own hours and their own clients, so marking somebody off takes their sessions out of the diary and leaves everybody else exactly where they were. On the paid plans the family sees the change in their own reminder rather than on a phone call from the office, and the hour that has come free is visible to whoever is planning cover.
Quarter past seven on a Sunday. A therapist has messaged to say she cannot do Wednesdays from next week, and the schedule for eleven clients is a spreadsheet with colour fills that only makes sense to the person who built it.
Two hours later there is a new version, and by Tuesday three people are working from the old one. Nothing here is a scheduling failure in the ordinary sense. Every hour is accounted for. It is that the plan and the diary are two different documents. Picktime makes the grid the diary, so a change in one person’s availability changes one person’s bookings and nothing else.
Each person sets their own working hours and the sessions they run, and the clinic, the school and anywhere else you work each keeps its own hours. Rooms go in so they are held with the person using them.
Set each block of hours to repeat, add supervision as its own appointment type on the supervisor’s diary, and put parent training in as a session with a number of places on it.
Every session carries a confirmation, and on the paid plans a reminder before the day, each with a link to move it. A family who can move a single Wednesday without ringing the office usually does, and the office finds out immediately.
The people who ring an ABA practice are usually parents at the end of a long process of trying to get somewhere, and they ring in the afternoon when every therapist is with a client. Picktime’s AI receptionist answers around the clock and takes several calls at once, works through what the caller is asking for, captures their details and turns the call into a confirmed first appointment in your calendar, checked against the same availability your booking page uses. A caller who needs to speak to a person is transferred to you, and every call is transcribed into your dashboard, so an enquiry taken at three is one a clinical lead can read in full at six.
The free plan is a plan, not a trial. There is no end date, no card, and the price follows how many people and locations you have.
Sessions land in the Google or Outlook calendar each therapist already has on their phone, and the paid plans sync them both ways, which is what stops a cover change living in one document and one diary. On the paid plans, parent meetings that happen over video get a Zoom, Meet or Teams link made with the booking.
Picktime runs in a browser on a phone as well as at the clinic, and there are iOS and Android apps, so a therapist working in a school can see the rest of the week and mark a session without going back to a desk.
In this field the word usually means a practice-management system that schedules sessions and also tracks funder authorisations, session notes and claims. Picktime is the scheduling half on its own: therapists and supervisors, locations and parent training, with standing weekly sessions and attendance on the paid plans. It does not carry authorisations, notes or billing, and practices that need those run a system for them.
Picktime’s free plan gives a small practice its own booking page, session types with their own lengths and a record per client, with no card and no end date. Standing weekly sessions, attendance and multiple locations sit on the paid plans, which are priced on how many therapists and sites you have.
Yes, on the paid plans. Each block is a standing booking in the diary of the therapist who runs it, generated forward with its own reminder to the family. The client’s week is real bookings in real diaries rather than a plan that has to be copied into them.
Only that person’s sessions change. Mark them unavailable and their bookings come out of the diary while everybody else stays where they were. On the paid plans the families affected are told in their own reminders rather than by a round of phone calls.
Yes, on the paid plans. Every session can be marked Arrived, Confirmed, Pending or No-show, with a running count against it, so a pattern of missed sessions is visible while there is still time to do something about it rather than at a six-month review.
Yes. Training runs as a session with a limited number of places. Families book their own place, and once it is full the page stops taking bookings. A waiting list for a full session, and marking who arrived afterwards, sit on the paid plans.
Onto the client’s record in your account, used to run the appointment, and on the paid plans you choose what the booking form asks for. Rules such as HIPAA depend on what is held, where it is held and what agreement covers it rather than on any one feature. If they apply to your practice, ask us what we hold before you set it up rather than assuming an answer either way. Security and trust sets out how data is kept.
We will not name one, because picking a practice-management system is a decision about authorisations, session notes and claims, and Picktime carries none of those. Most practices we see end up running two things: a practice-management system for the clinical and funding record, and something that owns the diary and the family-facing booking page. Picktime is the second of those, and it is worth deciding which of the two you are actually shopping for before you compare prices.
The one that can hold a recurring client rather than a one-off appointment, which is a narrower field than the review sites suggest. A therapy week is the same hours with the same person every week, so the questions that matter are whether standing sessions generate forward, whether one therapist’s absence moves only their own bookings, and whether the family can move a session themselves. Picktime does all three, with the standing sessions and the attendance register on the paid plans.
Nobody publishes a share figure for this market that is worth quoting, and the vendor claims you will find are self-reported. Usage also splits by job: the tools that hand out meeting times are not the tools that run a clinical diary, and comparing their user counts tells you nothing about either. Compare the two or three that hold a recurring week properly and ignore the size of the logo.
Weekly blocks Short sessions on a fixed weekly slot, often in a school as well as a clinic.
See speech therapy scheduling
Space and equipment Sessions that need a particular room and a particular piece of equipment free at once.
See occupational therapy scheduling
Registers Sessions with a cap, a register every day, and parents booking their own places.
See child care schedulingFree forever for a small practice. No card, no trial clock, and a client’s week that survives one therapist changing their hours.
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