I.Operational Systems · A Matchly Service

Stop running
your clinic from a spreadsheet.

Software shouldn't add to your chaos. It should erase it. We build operational systems for ABA practices — purpose-built for the way your clinic actually runs.

II.The Reality
07
things every owner is juggling — most of it in their head.
  • 01
    Staffing
    Who's available, who's overbooked, who's about to quit.
  • 02
    Scheduling
    Sessions, supervisions, no-shows, makeups — across thirty-plus clients.
  • 03
    Case matching
    Which RBT fits which family? Skill, language, distance, hours.
  • 04
    Communication
    Parents, RBTs, BCBAs, payors — all in different threads.
  • 05
    Case tracking
    Where every kid is in their treatment plan, today.
  • 06
    Employee management
    Reviews, credentials, supervision hours, turnover risk.
  • 07
    Parent coordination
    Updates, billing questions, scheduling changes, missed sessions.
III.The Transformation

From spreadsheets to systems that think.

The before will feel familiar. The after is what we build.

staffing_v17_FINAL_final(2).xlsx
RBTClientHrsStatusNotes
M. JohnsonA.S.20ACTIVEparent likes Span
M. JohnsonB.K.12CONFLICToverlap Tue 3pm
J. Patel????openask Sarah
???T.M.15URGENTcert exp 5/12
L. SotoD.W.18ACTIVE
L. SotoD.W.18ACTIVEdup row?
A. FriedmanR.G.8on holdschool 5/15
K. LeeP.O.22OVERBURNT OUT
Ask Sarah re: J.Patel ASAP!!
BeforeOne spreadsheet, eight problems.
Matchly
Matchly · Staffing
All synced
Active
28
Open
3
Resurfacing
2
M. Johnson · 20h
Matched · A.S. · Spanish · in-home
ACTIVE
J. Patel · 14h
Suggested · T.M. · Cert renewed 5/14
NEW MATCH
L. Soto · 18h
Continuing · D.W. · 6 wks · low risk
STABLE
K. Lee · 22h
Over capacity · reassign · 1 case
AT RISK
AfterOne system, eight answers.
IV.What We Build

Four systems, custom-fit to your practice.

01

Staffing & scheduling

Every clinician's hours, conflicts, burnout signals, and credential renewals in one place. The system flags problems before they become emergencies.

Replaces: 3+ spreadsheets · calendar tabs · texts to staff
Inside the system
M. Johnson · 20h
Stable · 6 weeks
ACTIVE
K. Lee · 22h
Over capacity
AT RISK
A. Patel · 14h
Cert exp · 6/12
RENEW
Inside the system
A.S. · 20h/wk
Best fit · M. Johnson
MATCHED
T.M. · 15h/wk
Open · 3 candidates
NEW
R.G. · 8h/wk
Goal review · 5/22
TRACK
02

Case matching & tracking

Every client matched to the right clinician — by skill, language, distance, hours. Every active case tracked from intake through goals to discharge.

Replaces: matching done in your head · case notes scattered
03

Parent & team communication

All parent updates, scheduling changes, and team messages in one thread per family. No more "did anyone tell the mom?"

Replaces: group texts · email chains · Voxer · WhatsApp
Inside the system
A.S. family · today
Schedule change · acknowledged
OK
T.M. family · 2h ago
New message · billing question
REPLY
D.W. family · yesterday
Weekly update · sent
SENT
Inside the system
K. Lee · RBT
Supervision · 2h owed
OWE
M. Johnson · RBT
Review due · 5/30
REVIEW
A. Patel · RBT
Promoted · BT track
GROW
04

Employee management

Credentials, supervision hours, performance, and turnover risk — surfaced when they matter. Hire, supervise, and retain without spreadsheets.

Replaces: HR spreadsheets · cert renewal alarms · gut feel
V.The Choreography

When something changes, the right people hear about it.

A stage transition isn't a status update — it's a cue. The system sends three signals at once, so the team always knows what's next, and parents always know where they stand.

New inquiry
→
Insurance verify
→
Approved
→
Waiting for BCBA
→
BCBA assigned
→
Assessment
→
Active treatment
Example: a client just moved from Approved to Waiting for BCBA. Here's what happens automatically.
Auto-Task12:04 PM · auto-generated
To · Clinical Director
Assign a BCBA to John D.
Context: Spanish-speaking household · in-home · 20 hr/wk · Mr. & Mrs. Doe · insurance auth window opens 5/14.
Due today
Open task →
SMS to Parent12:04 PM · delivered ✓
To · Mr. Doe · SMS
🎉 Great news! John was just approved. Your Matchly team is matching him with a BCBA right now. We'll text the moment that's done.
Short. Warm. Lands on a phone in the parent's pocket.
Email to Parent12:04 PM · sent
To · Mr. Doe · Email
Subject: Welcome to the next step

Hi Mr. Doe,

John has been approved and matched with a BCBA. Our team has submitted the authorization request to your insurance.

Turnaround is typically 3–14 days. We'll update you the moment we hear back.

In the meantime — watch the prep video and read the family handbook.

Longer. Informative. With resources attached.
and
The wait is not empty

Most clinics go silent during the longest part of the journey. We don't.

Insurance authorization takes three to fourteen days. Sometimes longer. Parents shouldn't disappear into the void while they wait. The system runs a scheduled drip — short, warm, useful — until something changes.

The 28-day drip · scheduled
Day 0
emailWelcome packet
"Here's what happens next + how to prepare." Includes prep video and family handbook.
Day 3
emailPrep checklist
"Five small things to do before the assessment." Practical, short.
Day 7
smsCheck-in
"Quick update — your insurance request is in review. We're watching closely."
Day 14
emailStatus update
"Where we are in the process + new resources for the wait." Honest, not vague.
Day 21
emailCommunity invite
"Connect with other Matchly families navigating the same wait."
Day 28
smsInsurance update
"We're still waiting — here's why, and what we're doing about it."
Drip pauses the instant something real changes — like an authorization comes back. Then the stage-change choreography takes over.
and
How the systems talk

One source of truth. Three signals at once.

01
The pipeline is the source of truth.
Every client lives at exactly one stage. Stages are the only place that "where is this family?" lives. No second spreadsheet, no second answer.
02
A stage change is a single event.
Move a card. One event fires. The system handles the rest — staff tasks, parent SMS, parent email, logging. No double-entry, no "did anyone tell the mom?"
03
The event fans out to three places.
A task lands on the right staff member's plate. An SMS lands on the parent's phone. An email lands in the parent's inbox. All three logged on the client record.
04
Stuck stages auto-escalate.
If a card sits in a stage longer than the SLA you set, the task escalates — first to a teammate, then to the clinical director. Quiet stages are loud signals.
05
No-change weeks still talk to parents.
When a client sits in the same stage for days, the drip campaign keeps the parent informed and reassured — without any human touching it.
06
Every touch is on the record.
Tasks, SMS, emails, drips — all timestamped on the client record. When a parent calls, you see the whole story without digging through tabs.
VI.The Long Game

Hiring BCBAs is a long game.

The best BCBAs don't pick the offer with the highest number on it. They pick the person they trust most. Relationships are the entire game — and they take years to build.

18mo
The average
between meeting a BCBA worth hiring and actually hiring her.
Build the relationship before you need it. Once you need a BCBA, it's too late to earn her trust.
01.

Trust travels.

A BCBA who joins because she trusts you brings the next BCBA — and the one after that. Every relationship is the seed of a network. The clinics that grow the fastest are the ones where current BCBAs are the recruiters, because they vouch with their own reputation.

02.

Hire on the timeline of years, not weeks.

The BCBA you want today met you eighteen months ago at a conference, a webinar, a referral, or your newsletter. The one you want next year is reading your posts right now. If you only start hiring when there's an open seat, you're hiring from the bottom of the talent pool — every time.

03.

Be worth working for.

BCBAs have options. Compensation is table stakes. The clinic owner who actually reads, listens, follows up, and shows up — wins. Show that you take their work seriously, that you respect their clinical judgment, and that you're building something they'd be proud to be part of. That's the differentiator.

This is why Matchly is a network, not a job board. The first BCBA who joins is a thread. The fiftieth is the moat.

“
Software shouldn't make your day harder. It should make the chaos disappear so the work can be the work.
Danielle Cohen
Founder · Matchly
VIII.See It In Motion

Short demos. No fluff.

Video coming soon
Overview · 2 min
How Matchly replaces your spreadsheets
Video coming soon
Walkthrough · 4 min
A day in a clinic that uses Matchly
Video coming soon
Customer story · 3 min
From six spreadsheets to one system
IX.Why Matchly

We've already lived the workflow.

We're not a generic SaaS team adapting a CRM to fit ABA. We've built every workflow you're running today — from the inside. We know where spreadsheets break, because we've been the ones holding them together.

Generic SaaS · CRMs adapted to ABA
Built for ABA workflows from day one.
Hire a dev team · six months, $200k+
Live in weeks, fraction of the cost.
More spreadsheets · more tabs, same chaos
One system that thinks the way you do.
Off-the-shelf features you don't need
Built around your actual day-to-day.
The invitation

Show us your chaos. We'll sketch the system.

Fifteen minutes. Tell us the three things eating your week. We'll draw the smallest possible system on the call — and tell you what it would look like to live inside it.

Personally read · personally responded · by a real BCBA.