5 Best Scheduling Software For ABA Therapists in 2026

We found the five best Applied Behavior Analysis (ABA) therapy appointment scheduling software that help you book and manage appointments without errors and with less manual work.  

The 5 best ABA therapy appointment scheduling software (top picks overview)

Disclaimer: Pricing shown in this article is current as of November 2026 and may change based on plan updates, promotions, or discounts.

1. Passage Health: Best overall scheduling software for therapists

What Passage Health does

Passage Health is an all-in-one clinical and ABA therapy practice management platform that provides complete scheduling capabilities for ABA providers.

The system updates schedules in real time, prevents double booking, and links appointments to the correct client, provider, location, and authorization hours.

Who it’s for: ABA clinics of any size, group practices, and multi-location teams that need accurate scheduling, real-time updates, and automated appointment workflows.

Many other therapy scheduling systems work as standalone calendars. Passage Health is different: every appointment connects to progress tracking, authorizations, and claims.

Key features

• Smart scheduling that fits any team: You can see all therapists, their schedules, and open time slots in one view. For instance, if a therapist is booked, the system shows it right away because the calendar updates in real time.
• Scheduling tied to billing and notes: When you schedule a session, it already connects directly to notes, authorizations, and billing. So, there is no double entry.
• Match therapists to clients: The platform shows only eligible providers based on service type, certification level, and authorization rules.
• Mobile-friendly scheduling: Field staff can see their appointment schedule, confirm sessions, and manage daily calendars from the mobile app, even offline.
• Authorization and supervision tracking: The system shows how many hours a client has used and how many are left in their authorization. It also shows supervision needs. You can tell right away if a client is close to running out of hours.
• Customizable AI-powered reporting for clinic leaders: Owners can see information about schedules, billing, completed sessions, and revenue in one place. You can check billed vs. scheduled hours without exporting spreadsheets.

Benefits

• Reduces double booking 
• Handles complex ABA scheduling needs (e.g., in-home, clinic, school-based sessions)
• Shows authorized hours during scheduling to prevent errors
• Supports multi-location and multi-provider scheduling
• Fast release cycle means scheduling workflows update frequently

Considerations

• This is a complete Electronic Medical Record (EMR) system with full clinical capabilities, not a simple scheduling app.

Pricing

Passage Health uses custom pricing since it includes scheduling, billing, customizable reporting, and documentation in one platform.

You can get a quote based on how many therapists and features you need.

Passage Health is the best choice if you want one system that handles scheduling workflows. It saves time, prevents mistakes, and helps clinics run more smoothly. 

You can book a demo with Passage Health here.

2. SimplePractice

Source: SimplePractice

What SimplePractice does

SimplePractice gives solo therapists a way to manage appointments, client requests, reminders, and telehealth links from one system.

Who it’s for: Independent therapists or small practices who want easy client booking, automated reminders, and a smooth client portal experience.

Key features

• All-in-one calendar + client portal: Book or request appointments online (available on Essential+), receive reminders, and access paperwork through a secure dashboard.
• Unified calendar: Manage availability, recurring appointments, cancellations, and telehealth sessions from one dashboard.
• Built-in reminders: Email and text reminders to help reduce no-shows.
• Client portal scheduling: Complete intake forms and confirm appointments directly through the portal.
• Telehealth session links: Automatically generated and added to scheduled appointments.

Benefits

• Easy for clients to schedule or request sessions
• Automated reminders help prevent missed appointments
• Clean, intuitive calendar interface
• Convenient telehealth links directly inside the calendar
• Mobile app supports scheduling for both therapists and clients

Considerations

• Fewer customization options for complex scheduling or multi-provider clinics
• Client self-scheduling is only available on Essential+ plans
• Can become costly as practices grow and add features or team members

Pricing

SimplePractice’s pricing starts at:

• Starter (~$49/month): Clients can request appointments, with basic documentation, billing tools, and a client portal for forms and messaging.
• Essential (~$79/month): Adds full calendar management, client self-scheduling, automated reminders, and built-in telehealth.
• Plus (~$99/month): Includes team and group practice features with more scheduling options for multi-clinician practices.

A 30-day free trial is also available.

The software is best for solo therapists who want an easy, plug-and-play scheduling tool with a smooth client portal and basic practice management features.

3. TherapyNotes

Source: TherapyNotes

What TherapyNotes does

TherapyNotes is a practice-management platform that handles scheduling and offers client appointment requests, recurring sessions, reminder automation, and telehealth integration.

Who it’s for: Solo therapists and small to mid-size ABA clinics that need predictable scheduling, recurring appointments, and simplified insurance-related scheduling workflows.

Key features

• Scheduling + calendar management: Supports client appointment requests, recurring sessions, color-coded calendars, and scheduling tools designed for therapy workflows.
• Telehealth scheduling: Automatically generates secure video links and adds them to the appointment.
• Automated reminders: Can send email and text reminders to reduce missed appointments.
• HIPAA-compliant platform: All scheduling, communication, and documentation features meet HIPAA requirements.

Benefits

• Easy-to-use interface with a consistent, structured workflow
• Secure telehealth appointment links
• Automated appointment reminders with virtual waiting rooms
• The client portal makes appointment management easy

Considerations

• Limited flexibility for calendar customization options
• Additional cost of $50+ per added clinician, depending on plan
• Fewer customization options for complex team-based scheduling

Pricing

TherapyNotes offers these pricing plans:

• Solo plan: $69/month per clinician
• Group plan: $79/month for the first clinician
• Additional clinicians: $50+ per clinician, depending on plan

Some add-ons are included, and a 30-day free trial is also available.

TherapyNotes is designed for therapists who want reliable scheduling. It works best for solo providers and small practices that rely on insurance or need detailed clinical records.

4. Acuity Scheduling

Source: Acuity Scheduling

What Acuity Scheduling does

Acuity Scheduling lets clients book their own appointments online and sends automatic reminders, updates, and forms. It’s built for simple, fast scheduling. 

Who it’s for: Therapists, coaches, and wellness providers who need an easy booking system with strong automation, but who do not need built-in clinical tools like progress notes, treatment plans, or insurance billing.

However, it is not an ABA therapy-specific platform, so it doesn’t include EMR features like progress notes or claims.

Key features

• Client self-booking and custom intake forms: Clients can choose their own appointment times based on your availability; can add forms, questionnaires, or agreements for clients to complete before their session.
• Automatic reminders: Acuity sends email and text reminders so clients don’t forget their appointments.
• Unlimited appointments: All paid plans allow unlimited bookings, so you can handle as many sessions as you need.
• Multiple calendars and time-zone detection: Depending on your plan, you can manage one or 36 calendars to support different services or staff, and adjust appointment times automatically for clients in different time zones.
• Group appointments: You can offer group sessions or classes on higher-tier plans.
• Calendar syncing and video integrations: Acuity syncs with Google Calendar, iCloud, and Outlook so your schedule stays updated everywhere; connect with Zoom and Google Meet for virtual sessions scheduling.

Benefits

• Simple setup and flexible scheduling tools
• Strong automation for reminders, forms, and payments
• Supports group appointments and multiple calendars on higher tiers

Considerations

• HIPAA compliance is only available on Premium and Enterprise plans with a signed Business Associate Agreement.
• Video sessions require integrations (Zoom or Google Meet)
• Calendar customization is less flexible than full EMR platforms

Pricing

Acuity has four pricing plans:

• Starter: $16/month
• Standard: $27/month
• Premium: $49/month (includes HIPAA compliance)
• Enterprise: Custom pricing

Acuity is a strong fit for therapists and wellness providers who want fast online booking and automation without the complexity of a full EMR.

It helps reduce admin time and works especially well for private-pay practices, group classes, and mixed service offerings. 

5. Carepatron

Source: Carepatron

What Carepatron does

Carepatron is a practice management system that centralizes scheduling, appointment reminders, calendar syncing, and telehealth booking in one system. It simplifies how clients book sessions and how providers manage daily schedules.

Who it’s for: Therapists, wellness providers, and small to mid-size practices that want scheduling, reminders, and telehealth appointment management in a single platform.

Carepatron is often used by private-pay practices, multidisciplinary clinics, and teams that need shared access to records and simple workflows.

Key features

• Scheduling: Helps providers manage appointments, availability, and bookings in one place to reduce admin time.
• Patient Portal: Gives clients a secure portal to book appointments, complete forms, and communicate with their provider.
• Compliance: Designed to meet HIPAA requirements for secure data storage.
• Communications: Provides secure messaging and automated reminders to reduce no-shows.
• Telehealth: Includes built-in video sessions with secure links and a virtual waiting room.

Benefits

• Easy-to-use platform for clients and providers
• Built-in telehealth with secure video links and a client portal
• Automated reminders and messaging to reduce missed appointments
• Works well for multidisciplinary teams that need shared scheduling access

Considerations

• Advanced scheduling rules are more limited than EMR platforms
• Limited reporting on scheduling trends
• Larger clinics may outgrow scheduling flexibility

Pricing

Here is the cost of using Carepatron:

• Free: Basic scheduling, reminders, telehealth, and calendar access.
• Essential (~$5/month): Adds appointment requests, calendar sync, public forms, and claim filing.
• Plus (~$6.50/month): Adds group scheduling, unlimited storage, and custom workflows.
• Advanced (~$8/month): Adds user permissions, branding options, and advanced support.

Carepatron combines scheduling, telehealth, payments, and client communication in one place, making it useful for private-pay practices and small teams. 

How we tested these scheduling tools for ABA therapists

To compare these scheduling platforms fairly, we focused on the two things that matter most for therapists: how easily appointments can be managed, and how reliably each system handles changes.

We tested every tool by creating appointments, sending reminders, updating schedules across devices, and timing how long common tasks took from start to finish.

Tools that were confusing, slow, or required too many steps scored lower in our testing.

Platforms that made it easy to schedule, reschedule, and manage daily appointments earned higher rankings because they reduced back-and-forth communication and helped therapists stay on time.

We also rated tools higher when they handled client self-scheduling smoothly, updated calendars in real time across devices, and offered clear reminders that helped prevent no-shows.

Strong appointment management (fast booking, reliable updates, and fewer manual corrections) was the biggest factor in determining overall performance.

The final verdict

After testing these scheduling software for therapists, we found one clear pattern: therapists lose the most time when scheduling, documentation, and billing live in different systems.

If your practice has multiple services, uses authorizations, manages teams, and wants to avoid manual retyping between platforms, Passage Health is the strongest choice. 

If you want appointment management that ties directly into your clinical and billing workflows, Passage Health is a unified clinical and practice management system built for therapists and ABA providers.

The calendar updates instantly, reminders go out automatically, and completed appointments connect to session notes and claims.

You can book a demo to see how Passage Health can streamline your scheduling and reduce your weekly admin hours.

Frequently Asked Questions

Do ABA therapists need HIPAA-compliant scheduling software?

Yes. Any system storing PHI (Protected Health Information) or client appointment details must be HIPAA-compliant, and you must be able to sign a Business Associate Agreement (BAA).

What’s the biggest mistake therapists make when choosing scheduling software?

The biggest mistake therapists make when choosing scheduling software is choosing a scheduler that doesn’t connect to documentation or billing, and increases manual work and errors.

What features should therapists look for in scheduling software?

The most important features therapists should look for in a scheduling software are automated reminders, calendar syncing, telehealth links, recurring sessions, and the ability for clients to reschedule without long email chains.

Does scheduling software reduce no-shows?

Yes, scheduling software reduces therapy no-shows. The automated text and email reminders that scheduling software offers significantly reduce missed sessions and last-minute cancellations.

Is it safe to use Google Calendar or Outlook for therapy appointments?

It’s not safe to use only Google Calendar or Outlook for therapy appointments. Both require a HIPAA-compliant setup and a signed BAA; otherwise, they can’t be used to store PHI.

‍

References

Acuity Scheduling. (n.d.). Acuity Scheduling official website. Retrieved from https://acuityscheduling.com/

Acuity Scheduling. (n.d.). Sign up. Retrieved from https://acuityscheduling.com/signup.php?entry_point=acuity&btn=nav

Carepatron. (n.d.). Carepatron: Practice management software. Retrieved from https://www.carepatron.com/

Carepatron. (n.d.). Carepatron pricing. Retrieved from https://www.carepatron.com/pricing/

G2. (n.d.). Acuity Scheduling reviews. Retrieved from https://www.g2.com/products/acuity-scheduling/reviews

G2. (n.d.). SimplePractice reviews. Retrieved from https://www.g2.com/products/simplepractice/reviews

G2. (n.d.). TherapyNotes reviews. Retrieved from https://www.g2.com/products/therapynotes/reviews

Molfenter, T. (2013). Reducing appointment no-shows: Going from theory to practice. Substance Use & Misuse, 48(9), 743–749. Retrieved from https://pmc.ncbi.nlm.nih.gov/articles/PMC3962267/

SimplePractice. (n.d.). Pricing. Retrieved from https://www.simplepractice.com/pricing/

SimplePractice. (n.d.). SimplePractice official website. Retrieved from https://www.simplepractice.com/

TherapyNotes. (n.d.). Pricing. Retrieved from https://www.therapynotes.com/pricing/

TherapyNotes. (n.d.). TherapyNotes official website. Retrieved from https://www.therapynotes.com/