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New clinics sign up through the public Book Now page at vreinforce.us/book-now. The sign-up process takes about 5 minutes.

1. 1
   About YouEnter your first name, last name, email address, and phone number. This becomes the Practice Admin account.
2. 2
   About Your OrganizationEnter your organization name, team size, expected client volume, and how you heard about VReinforce.
3. 3
   Choose a Plan & Set Your PasswordSelect a subscription plan, create a secure password, complete the CAPTCHA, then click Pay Now.
4. 4
   Complete Payment via StripeYou are taken to a secure Stripe payment page. After successful payment, your clinic is activated automatically.
5. 5
   Welcome Email + Auto LoginA welcome email is sent and you are automatically logged into your new clinic dashboard as Practice Admin.

First steps after registering:

Staff accounts are created by the Practice Admin from the Staff section in the sidebar.

1. 1
   Go to Staff → Add NewClick the Add New button on the staff list page.
2. 2
   Fill in Personal InformationEnter name, email, phone, and date of birth. The email must be unique across the entire platform.
3. 3
   Assign a RoleSelect the appropriate role (BCBA, Therapist / RBT, Accountant, etc.).
4. 4
   Set a Temporary PasswordStaff can change it after first login. Passwords need uppercase, lowercase, a number, and a special character.
5. 5
   Save the AccountThe staff member can now log in using their email and temporary password.

Adjusting permissions: Go to Settings → Roles & Permissions to customize access module by module, or open a staff profile for per-person overrides.

Client profiles are the central record for each person receiving therapy — linking to insurance, programs, sessions, documents, and tasks.

1. 1
   Clients → Add New ClientClick Add New Client from the Clients list.
2. 2
   Enter DemographicsFull name, date of birth, gender, contact info, emergency contact, address, and preferred language.
3. 3
   Add Medical InformationPrimary/secondary diagnoses, allergies, medications, and medical history — on the Medical tab.
4. 4
   Add InsuranceOn the Insurance tab, add payer, policy number, group number, and authorization details.
5. 5
   Set AvailabilityOn the Availability tab, define time windows when the client is available for sessions.
6. 6
   Assign an ABA ProgramOnce the profile is complete, go to the ABA section to assign a clinical program.

Programs exist at two levels: Templates (reusable clinic-wide blueprints) and Client Programs (independent copies assigned to a specific client).

Creating a Template:

1. 1
   ABA → Program Templates → Add NewEnter program name, age group, diagnosis, recommended weekly hours, and description.
2. 2
   Add Goals and TargetsSelect goals from the library and attach targets to each goal.
3. 3
   Activate the TemplateSet status to Active — only active templates can be assigned to clients.

Assigning to a Client:

1. 1
   Client Profile → ABA Tab → Assign ProgramSelect an active template.
2. 2
   A separate client copy is createdThe original template is never modified.
3. 3
   Submit for ApprovalThe BCBA approves it — only then can sessions be scheduled against it.

Scheduling: Go to ABA → Sessions → Schedule Session. Select the client's active program, therapist, date, and times. Enable Recurring to generate a series by day of week and date range.

Conducting a session:

1. 1
   Open the session and click StartStatus changes to In Progress and the data collection screen loads.
2. 2
   Record data for each targetControls match the recording type automatically — counter for Frequency, timer for Duration, checkbox grid for Interval, trial buttons for Trial, step-by-step for Task Analysis.
3. 3
   Fill in the SOAP NoteComplete Subjective, Objective, Assessment, Plan, and ABA Note. Click Auto-Generate for a draft based on session data.
4. 4
   Collect parent/guardian signatureUse the on-screen signature pad.
5. 5
   Mark complete, then Submit for ReviewThe system checks mandatory session rules. If a rule fails, submit an exception request for BCBA approval.

After a therapist submits a session, it enters the BCBA Review Queue at ABA → Sessions → Pending Review.

Bulk signatures: BCBAs can mass-sign multiple sessions at once using the Collect Signatures function.

Session Rules & Exceptions: BCBAs define mandatory rules (minimum duration, SOAP completeness, data entry minimums, etc.). Therapist exception requests appear in the Exceptions tab for BCBA approval or denial.

Invoices: Create at Account Manager → Invoices → Add New with one or more line items. Invoices can be printed or exported.

Recording Payments: On any invoice, click Record Payment to log a received payment.

Clinic Subscription Billing: Practice Admins manage the clinic's VReinforce subscription at Billing in the sidebar. If a subscription lapses, all staff are redirected to the billing renewal page.