Staffing is the binding constraint on ABA growth. Demand for services routinely outruns the supply of credentialed RBTs, and turnover is high, so a practice's ability to grow is really its ability to recruit, hire, and ramp RBTs faster than it loses them. This dashboard makes the hiring funnel visible end to end — from applicant to a billable, productive clinician.
Why the RBT funnel matters
A waitlisted family can't start until there's an RBT to staff them, so recruiting throughput directly governs revenue and access. But raw applicant counts mislead: what matters is how many applicants become billable RBTs, and how long that takes. A funnel that looks healthy at the top can still starve the schedule if offers don't convert or new hires don't ramp.
What this dashboard tracks
The overview counts applicants and how many reach each stage — interviewed, offer, hired, and finally billable — so the drop-off at each step is obvious, and the funnel chart shows how many of each applicant cohort reach productive status. A by-source view shows which recruiting channels (referrals, job boards, universities, career fairs) produce not just applicants but actual billable hires, so spend follows what works. A by-clinic view shows where staffing is keeping up and where it's falling behind.
How to read it
Watch conversion, not volume. A channel that sends many applicants but few billable RBTs is worse than one that sends fewer, better-matched candidates — referrals and university pipelines often convert far better than broad job-board volume. The hired-to-billable step is the ramp: a wide gap there means onboarding or supervision capacity, not recruiting, is the bottleneck.
Who uses it
Talent and operations teams use it to focus recruiting spend and shorten time-to-billable; owners use it to connect hiring throughput to capacity, waitlists, and growth.
Metrics it tracks
| Metric | What it means |
|---|---|
| Total Applicants | Candidates who entered the RBT hiring funnel in the period. |
| Interviewed | Applicants who reached the interview stage. |
| Hires | Candidates hired as RBTs. |
| Now Billable | Hires who completed onboarding and ramped to billable, productive status. |
Used by: Talent/HR, operations, practice owners
Frequently asked questions
Why is RBT turnover so high in ABA?
RBT roles are often part-time, entry-level, and sensitive to schedule volatility and cancellations, which drives high turnover across the industry. That makes recruiting a continuous pipeline rather than an occasional event — and makes funnel visibility (applicant → billable) essential to keeping the schedule staffed.
What does 'ramp to productivity' mean for an RBT?
It's the time and steps from hire to a fully billable, productive clinician — onboarding, credentialing, training, and initial supervised sessions. The hired-to-billable conversion in this report is the clearest signal of whether onboarding is keeping pace with hiring.
Which recruiting sources convert best for ABA?
It varies by market, but referrals and university/training pipelines frequently convert applicants to billable RBTs at a much higher rate than broad job-board volume. Tracking conversion by source — not just applicant counts — is how a practice decides where to spend.
Can I build this on my own recruiting data?
Yes. Export your applicant/ATS data with stage and source and use this as a template — we model it into a Power BI report. The sample uses synthetic data, so there's no candidate information here.
Build this report on your own data
Clone this ABA template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →