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Navigating the AI Scheduling Optimizer (Beta)

This article serves as a training guide for the Motivity AI Optimizer, a tool designed to automate and refine the complex process of scheduling in an ABA clinic setting.

Overview

The AI Optimizer is a sophisticated scheduling engine designed to eliminate the "manual puzzle" of ABA clinic operations. This guide walks you through the strategic value, technical setup, and practical application of the Optimizer to ensure you can lead successful customer demonstrations and implementations.

 Enabling the Feature

The AI Optimizer is toggled at the User Access Level within the Admin Module.

  • Quick Tip: Navigate to Admin > Access Levels and use Ctrl+F to search for "AI Scheduling" to find and enable the feature quickly.

What the AI Optimizer Does

 

The Optimizer streamlines clinic management by aligning three core pillars: Staff Availability, Client Needs, and Compliance Requirements.

Key Functions:

  • Clinic-Focused Optimization: Focuses purely on clinic operations to ensure a balanced, efficient week.

  • Reduced Manual Work: Proposes a full schedule that meets all conditions, saving hours of back-and-forth communication.

  • Flexible Options:

    • Brand New Schedule: Start the week with a fresh, optimized slate.

    • Add to Existing: Fill gaps caused by cancellations, staff resignations, or last-minute changes.

The Workflow:

How to Configure the AI Scheduling Optimizer


  1. Navigate to Scheduler → All Providers View
  2. Open the AI Scheduling Optimizer by selecting "Generate Schedule - Configuration"
  3. Click the Gear icon in the top-right corner of the dialog
  4. In the Configuration panel, set the following options:
    • Service (Therapy): Select which therapy services the Optimizer should include when building schedules
    • Roles: Choose which provider roles should be considered for matching
    • Designations: Select the provider designations eligible for AI scheduling
    • Hire Date Greater Than (Days): Set a minimum number of days since hire before a provider is included — for example, entering 30 will exclude providers hired within the last 30 days
    • Minimum Session Time (Minutes): Define the shortest session duration the Optimizer is allowed to create
    • Target %: Set your scheduling fill target — for example, 100% to fill authorized hours exactly, or 120% to intentionally over-schedule as a buffer
  5. Click Save — your saved configuration will now apply to all future runs across your organization
  6. Define Logic: Choose between "Brand New" or "Add to Existing.

  7. Review: Access the results in Project Results.

  8. Publish: Review the "distinct style" proposed appointments.

    1. You can accept them in bulk or individually.

Schedule Configurations

How to Drag and Resize AI-Projected Appointments

  1. Navigate to Scheduler → All Providers View
  2. Open the AI Scheduling Optimizer and run it to generate projected appointments
  3. Review the projected schedule that appears
  4. To move an appointment, click and drag it to a new time within the same provider lane. Note that availability restrictions do not apply during this step — you have full flexibility within the lane.
  5. To adjust the duration, drag the edges of the appointment to extend or shorten the suggested session time
  6. Once you're satisfied with your adjustments, click Accept — the appointments will be created with your updated times and positions
  7. If you'd like to discard a suggestion entirely, click Reject — the projected appointment will be removed and nothing will be created

 Beta Status: This feature is currently in Beta. If you would like to integrate this feature into your PM instance, reach out to your Customer Success Manager for more information! 

 

Last Updated: 5/21/26 by Tatum Winslow