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A proposal · prepared for DoubleCare ABA

Give your team those hours back.

Some weeks it takes five people on your team, working together, just to fit every session in and make sure nothing overlaps — hours pulled off the floor into a scheduling puzzle. Imagine handing that puzzle to a system, and giving those hours back to the families. Here's the idea, and how we'd build it together.

Prepared forJacob Appel, CEO
FromSholes — An Agent Firm
DateJuly 14, 2026
The askDiscovery · $1,500

An honest note first

This is a first sketch — what I took away from our 45-minute call, no more. The real thing is more tangled than any one page can hold: more detail, more edge cases, more we'll want to add once we're inside your actual setup. So treat everything here as the idea, not the spec — and treat every number past Discovery as a placeholder. Discovery is where we make it exact.

What we heard

Fitting the schedule together can pull in five people at once.

"Figuring out where every session fits takes the whole team working together — sometimes five of us at once — just to make sure nothing overlaps and every match counts."

— Jacob Appel, DoubleCare ABA

It's not one scheduler's job. When the pieces don't line up, it pulls in several people at once — hand-matching who's free against who's needed, and re-checking every time a plan changes. It works. But those are hours your team could spend on families, not on a matching puzzle.

  • Every plan differsNo two clients are alike — one might need 40 hours a week, another 10. The schedule is never the same twice.
  • People must alignA session only runs when the right people are free at once — for example, a technician with the client, and at times a supervisor alongside them.
  • No collisionsAcross a hundred clients and staff, every window has to fit without two people landing in the same place.
  • Yom TovThe yearly calendar has to respect the Jewish calendar automatically — no manual blocking.

The idea, working

The whole day, ten clients, one board.

Here is the scheduling engine as a live model — ten clients, the technicians, two supervisors. It matches every client to a technician inside their availability, packs each tech's day with travel gaps, slots supervision inside the right session, and flags anyone who can't be covered. You don't do the math — the board does.

Live scheduling calendar — ten clients matched across technicians and supervisors
Open the live calendar → Play with it: drag a session, break it, hit Solve, or remove a technician.
doublecare.sholesapi.com/calendar

Communication

Where the calendar takes its information — and where it sends it.

A schedule is only useful if it flows. The engine reads what it needs and writes back what it decides, so nothing gets re-typed.

IN
Availability
Client & staff windows, entered once.
IN
CentralReach reads
Authorizations & rosters, live via API.
·
Auto-match
The engine builds the legal schedule.
OUT
Template
Confirmed schedule fills the billing template.
OUT
CentralReach writes
Appointments synced back overnight.

We confirmed the path directly with CentralReach: their API reads scheduling data and authorizations anytime, and since they don't offer an endpoint to create appointments, confirmed appointments write back through a compliant overnight sync (inside CentralReach's approved 7pm–11:30am window). Reads live, writes overnight — a perfect fit for planned scheduling. Your engine stays the source of truth; CentralReach stays downstream for billing.

How we'd build it

Four steps. You only commit to the first.

We don't quote a build we haven't scoped — that's how projects go wrong. So this is honest: a fixed price for Discovery, and the rest priced exactly once we've seen your real setup.

1 DiscoverySit down, walk the full scope, leave with a plan and an exact price $1,500fixed
This is the ask
  • We sit with one person — your office manager or a scheduler — and walk the whole flow end to end: how it works today, where the data lives, who the source of truth is.
  • We map the exact matching logic — availability, who must be present with whom, the supervision rule, Yom Tov, the CentralReach handoff.
  • You leave with a written plan and a fixed, exact quote for the build. No surprises later.
  • The $1,500 is credited toward the build — if you go ahead, it comes straight off the build price. Discovery isn't an extra cost; it's the first step of the build.
  • The plan is yours to keep, either way. Build it with us, build it elsewhere, or hold onto it — you get the full value regardless. No lock-in.
2 Building the calendarThe engine you just saw, for real Priced atDiscovery
Scoped & quoted in Discovery
  • Availability in → sessions auto-matched to technicians → supervision slotted inside → travel gaps and Yom Tov respected.
  • The capacity view: at a glance, who can't be covered, and when you're short-staffed.
  • Built and delivered in milestones — you see it working in stages, not all-or-nothing at the end.
3 CommunicationWhere it pulls information from, and where it sends it Priced atDiscovery
Scoped & quoted in Discovery
  • Reads authorizations and rosters live from CentralReach; writes confirmed appointments back on the compliant overnight sync.
  • Confirmed schedule → submission → billing template, filled automatically.
  • Timesheets and appointment records stay aligned with what was actually delivered.
4 AI add-onsThe layer on top — tracking, drafting, and whatever we surface together Priced atDiscovery
Optional — added on top
  • Tracking and capturing the data you're missing today, so the system gets smarter over time.
  • Session-note and supervision-template drafting, ready for review.
  • Whatever else Discovery surfaces that's worth handing to an agent — added one trust-step at a time.

Pricing at a glance

One firm number. The rest, priced exactly after Discovery.

StepWhat it deliversInvestment
1 · DiscoveryOn-site session, written plan, exact fixed quote for the build$1,500
2 · Building the calendarThe auto-matching scheduling engineQuoted at Discovery
3 · CommunicationCentralReach reads + compliant overnight write-backQuoted at Discovery
4 · AI add-onsTracking, note drafting, ongoing intelligenceQuoted at Discovery

Only Discovery is priced today; Steps 2–4 get an exact, fixed quote at its close. And Discovery is risk-free two ways: the $1,500 credits toward the build if you proceed, and the plan is yours to keep either way — take it anywhere. You commit to Step 1, nothing more.

Let's start with one step.

Book Discovery. We'll sit with one of your team, map your scheduling reality, and hand you a written plan and an exact number for the build. If it's not worth going further, you'll know that too.

Book Discovery → Open the live calendar

$1,500 · credited toward the build · the plan is yours to keep