Frequently Asked Questions

Beetably is a private, web-based record-keeping tool for parents and caregivers of children with special needs. You can log behavioral incidents, medical appointments, IEP meetings, therapy sessions, developmental milestones, and more — all in one secure place. An internet connection is required to use it.

After signing up, go to "My Children" in the left sidebar and click "Add Child". Fill in your child's name, date of birth, and any relevant details. You can add diagnoses, medications, allergies, and your care team on the profile page.

Each profile can hold your child's date of birth, diagnoses, medications, allergies, emergency contacts, and care team details. From the profile you can access all linked logs — behavioral and medical incidents, therapy sessions, IEP meetings, appointments, milestones, advocacy notes, and communication logs.

The Basic plan ($5/month) includes 1 child profile, behavioral and medical incident logs, developmental and milestone records, therapy team & session log, calendar view, full-text search, file references, two-factor authentication, and an activity audit log.

Pro unlocks unlimited child profiles and the full Events suite: IEP and 504 meeting logs, medical appointment tracking, developmental milestone records, child advocacy notes, and communication logs. Pro also includes priority support.

Basic is $5 per month and Pro is $9 per month, both billed monthly. There are no annual contracts. You can cancel at any time and your access continues until the end of the billing period.

Billing is handled securely by Stripe. You are charged monthly on the date you subscribed. We never store your card number — it is held by Stripe under their PCI-compliant systems.

Go to the Billing section in the left sidebar and click "Manage Billing". From there you can cancel at any time. Your access continues until the end of the current billing period. We don't offer partial refunds.

Only you. We do not share your data with third parties, advertisers, or anyone else. Our team can only access records in very limited circumstances for technical support, and only if you request it.

All data is transmitted over HTTPS. Sensitive fields — child names, diagnoses, incident details — are encrypted at rest using AES-256-CBC. Passwords are stored as bcrypt hashes so we can never see your actual password. Every account supports two-factor authentication (TOTP). You can also view a recent activity log on your profile page showing every sign-in, record view, and report export from your account.

Yes. When creating a child profile, you can enter any alias name and an approximate date of birth — you don't have to store your child's real identifying information in the tool. When you export an official report, an optional window lets you enter the real name and date of birth for that export only. Those fields are never saved back to the tool.

Beetably is a personal record-keeping tool for family use — not a covered entity under HIPAA. We do not share your data and we use strong security practices, but we are not a clinical system and this tool is not a substitute for official medical record systems.

When you delete your account, all your data — child profiles, logs, and personal information — is permanently and irreversibly deleted from our systems within 30 days. Billing records are retained by Stripe as required by financial regulations.

The Profile Sheet is a printable one-page document that summarizes everything a caregiver needs to know about your child — communication methods, preferences, sensory sensitivities, calming strategies, care needs, and safety notes. Open any child profile, click Profile Sheet, fill in the fields, and download the PDF. Keep a copy in your child's backpack and give one to any new school staff, therapist, or respite provider.

The Dismissal Checklist is a customizable end-of-day checklist for paras, aides, or anyone responsible for your child at school dismissal. You build the list once — backpack items, medications, devices, communication steps, handoff instructions — and print multiple copies to use throughout the week. Each printed sheet has a notes section for the aide to write anything the parent should know.

Reminders are linked to a specific child profile and come in two types: recurring medication reminders (choose days of the week and a time) and one-time meeting reminders (set a date and time for an upcoming IEP, evaluation, or appointment). You'll receive a notification at the time you set. Open the child's profile and tap Reminders to add, edit, or pause them.

The Emergency Card is a compact, printable document with your child's most critical information for first responders or new caregivers: diagnoses, active medications, allergies, emergency contacts, and care instructions. Open your child's profile and click Emergency Card to download the PDF immediately. Update it whenever medications or contacts change, and keep copies in your child's backpack, your wallet, and with regular caregivers.

The IHSS Hours Calendar helps IHSS caregivers and providers distribute monthly authorized hours across every active day. Enter your monthly total and Beetably calculates a daily target automatically. You can lock any day to fix its hours (it turns amber and is excluded from future rebalancing), edit individual days manually (the difference is spread across all other unlocked days), and mark sick days or out-of-country travel days so they snap to 0 and are excluded from the hour count. Open any child's record and navigate to IHSS Hours Calendar to get started.

You can log: Behavioral incidents (severity, triggers, interventions, outcomes), Medical incidents, IEP meeting notes, 504 plan meetings, Medical appointments, Developmental milestones, Child advocacy notes, and Phone logs. You can link to external files (Google Drive, Dropbox, iCloud, OneDrive) via File References on any record. Basic includes behavioral and medical logs; the full Events suite (IEP, appointments, milestones, etc.) is included in Pro.

There are two parts. The Therapy Team section stores each therapist's name, type, organization, phone, and weekly hours (both home and clinic). The Session Log lets you record individual sessions with dates, duration, notes, and goals covered.

Yes. From the Reports section, select a child and date range, then click "Export PDF". You can also export as CSV or Excel. If you used an alias for your child, the export window lets you enter the real name and date of birth for that report only — they are never saved to the tool. Medical appointment history and therapy team info each have their own dedicated PDF export as well.

Yes. When creating or editing any log entry, use File References to link to files stored in Google Drive, Dropbox, iCloud, OneDrive, or any URL. The tool stores only the name and link — files remain in your own cloud storage where you control them.

Go to your Profile page and click "Enable Two-Factor Authentication". You'll be asked to scan a QR code with an authenticator app (like Google Authenticator or Authy). Once set up, you'll need to enter a code every time you sign in.

On the sign-in page, click "Forgot your password?" and enter your email address. You'll receive a reset link within a few minutes. Check your spam folder if it doesn't arrive. The link expires after 60 minutes.

Beetably is a web-based service that works in all modern browsers: Chrome, Firefox, Safari, and Edge. An internet connection is required — it does not work offline. It is fully mobile-friendly and can be added to your home screen for quick access.

Yes. Beetably is fully responsive and works well on mobile browsers. On iOS, open it in Safari and tap the Share button → "Add to Home Screen" for a shortcut on your home screen. On Android, tap the browser menu → "Add to Home Screen". Note: this is a shortcut to the website — an internet connection is still required to use it.

Use the "Contact Support" link in the left sidebar to send us a message. Include as much detail as you can — what page you were on, what you were trying to do, and what happened instead. We aim to respond within 1–2 business days.