School Staff Training
CalmIQ Pro
Quick Start Guide
Everything your team needs to start logging, reporting, and communicating with families — in under 15 minutes.
Version 1.3 · June 2026 · For Teachers, BCBAs & Support Staff
Section 1
What is CalmIQ Pro?
CalmIQ Pro is a behavioral observation app designed specifically for neurodivergent students. It helps teachers log what's happening throughout the day and automatically shares a warm, professional summary with parents every afternoon.
🔍
Check-In Logging
Quickly capture emotion, behaviors, and triggers for any student in seconds.
🍽️
Meal Log
Track snack and lunch intake so parents and providers have the full picture.
🚿
Bathroom Log
Record toileting events with type and outcome — no paper charts needed.
🔎
ABC Data
Log antecedent, behavior, and consequence with severity for behavior analysis.
📋
AI Daily Report
A warm narrative report is automatically generated and sent to parents at 3 PM.
🔗
Parent Access
Give families a secure link code to view reports and log morning updates.
Who uses which side of the app?
Teachers, BCBAs, and support staff use the School login. Parents and guardians download the same app and use the Parent login. The two sides are separate and secure.
Section 2
Getting Started (Admin & Teacher Setup)
Setting up a new school takes about 5 minutes. The admin creates the school, then teachers join with a license key and get assigned to a classroom.
For Administrators — New School Setup
1
Go to calmiqpro.com → School Portal → "Set Up New School"
You can set up from the web or from the New School tab in the mobile app. Enter your name, school name, abbreviation, first classroom, and your CalmIQ license key.
2
Copy your school's staff license key
After setup, go to the Admin Panel (web) or settings icon (mobile). Your school's unique staff license key (e.g. AFPL-4807) is displayed there. Share it with your teachers.
3
Add classrooms and assign teachers
In the Admin Panel, create all your classrooms. Once teachers have joined, their names appear under Staff Assignments — tap a classroom name to assign them.
For Teachers — Joining a School
1
Open the app → Teacher/Staff → "Join School" tab
Or go to calmiqpro.com → School Portal → Join Existing School. Enter your name, role, and the staff license key from your administrator.
2
Create your account
You'll be taken to a secure sign-up page to create your credentials. Your account is linked to your school automatically.
⚠️ BCBA/RBT roles: you'll be required to set up multi-factor authentication on your next sign-in (HIPAA requirement).
3
Wait for classroom assignment
After joining, you'll see "Awaiting classroom assignment" until your administrator assigns you to a classroom. This usually takes just a few minutes — the app updates automatically when it happens.
4
You're ready
Once assigned, you'll see only your classroom and its students. You cannot see other classrooms.
Role separation is enforced.
Teacher accounts cannot log in through the Parent portal, and parent accounts cannot access the School portal. If you see an error about the wrong account type, you're using the wrong login.
Section 3
Web Dashboard
CalmIQ Pro has a full web dashboard at calmiqpro.com. Admins and teachers can use the web for school setup, classroom management, student observation logging, and daily reports — all from a browser, no app required.
🏫 For Administrators
- Set up new school with license key
- Create and manage classrooms
- View all staff and assign them to classrooms
- Remove staff who leave the school
- Add and remove students
- View and generate daily reports
👩🏫 For Teachers
- Join an existing school with staff license key
- View students in your assigned classroom only
- Log check-ins, meals, bathroom, and ABC data
- View and edit daily reports
- Generate early reports before 3 PM
Admin Panel (web)
Click Admin Panel in the top-right corner of the web dashboard. From here you can:
| Feature | How to use it |
|---|
| School license key | Copy and share with teachers so they can join |
| Add classroom | Type a name and click Add |
| Remove classroom | Click ✕ next to the classroom (must have no assigned staff) |
| Assign teacher to classroom | Under Staff Assignments, click a classroom name next to the teacher |
| Remove teacher from school | Click Remove next to their name — access is revoked immediately |
⏱️ Automatic session timeout (HIPAA)
The web dashboard automatically signs you out after 30 minutes of inactivity. A 5-minute warning will appear before logout. Click "Stay Logged In" to reset the timer. This protects student data if you step away from your computer.
Tip: Name classrooms clearly
Use names that include the time or teacher name (e.g. "Ms. Torres – Period 2") so staff can identify the right room quickly.
Section 4
Adding Students
Students can be added from the mobile app or the web dashboard. Each student belongs to a classroom and has their own profile where all observations are stored.
M
Marcus T.
Last check-in: today
A
Aaliyah R.
Last check-in: yesterday
J
Jordan K.
Last check-in: today
+ Add Student
Long-press a card to remove
Classroom View
1
Tap "+ Add Student"
This opens the student creation form at the bottom of the classroom screen.
2
Enter the student's name
Use first name and last initial for privacy (e.g. "Marcus T.").
3
Set the parent label (optional)
What does the student call their parent? (Mom, Dad, Grandma, etc.) This personalizes the parent-facing reports.
4
Tap the student card to open their profile
All logging happens inside the student's profile page.
💡 Mobile: long-press a student card to remove them. Web: hover over the card and click ✕.
Adding students from the web
Open the web dashboard → select a classroom → click + Add Student (top right). Enter the student's name, parent/guardian name, and any accommodations or support plan notes. The student appears immediately across mobile and web.
Section 5
Daily Check-Ins
A check-in captures how a student is doing right now. It takes about 10 seconds and is the primary data source for the daily report and parent insights.
Emotional state
😊 Calm
😄 Happy
🤩 Excited
😐 Struggling
😴 Tired
😣 Overwhelmed
Behaviors observed (optional)
📝 On Task
🤝 Cooperative
😤 Disruptive
😔 Withdrawn
Add a note (optional)…
Save Check-In ✓
Check-In Screen
1
Open a student's profile
Tap their card from the classroom view.
2
Tap an emotion chip
Choose one: Calm, Happy, Excited, Struggling, Tired, or Overwhelmed. This is the only required field.
3
Add behaviors and triggers (optional)
Tap to expand the behavior list and select any that apply. Then do the same for triggers.
4
Add a note and save
Free-text notes give the AI report richer context. Tap Save Check-In.
💡 Aim for 2–4 check-ins per student per day (morning, midday, after lunch, end of day).
Section 6
Logging: Meal, Bathroom & ABC Data
Inside each student's profile, scroll down to the logging tiles. These specialized logs appear directly in the parent's daily report.
Today's logs
🔗 Parent Access — Link code
Other views
Student Profile — Log Tiles
Antecedent
Transition
Demand given
Denied request
Noise / sensory
Behavior
Meltdown 🌊
Aggressive 😠
Vocal outburst 📢
Consequence
Sensory break
Redirected
Visual support
Severity
Save ABC Incident
ABC Data Entry
🍽️ Meal Log
Tap the Meal tile, choose the meal period (Morning Snack, Lunch, Afternoon Snack), set the time, and select how much the student ate (All / Most / Half / Little / None). Add a note if needed and save.
🚿 Bathroom Log
Tap the Bathroom tile, choose the type (Void/BM/Both) and the outcome (Success or Accident). Add the time and any note. Each entry is timestamped automatically.
🔎 ABC Data
Log a behavior incident by selecting one or more antecedents, behaviors observed, and the consequence used. Set severity (Mild / Moderate / Severe). All ABC incidents are included in the day's AI report and visible to parents in narrative form.
Section 7
Viewing Morning Updates from Parents
Each morning, parents can send a quick update about how their child's night went. This information feeds directly into the AI daily report so you don't have to ask.
Today, 7:42 AM
Breakfast
Ate breakfast ✓
Parent note
"Had a hard time with the new routine this morning. May need extra transition support today."
Morning Update View
To view a morning update, open the student's profile and tap the ☀️ Morning Update tile. If a parent submitted one today, you'll see their sleep, breakfast, mood, and any written note.
| Field | What it tells you |
|---|
| Sleep | Slept well / Okay / Poor |
| Breakfast | Ate well / A little / Skipped |
| Morning mood | Good start / Slow start / Difficult |
| Parent note | Free text — any context the family wants to share |
This is read-only for teachers.
Parents submit morning updates through their own side of the app. You cannot edit them, but they are automatically included in the AI daily report.
Section 8
Daily Reports (AI-Generated)
At 3 PM every school day, CalmIQ Pro automatically generates a warm, professional narrative summary for each student and sends it to their linked parents. You can also generate one early at any time.
Friday, June 6
Today's Summary
Marcus had a productive and mostly calm day. He navigated a challenging morning transition with support and showed great engagement during structured activities.
Key Observations
• Responded well to a sensory break after lunch — returned focused.
• Cooperative during group work; initiated peer interaction twice.
Suggestions for Tomorrow
• Offer a visual schedule before transitions to ease the morning routine.
Send Early Report
Auto-sends at 3 PM · Edit above if needed
Daily Report View
1
Reports generate automatically at 3 PM
No action needed. As long as you've logged at least one check-in, a report will be created and sent to linked parents.
2
To send early, tap "Send Early Report"
Open the 📋 Daily Report tile inside the student's profile. The button is active once there's at least one check-in for the day.
3
You can edit the report before sending
Tap the pencil icon on any report to edit the text. The AI draft is always editable — your judgment comes first.
What goes into the report?
The AI uses: morning parent update, all teacher check-ins (emotion + behaviors + notes), meal logs, bathroom records, and any ABC incidents logged that day.
How parents receive the report
At 3 PM, parents get a push notification on their phone AND an email with the full report. When a teacher generates an early report, the push notification is sent immediately.
Section 9
Connecting Parents
Parents need a secure link code to connect to their child's profile in the app. Each code is unique, expires in 7 days, and only grants read access.
Share this code with Marcus's family. They'll enter it in the CalmIQ Pro app under School tab → Connect to Teacher.
Link Code
AX7K2M
Expires in 7 days
Share Code via Text / Email
CURRENTLY LINKED
📱 1 parent linked
Parent Access Screen
1
Open the student's profile and tap "🔗 Parent Access"
This is the wide tile at the bottom of the logging section.
2
Tap "Generate Link Code"
A unique 6-character code is created. It's valid for 7 days.
3
Tap "Share Code via Text / Email"
This opens your phone's share sheet with a pre-written message explaining how the parent enters the code.
4
Parent enters the code in their app
They open CalmIQ Pro → Parent login → School tab → "Connect to Teacher" and type the code. Done — they're linked.
🔒 Parents can only view data. They cannot edit observations or reports.
Section 10
Quick Reference & FAQ
Daily Workflow at a Glance
| Time |
Action |
Where |
| Morning arrival |
Check morning update from parents |
Student profile → ☀️ Morning Update tile |
| Mid-morning |
Log check-in (emotion + behaviors) |
Student profile → top of screen |
| Snack / Lunch |
Log meal intake |
Student profile → 🍽️ Meal Log tile |
| Any time |
Log bathroom visit |
Student profile → 🚿 Bathroom Log tile |
| After incident |
Log ABC data |
Student profile → 🔎 ABC Data tile |
| Early afternoon |
Log end-of-day check-in |
Student profile → top of screen |
| 3:00 PM |
AI report auto-generates, emails & push-notifies parents |
Automatic — no action needed |
Frequently Asked Questions
The "Send Early Report" button is grayed out. Why?
There must be at least one check-in logged for the student today before a report can be generated. Log one check-in and the button will activate. Reports also don't generate on weekends.
A parent says they never received the daily report. What do I check?
First confirm the parent is linked (Student profile → 🔗 Parent Access — it should show "1 parent linked"). If not linked, generate a new code. If linked, check that your school's timezone is set correctly in Admin settings — the report fires at 3 PM in that timezone.
Can I edit an AI-generated report before it goes to parents?
Yes. Open the 📋 Daily Report tile, tap the pencil icon on the most recent report, edit the text, and save. The edited version is what parents will see.
How do I remove a student from my classroom?
Long-press the student's card on the classroom screen. A confirmation prompt will appear. Note: this permanently removes the student and all associated data.
Can multiple parents be linked to the same student?
Yes. Generate a new link code for each parent and share it separately. Each parent links independently with their own code. All linked parents receive the daily report.
A teacher joined the school but can't see any students. What's wrong?
The teacher hasn't been assigned to a classroom yet. Go to the Admin Panel (web or mobile) → Staff Assignments → tap a classroom name next to the teacher's name. The teacher's app updates automatically within seconds — no sign out required.
How do I remove a teacher who left the school?
Go to the web Admin Panel → Staff Assignments → click Remove next to their name. Their access is revoked immediately. Their students remain in the classroom and will be visible to whoever the admin assigns to that classroom next.
The web dashboard logged me out automatically. Is that normal?
Yes — this is by design. The web dashboard signs out users after 30 minutes of inactivity to protect student data (HIPAA requirement). A 5-minute warning appears before the automatic logout. Click "Stay Logged In" at any point to reset the timer.
Is the data secure and HIPAA-compliant?
Yes. CalmIQ Pro implements HIPAA Technical Safeguards including: automatic 30-minute session timeout on web, multi-factor authentication for clinical staff (BCBAs/RBTs), role-based access control (teachers see only their classroom), data encryption in transit and at rest, and full audit trails on all observations. See our Privacy Policy at calmiqpro.com/privacy for full details.
I need help or something isn't working. Who do I contact?
Email support@calmiqpro.com with your school name, the student's first name/initial, and a description of the issue. We typically respond within one business day.