BEHCA Support Documentation

Team Schedule gives Managers and Billing users a weekly view of scheduled work across the organization. (Older docs and bookmarks may still say Company Coverage — same page.) Open Team Schedule On the website: 1. Open Scheduling. 2. Select Team Schedule in the blue bar at the top of the page. 3. Use the By client or By staff toggle on the page to choose how the week is grouped. 4. Move to the week you want to review. The same blue bar also links to EVV Settings. Team Billing and EVV Sessions appear there only when EVV is on your plan. Use the group filter to focus on selected profile groups. In By client, you can also filter by service code. By client By client groups shifts under each profile. Use it to see: - Scheduled times and assigned staff - Draft and published shifts - Required staff slots that are still open - Preferred-hour coverage gaps - Service-code overlaps Select a profile name or shift to open that profile's detailed weekly schedule. Select a gap to start creating a shift for that uncovered time. By staff By staff groups shifts under each team member. Use it to see: - Which profiles and times each person is scheduled for - Draft and published assignments - Double-bookings - Service-code overlaps Select a staff member to open their full week across profiles. That staff week can be viewed as a List or Calendar. Needs attention The Needs attention area summarizes: - Coverage gaps — preferred profile hours that are not covered by shifts - Double-bookings — the same staff member assigned to overlapping shifts - Service-code overlaps — overlapping work on a code that does not allow it - Staff utilization — team members with no published shifts or more than 40 published hours that week - EVV adherence — ended published shifts with no matching EVV session or an EVV session that started at least 15 minutes late Select an item to open the relevant profile or staff schedule. Drafts and open slots A draft is not visible on the assigned person's My Schedule. An open slot means a service code requires more staff than are currently assigned. Review both before the week begins, even when no overlap warning is shown. Resolving a warning Open the affected shift and: - Change the start or end time - Assign a different staff member - Fill an open staff slot - Publish a shift that is ready - Remove a duplicate or unnecessary shift BEHCA can allow an intentional overlap to be saved, but the warning remains on the coverage board so Managers can continue to see it. Scheduling and EVV differences An EVV warning does not edit the schedule or the visit. Review the scheduled shift and the recorded EVV session separately before deciding whether either record needs correction. Related articles - Creating and publishing shifts - Setting preferred hours - Viewing My Schedule and adding it to your calendar - Editing past visits

Scheduling

4. Creating recurring rotation series

Rotation series help Managers and Billing users create repeating shifts for a profile instead of entering each date separately. Create a rotation series On the website: 1. Open Scheduling and select the profile. 2. Select Rotation series. 3. Select New series. 4. Enter a clear Series name. 5. Choose a Service code if one applies. 6. Set the start and end times. Overnight hours are supported. 7. Select the days of the week. 8. Choose a rotation: - Fixed assignment uses the same staff on every selected day. - A / B weeks alternates between two staff assignments each week. 9. Assign staff to the available slots. 10. Add shift notes if needed. 11. Choose Draft or Published. 12. Select Save series. BEHCA generates dated shifts from the series two weeks ahead. A published series creates published shifts that assigned staff can see. A draft series remains manager-only. A / B week rotations Use A / B weeks when staffing alternates every week. Set Week A starts to a date in the week that should use the Week A assignment. BEHCA uses that week as the starting point and alternates between Week A and Week B. Edit the recurring pattern Open Rotation series, find the series, and select Edit. Changes to the series rebuild its future generated shifts while preserving customized dates. Edit the series when you want to change the repeating: - Days - Hours - Service code - Staff rotation - Notes - Draft or published status Change only one date Select a generated shift on the weekly calendar and edit it like a normal shift. BEHCA marks that date as a one-day exception and leaves the series pattern unchanged. The exception stays in place when the series is edited again. Select Edit series from the shift when you intended to change the recurring pattern. Deleting one generated shift also keeps that date as an exception so the series does not recreate it. Delete a series Open the series, select Delete series, and confirm. Deleting a series removes its future generated shifts. One-day exceptions are kept because they were intentionally customized. Conflict warnings BEHCA checks the generated assignments for overlapping staff shifts and displays weekly-hour information. Resolve warnings by changing the times or staff when possible. Related articles - Creating and publishing shifts - Reviewing Team Schedule and conflicts

Getting Started

1. Welcome to BEHCA

BEHCA is a behavioral health care platform for tracking, reporting on, and sharing the day-to-day care of the people you support. What you can do with BEHCA There are three things most people use BEHCA for, every day: - Track daily — log behaviors, environment, health, medications, and notes for each person you support. - Log incidents — record incident reports with photos, videos, witnesses, injuries, and follow-ups. - Run reports — see patterns across days, weeks, and months in the dashboard, and export PDFs for clinicians, families, and agencies. Who BEHCA is for - Families caring for a child or adult at home. - Providers — group homes, day programs, in-home support agencies, and clinics. - Schools tracking students with individualized support plans. - The person being supported themselves, when they're tracking their own data (we call this "self-reporting"). You'll see a few different roles inside the app — Billing, Manager, Staff, Guest, and Self-Reporter. We explain each in Understanding roles. Website or mobile app? Both work, and most people use both. - Website (app.behca.com for the United States, or au.behca.com for Australia) — best for setup, billing, managing your team, full reports, and anything you'd rather do on a bigger screen. - Mobile app (iOS and Android) — best for tracking on the go, starting and stopping visits (EVV), and getting push notifications. A few things — like setting up billing or inviting your team — only live on the website. We'll point that out in each article. A note on regions BEHCA runs as a separate service in the United States and in Australia. When you create your account, you choose a region. That choice matters for Australian users in particular because it follows regional data storage requirements — US and AU data stay in their own environments. You can't switch regions later, so pick the one where the people you support actually live. What region does not lock in by itself: - Timezone and imperial vs metric units come from your account preferences (and each profile also has its own tracking timezone based on location). See Account preferences. - Weather is based on each profile's location, not on which regional app you signed into. Common questions - Do I have to pay if I was invited by someone else? — No. If a manager invited you, your account is free. See I was invited — how to accept. - Can I try BEHCA before paying? — Yes, there's a 30-day free trial. A credit card is required to start the trial. See Choosing your plan. - Is my data private? — BEHCA is built for sensitive health information. Only people in your team and people you've explicitly shared profiles with can see your data. Related articles - Choosing your plan - Creating your account - I was invited — how to accept

Troubleshooting

4. Video upload errors

BEHCA accepts MP4, WebM, and MOV videos up to 100 MB per upload. How video processing works Most videos upload first and are then optimized to 720p by the server. While that work runs, the video row shows Optimization in progress. You can leave the page while it finishes. Videos over 100 MB may be compressed in the browser or mobile app before upload. This can take several minutes. If the compressed file is still over 100 MB, BEHCA will reject it. "Could not be optimized" If optimization fails, the original uploaded video remains available at its original size. Re-uploading retries optimization. If it fails again, try the checks below. Common causes and fixes Unsupported format Supported formats are: - MP4 (.mp4) - WebM (.webm) - MOV (.mov) Convert other formats to MP4 before uploading. HandBrake is one option on a computer. File is too large The upload limit is 100 MB after any pre-upload compression. Trim the video to a shorter clip or export it at a lower resolution, then try again. Connection interrupted Reconnect to a stable network and upload again. Wi-Fi is usually more reliable for large files. App moved to the background On some phones, background restrictions can interrupt a large upload. Keep BEHCA open until the upload finishes. Video codec cannot be processed A supported file extension does not guarantee that the video codec can be optimized. Re-exporting the video as an H.264 MP4 usually resolves this. Temporary processing failure If the video remains in progress for more than an hour, or repeatedly cannot be optimized, contact Support. Mobile troubleshooting If BEHCA closes during an upload: - Update BEHCA to the latest version - Restart the phone - Try a smaller video to determine whether the problem is related to file size If a video appears sideways, rotate it in your phone's video editor and save or export a new copy before uploading it again. Trimming alone does not reliably correct orientation. When to escalate Contact Support with: - The file format - The approximate file size - The time of the failed upload - Whether the video was attached to an Incident Report or Supporting Document Keep the original video in case Support needs it for investigation. Related articles - Adding photos and videos - Uploading large videos - Uploading supporting documents

Troubleshooting

1. Login issues

If you can't get into BEHCA, work through these checks in order. "My password isn't working" 1. Check the region. US and AU are separate. Make sure the region link matches the one you signed up in. 2. Check the email address. Make sure it is the email tied to your account. 3. Try a password reset. Select Forgot your password? and follow the email link. 4. Make sure Caps Lock is off. 5. If your browser or password manager filled the password, try typing it instead. It may have stored an old password. If reset emails don't arrive, see Forgot password not working below. "I signed up with Google or Apple but it's asking for a password" Select Log in with Google or Log in with Apple and use the same email address you used when creating your BEHCA account. You can also set a BEHCA password after signing in, under Account Settings → Change Password. "Forgot password not working" 1. Check spam or junk. Reset emails come from notifications@behca.com. 2. Confirm the email address you entered is associated with your BEHCA account. 3. Wait a few minutes, then request another reset email. 4. Confirm you selected the correct region. If the email still has not arrived after 30 minutes, contact Support. "MFA code isn't working" 1. Check that your phone's date and time are set automatically. Authenticator codes depend on an accurate clock. 2. Use a fresh code. Codes change every 30 seconds. 3. Try a recovery code if you saved one. 4. If you do not have a recovery code, contact Support for help resetting MFA. "It says my account is disabled" A disabled or archived account needs help from your organization's Billing user, Manager, or BEHCA Support. "My session keeps expiring" See “Session expired” errors. Also check that your browser allows cookies for app.behca.com (US) or au.behca.com (Australia), and avoid private browsing for sessions you want to keep signed in. When to contact Support If you have tried the checks above and still cannot sign in, contact Support with: - Your account email address - Your region (US or AU) - The exact message you see - The steps you already tried Related articles - Logging in - Setting up Multi-Factor Authentication (MFA) - Changing your password - “Session expired” errors

Incident Reports

1. What an incident report is

An Incident Report (IR) is a formal record of an event that needs careful documentation — anything from a minor scrape to a serious medication error. They're separate from daily tracking entries because they capture more detail and go through a review before they're considered complete. When to file an IR Common triggers across most organizations: - Injuries — falls, hits, scratches, bites, anything requiring first aid. - Behavioral incidents — significant aggression, self-injury, property damage, elopement. - Medication errors — wrong med, wrong dose, missed dose with consequences. - Allegations — complaints, abuse allegations, neglect concerns. - Near-misses — events that almost caused harm but didn't. - Property damage — significant damage to belongings or facility. - Protective physical intervention — when a physical intervention was used. Your organization will have its own policy about what triggers an IR. When in doubt, file one — it's better to over-report than under-report. What's in an IR The exact fields depend on your organization's setup, but an IR generally captures: - Date and time of the incident (separate from when the report was filed). - Incident type(s) — one or more categories (fall, behavior, medication error, etc.). - Description — narrative of what happened. - Witnesses — anyone present (optional — there's no minimum number). - Injuries — body diagram, severity, treatment given. - Photos and videos — supporting media. - Follow-up actions — what was done, and what's planned next. The IR workflow On the website, each report moves through clear stages you’ll see on cards in Incident Reporting: 1. Draft — the report is still being written. The author can edit freely (most fields save as you change them). 2. Waiting for Reviews — after the author submits (Submit For Review), the report waits for the people chosen as Responsible Parties (reviewers) to finish their review. (In the Status filter on the list page, this lane is labeled Waiting For Review.) 3. Completed — all required reviews are done; you’ll see Completed with the completion date and reviewer on the card. Restricted isn't a separate type — any incident report becomes restricted when it indicates suspected abuse, neglect, or exploitation. A restricted IR shows a RESTRICTED ribbon, and access is limited to supervisors (Managers and those with review permission) plus the report's author. Use the Restricted option in the Status filter to focus on those. Mobile wording can differ slightly, but the underlying states are the same. The Incident Reporting page (web) Open Incident Reports in the top menu (same row as Track and Analyze). The URL looks like https://app.behca.com/ir/{profile-id} — it always applies to the profile selected in the profile switcher. At the top of Incident Reporting: - A date range for which incidents to show (pick dates, then Update). - Status and Author menus — multi-select filters so you can show only certain stages or authors’ reports. - Create New IR — starts a new draft (/ir/{profile-id}/edit). - Subtabs Active and Archived — archived IRs move off the default board into Archived (you can Unarchive from there when allowed). Each IR appears as a card with summary text, reported date/time, author, and status (Draft, Waiting for Reviews, Completed, or RESTRICTED). Completed reports often show a PDF export icon for download. The Dashboard and Audit Log (under Analyze) are separate places to see broader trends and history; this page is the day-to-day IR inbox for the current profile. Who can do what - Anyone with Track IRs permission can create an IR — typically Staff, Managers, and sometimes Guests. - Reviewers are the people you check as Responsible Parties on the report. The list to choose from is your Managers and anyone with IR review permission. - The creator of an IR can also be one of its reviewers — BEHCA doesn't stop you. If your organization wants a separate person to review, make that part of your own process. Notifications When an IR is submitted, BEHCA notifies: - Your Managers (and anyone with IR review permission). - The Responsible Parties you selected, so they know this specific report needs their review. Routine Staff and Guests aren't emailed for every submission. BEHCA does not send notifications to external parties (family, GP, regulators) — that's outside the app and up to your organization's own process. What's not in an IR - Routine behavior tracking belongs in Daily tracking overview, not IRs. Don't open an IR every time someone yells. - Medication administration goes in What MAR is, not IRs. Open an IR only when there's an actual error. - Staff complaints about coworkers (workplace/HR matters) go through HR, not IRs. But if the concern is about harm, abuse, or neglect of a person you support — even involving a staff member — that is an incident report (and will be handled as a restricted one). What the activity log records Each IR keeps an activity log, but it's about the review lifecycle, not every keystroke. It records things like when the report was created and submitted, who was added or removed as a reviewer, reviewer feedback, and when the review was completed. It does not track field-by-field edits (it won't say "Jane changed field 2"). Common questions - Can I retroactively file an IR for a past incident? — Yes. Set the Date and time of incident to when it actually happened. - Do I need to upload photos for every IR? — No. Photos and videos are optional, but recommended for injuries and property damage. - Are IRs visible to families/Guests? — Depends on your organization's settings and the Guest's permissions. Talk to your Manager. - What if I made the IR by mistake? — You can archive it (this works even for drafts). IRs can't be deleted from the app — archiving moves it off your active board while keeping the record. Related articles - Creating an incident report - Submitting and the review workflow - Configuring incident types