Home Getting Started 7. Inviting your team

7. Inviting your team

Last updated on Apr 28, 2026

This article is for Managers and Billing users — the people who can add others to their organization. If you're on a Family Plan, you can invite Guests but not Staff or Managers (see the note at the bottom).

Inviting team members is done on the website. The mobile app doesn't currently support team management.

Where to start

  1. Sign in at app.behca.com (US) or au.behca.com (Australia).

  2. Open Manage Team from the main menu.

  3. You'll land on the Staff Members tab.

  4. Click Add New Team Member.

What to fill in

  • First name and Last name.

  • Email address — this is what BEHCA sends the invitation to, and what they'll use as their username.

  • Role — pick one:

    • Billing — can do everything, including manage subscription and payment.

    • Manager — can invite team members and manage profiles, but not billing.

    • Staff — can track data on profiles they're assigned to.

  • Title — their job title (e.g. Behavior Therapist, Direct Support Professional, Nurse).

  • Group(s) — assign them to one or more groups, which determines which profiles they can access. (See Inviting a guest if you want them to access only specific profiles instead.)

Permissions

For each staff member, you can fine-tune what they're allowed to do:

  • Track Data — log daily entries, behaviors, environment, health.

  • Edit Profile — change profile details (name, location, photo, etc.).

  • Track MAR — administer medications.

  • Track IRs — create Incident Reports.

  • Review MAR / IRs — approve and sign off on submitted reports.

You can change these later from the staff member's edit page.

Send the invitation

Click Send Invite. BEHCA emails them a Get Started link that's valid for 7 days. They'll set their own password and accept the Terms of Service when they open it. See I was invited — how to accept for what they'll see.

Tracking invitation status

On the Staff Members tab, each row shows the invitation status:

  • Pending — they've been invited but haven't accepted yet.

  • Active — they've accepted and can use BEHCA.

  • Expired — they didn't accept within 7 days.

Click Resend next to an expired or pending invite to send a fresh email.

Adding someone who already has BEHCA

If the email you typed matches an existing BEHCA user, you'll be asked whether to add their existing account to your organization:

  • Yes — they're added instantly. They'll get a friendly "You've been added to [Your Org]" email and can sign in with their existing password.

  • No — you can cancel and use a different email instead.

Editing or removing a team member

From the Staff Members tab, click anyone's name to:

  • Change their role, title, or group assignments.

  • Adjust permissions.

  • Archive them (preserves their data, removes their access).

  • Resend an expired invite.

Archived team members live on the Archives tab and can be restored at any time.

Family Plan limitation

If you're on a Family Plan, you can only invite Guests (people with access to specific profiles). To invite Staff or Managers, upgrade to a Provider Plan from your billing page. The Add New Team Member button on the Staff tab will be disabled with a message linking to the upgrade page.

Common questions

  • Can a Staff member invite other Staff? — No. Only Billing and Managers can invite.

  • What if I assigned them to the wrong group? — Click their name on the Staff Members tab and update their groups. Changes take effect immediately.

  • Can I add the same person twice? — Not with the same email. One email = one person.

  • Will they get a notification when I update their permissions? — No. Permission changes take effect silently. You may want to message them outside of BEHCA when you change something significant.