Home Managing Your Team 1. Team overview — Staff, Guests, and Managers

1. Team overview — Staff, Guests, and Managers

Last updated on Apr 28, 2026

BEHCA's team page (Manage Team) has three tabs that mirror how you actually work with people:

  • Staff Members — people on your team. They get group-based access to many profiles.

  • Guests — people outside your team who need access to specific profiles only.

  • Archives — people who used to be active but no longer are. Their data is preserved.

Manage Team is web-only today. The mobile app doesn't yet support inviting or editing team members.

When to use Staff vs. Guests

Use Staff when… Use Guests when…
The person is part of your organization The person is outside your organization
They'll work with multiple profiles, often across groups They only need access to specific profiles
You want to grant access by group, not profile-by-profile You want fine-grained access on a profile-by-profile basis
Common: support workers, nurses, supervisors Common: parents, doctors, school teachers

If you're not sure, ask: "Will this person move between profiles as part of their job?" If yes, Staff. If they need just one or two profiles, Guest.

Roles inside Staff

When you invite someone as Staff, you choose their role:

  • Billing — full access plus subscription/payment. There's usually only one Billing user per organization.

  • Manager — full access except billing. Can invite team members and manage profiles.

  • Staff — track data, log incidents, administer medications (depending on permissions). Can't manage other team members.

See Adding a Manager for when to upgrade someone from Staff to Manager.

What managing the team looks like

From the Manage Team page on the website, you can:

  • See everyone on your team at a glance — name, role, groups, status.

  • Filter by status (Active, Pending, Expired).

  • Click a person to edit their role, groups, permissions, or archive them.

  • Resend invitations that have expired.

  • See history of who used to be on the team in the Archives tab.

Family Plan note

Family Plans only have Guests — there's no Staff or Manager role. The whole team management story on Family Plans is "who else can see this profile?"