Home Managing Your Team 2. Working with Groups

2. Working with Groups

Last updated on Apr 28, 2026

Groups are how Provider and School plans manage access at scale. Instead of telling BEHCA "This Staff member can see profiles A, B, C, D, E, F…" one at a time, you say "This Staff member is in the Day Shift group" — and they automatically see every profile in that group.

Groups are a Provider/School Plan feature. Family Plans don't use Groups.

Why Groups

Without Groups, every time you add a new profile, you'd have to remember to share it with every relevant Staff member individually. With Groups:

  • Add a profile → assign it to its group → every Staff member in that group has access.

  • Hire a new Staff member → assign them to a group → they immediately have access to all the right profiles.

  • Reorganize the team → change group memberships → access updates everywhere automatically.

Groups also keep your profile list tidy in the dashboard, since you can filter by group.

How to design your Groups

There's no single right way. Common patterns:

  • By shift — Day Shift, Evening Shift, Night Shift.

  • By location — Cottage 1, Cottage 2, North Site, South Site.

  • By care team — Nurses, Behavior Therapists, Direct Support.

  • By program — Day Program, Residential, Community.

  • By care intensity — High Support, Moderate Support, Low Support.

Most organizations end up with 3–10 groups. You can use multiple at once — for example, a profile can be in both "Cottage 4" and "High Support".

Creating a Group

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

  2. Open Manage Team → Groups (or the equivalent groups page).

  3. Click New Group.

  4. Name the group and (optionally) add a description.

  5. Click Save.

Adding profiles to a Group

  1. Open the Group.

  2. Click Add Profiles.

  3. Tick each profile you want in this group.

  4. Click Save.

Profiles can be in multiple groups simultaneously. Removing a profile from a group doesn't delete it; it just stops the group's Staff from seeing it.

Adding Staff to a Group

  1. Open the Group.

  2. Click Add Staff.

  3. Tick the Staff members you want in this group.

  4. Click Save.

A Staff member can be in multiple groups too. Their access is the union — if Mariah is in Day Shift and Cottage 4, she can see every profile in either group.

Default Group

When you start a Premium/Provider Plan, BEHCA creates a Default Group automatically and adds your first profile and your first Staff to it. You can rename it, delete it, or split it up — it's just a starting point.

Removing a Staff member or profile from a Group

Open the group and click the × next to their name. Removing them:

  • Stops them from seeing profiles via that group.

  • Doesn't delete them.

  • Takes effect the next time their app refreshes.

If a Staff member loses access to all groups they were in, they won't see any profiles.

Common questions

  • Can a Manager be in a Group? — Managers always see every profile in the organization, regardless of groups. Groups don't restrict Managers.

  • Are Groups visible to my Staff? — Staff see the group names in their profile-switcher when they have lots of profiles. Guests never see groups.

  • Can I rename a Group? — Yes, from the Group's edit page. The change is reflected everywhere.

  • What's the maximum number of Groups? — There's no hard limit. We've seen organizations with 30+ groups happily.