Home Profiles 4. Sharing a profile

4. Sharing a profile

Last updated on May 01, 2026

Sharing a profile means deciding who else can see and (optionally) edit it. There are two patterns in BEHCA, and they're for different situations.

Two ways to share

1. Through a Group (Staff)

If the person is on your team and they need access to many profiles together, add them to a Group and add the profile to the same Group. Whoever is in the Group sees every profile in it.

This is how most Provider and School organizations share — by team or by location.

See Working with Groups.

2. Directly (Guest)

If the person is outside your organization, or only needs access to one or two specific profiles, invite them as a Guest and pick the profile(s) they should see.

This is how families share with doctors, schools share with parents, and providers share with external reviewers.

See Inviting a guest.

Sharing a single profile, quickly

If you've already invited someone and just want to give them access to this profile:

Sharing with an existing Staff member

  1. Open the profile.

  2. Find the Groups section.

  3. Add this profile to a Group the Staff member is already in (or create a new Group with both).

Sharing with an existing Guest

  1. Open Manage Team → Guests.

  2. Click the Guest's name.

  3. Add this profile to their list.

  4. Save.

The Guest now sees this profile next time they refresh.

Sharing with a new person

Invite them as Staff (with a Group) or Guest (with this profile selected). See Inviting your team and Inviting a guest.

Removing access

From a Staff member

Remove them from the Group, or remove the profile from the Group. Either way, they lose access.

From a Guest

Open the Guest's edit page and uncheck the profile. They keep their account and access to other profiles, just not this one.

From everyone

If you want to make a profile private, archive it (see Archiving and restoring profiles). Archived profiles are visible only to Managers and Billing users.

Confirming who has access

To see everyone who can currently see a profile:

  1. Open the profile.

  2. Look for an Access or Shared with section (location varies by plan).

  3. You'll see a list of Staff (via Groups) and Guests (direct), plus their permissions.

If something doesn't match what you expected, edit Groups or Guest assignments accordingly.

Common questions

  • Will the person be notified when I share with them? — Not automatically. They'll just see the profile next time they refresh. Send them a quick message if they need a heads-up.

  • Can I share with someone in a different organization? — Only by inviting them as a Guest using their email. They become a Guest in your organization, separate from their other accounts.

  • Can I share read-only access? — Yes. Set their permissions to view-only — turn off Track Data, Edit Profile, etc.

  • What about temporary access for a substitute? — Add them to the right Group when they start, archive them when they leave. Their data trail is preserved.