When someone you support leaves your service — they age out, move to a different program, or finish therapy — archive their profile. Archiving is the right way to retire a profile while keeping the historical record.
Don't permanently delete a profile unless you really mean it. Archive is reversible. Deletion is not.
What archiving does
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The profile disappears from active lists for everyone — Staff, Guests, even Managers (Managers can still see it from the Archives tab).
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No new entries can be made.
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All historical data — daily entries, MAR records, incident reports, comments, documents — stays exactly where it is. Audit logs continue to show the profile's past activity.
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Reports filtered by the profile still work (when run by a Manager from Archives).
It's a safe, non-destructive way to clean up your active profile list.
Archiving a profile
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Sign in at
app.behca.com(US) orau.behca.com(Australia) as a Manager or Billing user. -
Open the profile.
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Click Archive Profile (sometimes located in a menu under More or Settings).
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Confirm.
The profile moves to the Archives tab on the Profiles page. Anyone viewing it on mobile will see it disappear from their profile-switcher.
Restoring an archived profile
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Open Profiles → Archives.
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Find the profile.
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Click Restore.
The profile reappears in everyone's active list. Group memberships and Guest assignments are usually preserved, but check them after restoring just in case.
Why not delete?
Deletion is permanent and irreversible. Most regulatory frameworks (HIPAA, NDIS, GDPR) require you to retain care records for several years. Archive is the safe path.
If you genuinely need to permanently delete a profile (e.g. a GDPR / privacy-law deletion request), contact support. An admin can do it on your behalf after verifying the request.
Family Plan limits and archiving
On the Family Plan (3 profiles max), an archived profile doesn't count against your limit. So you can archive an old profile and create a new one without upgrading.
Common questions
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Will my Staff still see archived profiles? — No. Only Managers and Billing users can see the Archives tab.
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Can I run a report on an archived profile? — Yes, Managers can. Open the profile from Archives and use the dashboard / reports as usual.
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What about Required Documents on an archived profile? — They stay attached to the profile and are visible from Archives, but no new signatures can be requested.
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Will billing change when I archive? — On most plans, no. Talk to your Billing user if you're near a plan limit and considering archiving to make room.
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Can I export the data before archiving? — Yes, run any export reports first. See Exporting PDF reports and CSV exports.