Each profile has a documents area for storing files relevant to the person's care. Two distinct types exist, with different purposes and behavior.
Supporting Documents
Supporting Documents are general-purpose file attachments. Anyone with profile access (and the right permission) can upload them. Use cases:
-
GP letters and clinical reports.
-
Behavior Support Plans.
-
Photos of injuries (alongside an Incident Report).
-
Photos of medication labels.
-
Consent forms.
-
Schedules, routines, visual supports.
-
Anything else that doesn't fit the structured BEHCA forms.
Supporting Documents are organized into categories (set by your organization) — for example, Medical, Legal, Care Plan, Other.
They have no signature requirement and no version-history workflow. Upload, download, replace.
Required Documents (Client Plan of Care)
Required Documents are formal documents that everyone with profile access must sign electronically before they're allowed to track data on that profile. They exist because some service standards require staff and managers to acknowledge a Client Plan of Care, behavior plan, or other guidance document.
Key features:
-
Versioned — major versions (v1.0, v2.0) require all signers to re-sign; minor versions (v1.0 → v1.1) don't.
-
Signed electronically — typed name in a signature font, plus role and title pulled from the team list.
-
Tracking gate — if you haven't signed, you can't log daily entries or start EVV visits on this profile until you do.
-
Compliance PDFs — Managers can download a single PDF that includes the original document plus an appendix of all signatures.
Self-reporters are exempt. If you're tracking yourself (the observable), you don't sign your own Client Plan of Care.
How to choose between them
| If the document is… | Use… |
|---|---|
| A care plan that staff need to acknowledge | Required Document |
| A GP letter, lab result, or one-off reference | Supporting Document |
| A photo of an injury attached to an IR | Photo on the IR (not Documents) |
| A consent form needing signatures | Required Document |
| A visual schedule or routine | Supporting Document |
Where the documents live
On the web
Open the profile, then go to the Documents tab. You'll see Supporting Documents and (if any are configured) Required Documents.
On mobile
The Profile tab has a Documents sub-tab. Both Supporting and Required Documents appear there.
Who can do what
| Action | Who |
|---|---|
| Upload a Supporting Document | Anyone with profile access + Edit Profile permission |
| Upload a Required Document | Managers and Billing users only |
| View a document | Anyone with profile access |
| Sign a Required Document | Anyone with profile access (except self-reporters) |
| Download the compliance PDF | Managers and Billing users only |
Common questions
-
Can I delete a Required Document I uploaded? — Yes, but think twice. Deleting a Required Document removes everyone's signatures with it. Consider replacing with a new version instead.
-
Are documents shared with other organizations? — No. Documents live in one organization. To share with someone outside, invite them as a Guest.
-
Are uploaded files secure? — Yes, BEHCA uses encrypted cloud storage (S3) with access control.
-
What file formats are supported? — PDFs are best (especially for Required Documents — they need to be PDF). Most image formats (JPG, PNG) work for Supporting Documents. Word docs are okay but harder to view inline; convert to PDF before uploading where possible.