Home Documents 3. Required Documents (Client Plan of Care) — for managers

3. Required Documents (Client Plan of Care) — for managers

Last updated on May 01, 2026

Required Documents are formal PDFs that every Staff and Guest with access to a profile must sign electronically before they can track data on that profile. The most common use is a Client Plan of Care or Behavior Support Plan, where regulators or your funder require staff acknowledgement.

Uploading and managing Required Documents is Manager-only. Signing them is for everyone with access. See Signing a Required Document.

Why use Required Documents

  • Compliance — regulators (NDIS, state DDS, etc.) often require signed acknowledgement of care plans.

  • Accountability — clear trail showing every staff member has read and accepted the plan.

  • Quality — versioning ensures everyone is on the latest version when the plan changes.

  • Onboarding — new staff can't accidentally start working before reading the plan.

Uploading a new Required Document

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

  2. Open the profile.

  3. Find the Documents tab → Required Documents or Manager section.

  4. Click Upload Required Document.

  5. Pick the PDF file from your computer.

  6. Add a name (e.g. "Client Plan of Care").

  7. Set Signature Required — yes or no (almost always yes).

  8. Click Save.

The document is created at version v1.0 with change_type: initial. Everyone with access to the profile is now prompted to sign before they can track data.

Upload validation: Required Documents must be PDF. Some PDFs (especially compressed or unusual variants) may be rejected at upload — convert via Print to PDF on most operating systems if needed.

Versioning

When you update a Required Document, you have two version options:

Major version (v1.0 → v2.0)

Use when the change is significant — content changed materially, new requirements, new sign-off needed.

  • All signatures from the previous major line are invalidated.

  • Everyone with access is prompted to re-sign.

  • Staff who haven't re-signed can't track data until they do.

Minor version (v1.0 → v1.1)

Use when the change is small — typo fix, formatting, clarification.

  • Existing signatures from the major line remain valid.

  • No one needs to re-sign.

Uploading a new version

  1. Open the existing Required Document.

  2. Click Upload New Version.

  3. Pick the new PDF file.

  4. Choose Major or Minor — be honest, this matters for compliance.

  5. (Optional) Add a version label or change description.

  6. Click Save.

The new version becomes the active one. Old versions are kept in history.

Viewing signatures

Click into the Required Document. You'll see:

  • The active version.

  • Version history (collapsed by default).

  • A signatures table — who's signed, when, what role and title they had at the time.

  • Who hasn't yet signed (so you know to chase them).

Generating the compliance PDF

Regulators often want a single PDF that includes the original Client Plan of Care plus an appendix listing every signatory. To generate:

  1. Open the Required Document.

  2. Click Download Compliance PDF.

  3. The PDF downloads — original plan first, signature appendix at the end.

Each signature shows:

  • Name (in script font for visual signature).

  • Role at signing (e.g. Manager, Behavior Therapist).

  • Title at signing (e.g. Care Coordinator).

  • Date signed.

These role and title values are snapshotted at sign time, so even if someone's role changes later, the appendix shows what their role was when they signed.

Replacing vs. deleting

  • Replace with a new version is almost always the right call — preserves history.

  • Deleting removes the document and all signatures. Use only if uploaded by mistake.

Self-reporters and Required Documents

Self-reporters (the person tracking their own data) are exempt from signing. The Plan of Care is for the people who care for the observable — not for the observable themselves to sign about themselves. The exemption is automatic.

Common questions

  • My PDF won't upload. — Some PDF variants aren't supported. Try re-saving via File → Print → Save as PDF in your operating system.

  • A staff member signed an old version. Should they re-sign the new one? — If you bumped a major version, yes (they'll be prompted automatically). If minor, no.

  • Can I see who has not signed? — Yes, the Required Document page shows pending signatures.

  • What if I want all staff to sign even on minor versions? — Bump major. Use minor only for genuine "no need to re-sign" updates.

  • Will old archived staff still have valid signatures? — Yes — past signatures are preserved with their role and title at the time, so the audit trail is complete.