Staff, Managers, Guests, and Billing users are all added from the same page: Add New Team Member. There is no separate form per role — you choose the role on that page, then set how they reach profiles.
Inviting is a website feature. It is not in the mobile app.
Open the form
- Open Manage Team from the gear menu.
- Click Add New Team Member.
Everyone you add lands on the same team list. Use the role chips (Managers, Staff, Guests, and so on) if you want to filter after they're there.
What to fill in
- First name and Last name.
- Email address — where BEHCA sends the invitation, and the username they sign in with.
- Role — Staff, Manager, Guest, or Billing (only an existing Billing user can pick Billing).
- Title — their job title (for example Direct Support Professional, Nurse, Parent). The title sets a starting set of permissions you can change on this same page. See Understanding roles.
- Permissions — for Staff and Guests, what they can do on the profiles they can access (Track Data, Edit Profile, Track MAR, Track IRs, Review MAR/IRs, and scheduling options when those are on your plan). Leave them off for view-only access. Manager and Billing have these on and locked — you can't turn them off.
On the right, pick who they can see. That panel changes with the role:
- Staff — select groups. Groups decide which profiles they can access. If they have no groups, they won't see profiles.
- Manager and Billing — they see every profile in the organization. Groups do not apply; you don't assign them.
- Guest — select specific profiles. Guests are not added to groups.
Then click Save. BEHCA sends the invitation email automatically.
What the roles mean on this form
| Role | Typical person | Access | What they can manage |
|---|---|---|---|
| Staff | Support worker, nurse, therapist | Groups you assign | Tracking and other permissions you turn on — they cannot invite or edit the team |
| Manager | Supervisor, program lead | Every profile | Team, profiles, groups, reports — not billing |
| Guest | Parent, doctor, teacher | Only the profiles you pick | View, and tracking only if you grant it |
| Billing | Someone who should also handle payment | Every profile | Same as Manager, plus subscription and payment |
Whether to add a Manager is up to you. It is handy if you want a second person who can run the admin side when you're away. If you want that person to pay invoices too, give them Billing instead — see Transferring billing ownership.
After you save
New people get a Get Started email with a link that is valid for 7 days. They set their own password when they open it. See I was invited — how to accept.
On the team list, Pending or Expired appears next to their name until they accept. If the email never arrives, open their name and use Resend invite. See Resending or extending invitations.
Someone who already has BEHCA
If the email matches an existing account, BEHCA asks you to add that account to your organization. Confirm, and they can sign in with their existing password. They get a notice that they were added to your organization — they do not set a new password.
Changing someone who is already on the team
Do not send a second invite. Open Manage Team, click their name, change Role, and save. Promote Staff to Manager the same way. See Editing a team member's role and permissions.
If you move someone from Guest to Staff, set their groups after you save so they don't lose access. Guest to Manager does not need groups — Managers see every profile. Staff to Guest needs profiles picked instead.
Family Plan
Family Plans can invite Guests only. Staff, Manager, and Billing are listed as upgrade-required. To invite employees, upgrade from billing.
Common questions
- Can a Staff member invite other people? — No. Only Managers and Billing users can.
- Can I add the same email twice? — No. One email is one person.
- How many Managers can I have? — No hard limit.
- Can a Manager invite another Manager? — Yes.
- Can a Manager assign Billing? — No. Only a Billing user can give someone the Billing role.
- Will they get an email when I change permissions later? — No. Changes are silent, so tell them if it matters.
- Can I import a spreadsheet instead? — Yes, for Manager, Staff, and Guest. Billing cannot be added by import. Use Import on Manage Team.