A profile is one person you support — a family member, client, or student. New profiles are created on the website by Managers and Billing users only. Staff and Guests cannot create profiles.
Before you start — profile limits
How many active profiles you can have depends on your plan:
- Family or Family +MAR — up to 3 active profiles.
- Provider plans (School, Therapeutic, Residential) — your limit is the number of seats on your subscription (minimum 3).
Archived profiles don't count toward your limit — only active profiles do.
If you're at your limit, you'll see a prompt when you try to add another profile. The Billing user can add seats in-app (provider plans) or change the plan through the Stripe billing portal.
Creating a profile (one at a time)
- Sign in at
app.behca.com(US) orau.behca.com(Australia). - Open the gear icon menu (top-right) and choose Manage Profiles.
- Click Add New Profile.
There is no Save button for creating the profile itself. BEHCA creates a new profile with empty values and sends you straight to that profile's Personal Details tab so you can fill things in.
Required fields
On the Personal Details tab, you'll need:
- First name
- Last name
- Birth date
- Group assignments — on provider plans, assign the profile to at least one Group so the right team members can access them. (Family plans use Guests instead of Staff/Groups — see Sharing a profile.)
Fields save automatically as you change them — there's no separate Save step on this page.
Also set Current location when you can — it sets the profile's timezone and enables weather tracking for daily entries.
Bulk import (CSV)
You can add many profiles at once from Manage Profiles → Profile Import:
- Download the sample CSV template from that page.
- Fill it in with your profile data.
- Upload the spreadsheet.
This is available on plans that include profile import (provider plans with the import feature). The upload must stay within your remaining profile limit.
After creating a profile
Common next steps:
- Finish Personal Details (location, gender, ethnicity, photo, color).
- Share the profile with the right Groups or Guests.
- Turn on features on the other profile tabs (MAR, incident reports, etc.) as needed.
- Make a first daily entry — see Daily tracking overview.
BEHCA remembers the last profile you worked with and opens to that one next time you sign in or switch back to daily tracking.
Common questions
- Can a Staff member create a profile? — No. Only Managers and Billing users can add profiles.
- Do I need a photo right away? — No. Photos are optional but help in the profile switcher.
- Why can't I find my city in the location field? — Enter city, state/province, and country. The nearest larger city works if your exact town isn't listed.
- Can I copy a profile from another organization? — No. Profiles belong to one organization. Invite people from another org as Guests if they need access.