You can change a team member's role, groups, and permissions any time. Changes take effect immediately — there's no notification email, so you may want to message the person separately if it's significant.
Where to edit
- Sign in at
app.behca.com(US) orau.behca.com(Australia). - Open Manage Team from the gear menu (
/staff). - Use the role chips if you want to filter to Guests or Staff.
- Click the person's name.
- Edit and click Save.
What you can change
Role
You can switch a person between any of the roles: Billing, Manager, Staff, and Guest. For example, you can promote a Guest to Staff or Manager, or move a Staff member down to Guest — there's no fixed order you have to follow.
A couple of rules apply:
- Only an existing Billing user can give someone the Billing role. (A Manager can't.)
- Changing a Guest to Staff (or the other way) swaps how their access works — from specific shared profiles to group-based access, or back again. Set their groups (or profile access) after the change so they don't lose access. Changing someone to Manager or Billing does not use groups; they see every profile.
Title
The person's job title. Shown to teammates and (optionally) on Required Document signatures.
Groups (Staff only)
Add or remove Group memberships. See Working with Groups.
Profile access (Guests only)
Add or remove specific profiles the Guest can access.
Per-feature permissions
For Staff and Guests, you can switch each of these on or off:
- Track Data — log daily entries (behavior, environment, health, notes).
- Edit Profile — change profile details, photo, location.
- Track MAR — administer medications.
- Track IRs — create incident reports.
- Review MAR / IRs — approve and sign off on submitted reports.
- Set Preferred Hours (when Scheduling is enabled) — edit weekly preferred coverage hours on profiles they can access. Does not allow creating or editing shifts.
- Set Own Preferred Hours (when Scheduling is enabled) — edit their own weekly availability on My Schedule. Managers can always edit a team member's preferred hours from that person's staff schedule page.
A new Staff member starts with Track Data on. A Guest starts with none on. You can change those.
Manager and Billing have all of these on, and the switches are locked. You can't turn them off — that access comes with the role.
Example scenarios
- New nurse just joined — Add as Staff, role Staff, group Nurses, switch on Track MAR and Review MAR.
- A volunteer should view but not edit — Add as Guest, share the profiles they need, leave all permissions off.
- Promoting Sara to Manager — Change role from Staff to Manager, save. Groups no longer restrict her; she sees every profile.
- Demoting Mark from Manager to Staff — Change role to Staff, then assign him to the right groups (otherwise he'll lose access to profiles he had as a Manager).
What changes immediately vs. on next sign-in
- Role and permissions — change immediately, even mid-session.
- Group memberships — change immediately on the web, on next refresh in the mobile app.
If a Staff member loses access to a profile they were viewing, they'll see an "access denied" message and need to switch to one they still have access to.
Common questions
- The Save button is disabled when I try to change someone's role. — Make sure you have permission to change roles. Only Billing and Managers can.
- I changed someone's permissions but they still see the old menu. — Ask them to refresh the page (web) or pull-to-refresh and switch profiles (mobile).
- Can I bulk-edit multiple Staff at once? — Not currently. You'll need to edit each person individually.
- Will they get an email about the change? — No. Permission changes are silent. Send them a message yourself if it's a significant change.