Home Managing Your Team 3. Editing a team member's role and permissions

3. Editing a team member's role and permissions

Last updated on Jun 30, 2026

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

  1. Sign in at app.behca.com (US) or au.behca.com (Australia).
  2. Open Manage Team (gear menu → /staff).
  3. Pick the Staff Members or Guests tab (/staff/guests for guests).
  4. Click the person's name.
  5. 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/Manager (or vice versa) automatically 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.

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 each person, 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.

A Manager has all of these on by default; a new Staff has Track Data on by default; a Guest has none on by default. You can fine-tune from there.

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. Her group memberships still apply but won't restrict her any more.
  • 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.

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