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](https://support.behca.com/hc/behca-support/articles/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.
- **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 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.

## Related articles

- [Team overview](https://support.behca.com/hc/behca-support/articles/team-overview-staff-guests-and-managers)
- [Working with Groups](https://support.behca.com/hc/behca-support/articles/working-with-groups)
- [Adding a Manager](https://support.behca.com/hc/behca-support/articles/adding-a-manager)
- [Setting preferred hours](https://support.behca.com/hc/behca-support/articles/setting-preferred-hours)