A Guest is someone outside your team who needs access to one or two specific profiles, not your whole organization. Common examples:
- A parent or guardian.
- A grandparent who helps with care.
- A doctor, psychiatrist, or therapist.
- A school teacher coordinating with a home program.
- A reviewer or auditor.
The key difference from Staff: guests see only the profiles you explicitly choose. Staff get access through groups; guests get access profile-by-profile.
Where to start
- Sign in at
app.behca.com(US) orau.behca.com(Australia). - Open Manage Team from the main menu.
- Click the Guests tab.
- Click Add New Guest.
What to fill in
- First name and Last name.
- Email address — what BEHCA sends the invite to, and what they'll log in with.
- Profiles — pick the specific profiles they should be able to see. They won't see anyone else.
- Permissions — by default, guests have view-only access. You can grant:
- Track Data — they can add daily entries.
- Track IRs — they can create Incident Reports.
- Review IRs — they can approve submitted reports.
- Track MAR — they can administer medications.
Most guests get view-only access. Grant tracking permissions only if you want them to actively log data.
Send the invitation
Click Send Invite. The guest receives an email with a 7-day link. When they accept, they set their own password and can immediately sign in to see the profiles you chose.
Editing what a guest can see
You can change a guest's profile access at any time:
- Open the Guests tab.
- Click the guest's name.
- Add or remove profiles from their list.
- Click Save.
The change takes effect immediately. Next time they sign in, they'll see exactly the profiles you chose.
Revoking a guest's access
Two options:
- Remove from a profile — if they're a guest on multiple profiles and you only want to remove one, edit them and uncheck that profile.
- Archive the guest entirely — from their edit page, click Archive. They'll lose access to everything in your organization. You can restore them later from the Archives tab.
Guests vs. Staff — when to use which
| Use Guests when… | Use Staff when… |
|---|---|
| The person is outside your organization | The person is part of your team |
| They need just one or two specific profiles | They need to access many profiles via groups |
| They don't need to manage anyone else | You may want them to track, review, or even invite others |
| Common: parents, doctors, external reviewers | Common: support workers, nurses, supervisors |
Family Plan note
On the Family Plan, Guests are the only people you can invite. There's no Staff or Manager role on Family Plans, because the model is built for a small circle of care rather than a team.
Common questions
- Can a guest invite another guest? — No. Only Managers and Billing users can invite.
- The guest is already a BEHCA user — what happens? — They're added instantly using their existing account. They won't have to set a new password.
- Can a guest see my whole team list? — No. Guests don't see your team or other profiles, just the profiles you shared and what's logged on them.
- Will the guest receive notifications when something is logged? — Notifications follow standard BEHCA settings. You can adjust what they get notified about from their profile page.