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.
How to invite them
Guests use the same Add New Team Member form as Staff and Managers. Open Manage Team from the gear menu, click Add New Team Member, set Role to Guest, and pick the profiles on the right. Click Save — BEHCA sends the invitation.
Step-by-step fields, existing accounts, and Family Plan notes are in Adding a team member.
Most guests stay view-only. Turn on tracking permissions only if you want them to log data.
After they're on the team
You can change which profiles they see, or archive them, any time from Manage Team. Click their name, add or remove profiles, and save. To remove them entirely, archive them — see Archiving and restoring team members.
On the team list, use the Guests chip if you want to show only guests.
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.