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

1. Sign in at `app.behca.com` (US) or `au.behca.com` (Australia).
2. Click the **gear** icon → **Manage Team**, then open the **Guests** tab (`/staff/guests`).
3. Click **Add New Team Member** — the invitation form lets you choose the **Guest** account type inside the wizard.

## 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:

1. Open the **Guests** tab.
2. Click the guest's name.
3. Add or remove profiles from their list.
4. 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, use the archive control (labeled **ARCHIVE THIS STAFF MEMBER** today, even though they're a Guest). Or use **ARCHIVE** next to them on the **Guests** list. Restore later from **Archived Members** (`/staff/archives`).

## 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.

## Related articles

- [Inviting your team](https://support.behca.com/hc/behca-support/articles/inviting-your-team)
- [Understanding roles](https://support.behca.com/hc/behca-support/articles/understanding-roles)
- [Setting up your first profile](https://support.behca.com/hc/behca-support/articles/setting-up-your-first-profile)