This article is for Managers and Billing users — the people who can add others to their organization. If you're on a Family Plan, you can invite Guests but not Staff or Managers (see the note at the bottom).
Inviting team members is done on the website. The mobile app doesn't currently support team management.
Where to start
- Sign in at
app.behca.com(US) orau.behca.com(Australia). - Click the gear icon → Manage Team. You land on
/staff(Staff Members). - Stay on the Staff Members tab (default).
- Click Add New Team Member (top of the page).
What to fill in
- First name and Last name.
- Email address — this is what BEHCA sends the invitation to, and what they'll use as their username.
- Role — pick one:
- Billing — can do everything, including manage subscription and payment.
- Manager — can invite team members and manage profiles, but not billing.
- Staff — can track data on profiles they're assigned to.
- Title — their job title (e.g. Behavior Therapist, Direct Support Professional, Nurse). Titles also set a starting set of permissions you can change afterward — see Understanding roles.
- Group(s) — assign them to one or more groups, which determines which profiles they can access. (See Inviting a guest if you want them to access only specific profiles instead.)
Permissions
For each staff member, you can fine-tune what they're allowed to do:
- Track Data — log daily entries, behaviors, environment, health.
- Edit Profile — change profile details (name, location, photo, etc.).
- Track MAR — administer medications.
- Track IRs — create Incident Reports.
- Review MAR / IRs — approve and sign off on submitted reports.
You can change these later from the staff member's edit page.
Send the invitation
When you save a new team member, BEHCA sends the invitation email automatically. They get a Get Started link that's valid for 7 days. They'll set their own password and accept the Terms of Service when they open it. See I was invited — how to accept for what they'll see.
If they never receive the email, or they miss the window, open their edit page and use Resend invite (or the invite control there) to send it again.
Tracking invitation status
On the Staff Members list, invitation progress shows as badges next to a person's name:
- Pending — they've been invited but haven't accepted yet.
- Expired — they didn't accept within 7 days.
What you can do from the list vs the edit page
On the team list row you can:
- See the person's name, role, and title.
- Adjust group access (Staff) or profile access (Guests).
- Archive the person.
The list row does not open permissions — those live on the edit page.
On the edit page (click the person's name or pencil):
- Change role, title, groups / profile access, and permissions.
- Resend invite if needed.
- Archive is available from the list row (and may also appear on the edit page depending on your view).
Adding someone who already has BEHCA
If the email you typed matches an existing BEHCA user, you'll be asked whether to add their existing account to your organization:
- Yes — they're added instantly. They'll get a friendly "You've been added to [Your Org]" email and can sign in with their existing password.
- No — you can cancel and use a different email instead.
Family Plan limitation
If you're on a Family Plan, you can only invite Guests (people with access to specific profiles). To invite Staff or Managers, upgrade to a Provider Plan from your billing page. The Add New Team Member button on the Staff tab will be disabled with a message linking to the upgrade page.
Common questions
- Can a Staff member invite other Staff? — No. Only Billing and Managers can invite.
- What if I assigned them to the wrong group? — Update their groups from the list row or their edit page. Changes take effect immediately.
- Can I add the same person twice? — Not with the same email. One email = one person.
- Will they get a notification when I update their permissions? — No. Permission changes take effect silently. You may want to message them outside of BEHCA when you change something significant.