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

1. Sign in at `app.behca.com` (US) or `au.behca.com` (Australia).
2. Click the **gear** icon → **Manage Team**. You land on **`/staff`** (Staff Members).
3. Stay on the **Staff Members** tab (default).
4. 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](https://support.behca.com/hc/behca-support/articles/understanding-roles).
- **Group(s)** — assign them to one or more groups, which determines which profiles they can access. (See [Inviting a guest](https://support.behca.com/hc/behca-support/articles/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](https://support.behca.com/hc/behca-support/articles/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.

## Related articles

- [Inviting a guest](https://support.behca.com/hc/behca-support/articles/inviting-a-guest)
- [Understanding roles](https://support.behca.com/hc/behca-support/articles/understanding-roles)
- [I was invited — how to accept](https://support.behca.com/hc/behca-support/articles/i-was-invited-how-to-accept)