Required Documents are formal PDFs used when Staff and Guests with access to a profile need to sign electronically before tracking data on that profile. The most common use is a Client Plan of Care or Behavior Support Plan.
Uploading and managing Required Documents is available to Managers and Billing users. See Signing a Required Document.
Required Documents are available to organizations on the Residential plan.
No special PDF is needed
You do not need to create a fillable or signable PDF. Upload a regular PDF. BEHCA provides the signature screen, records the signature and audit details, and can add a signature appendix to the downloaded copy.
Uploading a new Required Document
- Sign in at
app.behca.com(US) orau.behca.com(Australia) as a Manager. - Open the profile.
- Open Supporting Documentation.
- Scroll past Emergency Contacts, Supporting Documentation, and Uploaded Attachments to Required Documents.
- Enter a document name and select the PDF.
- Leave Signature required before tracking selected when team members must acknowledge it before tracking.
- Click Upload.
Managers use this section on the same Supporting Documentation page as everyone else. There is no separate manager page for adding Required Documents.
The first upload becomes version v1.0. Required Documents accept PDF files only.
Versioning
When you update a Required Document, you have two version options:
Major version (v1.0 → v2.0)
Use when the change is significant — content changed materially, new requirements, new sign-off needed.
- All signatures from the previous major line are invalidated.
- Everyone with access is prompted to re-sign.
- Staff who haven't re-signed can't track data until they do.
Minor version (v1.0 → v1.1)
Use when the change is small — typo fix, formatting, clarification.
- Existing signatures from the major line remain valid.
- No one needs to re-sign.
Uploading a new version
- Select the Required Document on the Supporting Documentation page.
- Expand Upload a new version.
- Pick the new PDF file.
- Choose Major or Minor.
- Optionally add change notes.
- Click Upload new version.
The new version becomes the active one. Old versions are kept in history.
Viewing signatures
Managers, Staff, and other team members with access to the profile can select the Required Document and click the arrow beside a version's signature count. The table shows each person's name, typed signature, role, title, and signing time.
BEHCA does not currently show Managers a separate list of people who have not signed.
Downloading with signatures
Managers and Billing users can click Download with signatures for any version. Staff can view the signature table, but they cannot download the file with its signature appendix.
The appendix includes each signer's:
- Name and typed signature
- Role and title at signing
- Date and signing method
- IP address and user agent
Role and title are recorded from the person's team record at signing time.
Compliance Log
Managers and Billing users can also open Admin Reports → Compliance Log and choose Required document signed from the Event type menu. The log lists matching signatures with the newest events first and can be filtered by date, profile group, event type, or search.
Removing and restoring
- Replace with a new version is almost always the right call — preserves history.
- Remove required document stops it from blocking tracking and moves it to the documents archive.
- Versions and signatures are preserved for audit. A Manager can restore the document from the archive.
Self-reporters and Required Documents
People using BEHCA's limited self-reporting interface are exempt from signing Required Documents.
Common questions
- My PDF won't upload. — Confirm that it is a PDF. If BEHCA cannot process it, re-save it from your PDF editor and try again.
- A staff member signed an old version. Should they re-sign the new one? — If you bumped a major version, yes (they'll be prompted automatically). If minor, no.
- What if I want all staff to sign even on minor versions? — Bump major. Use minor only for genuine "no need to re-sign" updates.
- Will old archived staff still have valid signatures? — Yes — past signatures are preserved with their role and title at the time, so the audit trail is complete.