Sharing a profile means deciding who else can see and work with that person. BEHCA uses two patterns depending on your plan and team structure.
Two ways to share
Through a Group (provider plans)
Add the profile to a Group, and add Staff or Managers to that same Group. Everyone in the Group sees every profile in it. This is the usual setup for agencies and schools.
See Working with Groups.
Directly as a Guest
Invite someone as a Guest and give them access to specific profile(s). This suits family plans (where teams are often guests only), outside professionals, or parents who only need one or two profiles.
See Inviting a guest.
Family plans and small teams
On Family and Family +MAR, you typically share with Guests only — not Staff or Manager roles. Add guests from the profile or team area and choose which profiles they can see.
Seeing who has access
On Manage Profiles (gear icon menu), the Shared column is the count of people who can work with that profile. Click the number to see their names, roles, and titles.
Manage Profiles columns
On Manage Profiles (page title Profile Management), each row can show:
| Column | What it means |
|---|---|
| Name | Profile avatar and name — click to open that person’s details |
| Groups | Group memberships (provider / Premium plans). Edit here to change which Groups include the profile |
| Shared | How many people have access (staff via Groups, guests, and Managers/Billing). Click the number to see names, roles, and titles |
| Entries (14d) | How many tracking entries were logged for this profile in the last 14 days |
| MAR | Green when MAR tracking is enabled for the profile; grey when it isn't. The number is how many medications are configured (plans with MAR only) |
| Req Docs | Green when the profile has Required Documents; grey when it doesn't. The number is how many are configured (Residential plans) |
| Self-reporting | Green smile icon when self-reporting is enabled; grey when it isn't. If your organization has Messages, a comments icon appears next to it — green when Send/Receive Messages is enabled for that self-reporter |
| Created | When the profile was created |
| Archive / Restore / Delete | Archive on the active list. Restore or Delete on Archived Profiles. Managers and Billing users |
You may not see every column — Groups, MAR, Req Docs, and Self-reporting depend on your plan and features.
Guest permissions on a profile
When a guest has access, a Manager can set toggles per guest, including Edit Profile, Track Data, Track MAR, and Track IRs. Defaults vary — there is no one "usual" setting for all guests.
Removing access
- Staff — remove the person from the Group, or remove the profile from the Group.
- Guest — open the guest's settings and remove this profile from their list.
Archived profiles
Archived profiles are not visible to Staff or Guests until a Manager or Billing user restores them from Manage Profiles → Archived Profiles. While archived, the profile is out of the switcher and out of normal workflows.
Common questions
- Will the person be notified when I share with them? — Not automatically. Tell them to refresh or sign in if they need a heads-up.
- Can I share with someone in another organization? — Invite them as a Guest with their email. They keep their own login; your org adds them as a guest here.
- Can I give read-only access? — Yes. Turn off Track Data, Edit Profile, and other toggles for that person.