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](https://support.behca.com/hc/behca-support/articles/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](https://support.behca.com/hc/behca-support/articles/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.

## Related articles

- [Working with Groups](https://support.behca.com/hc/behca-support/articles/working-with-groups)
- [Inviting a guest](https://support.behca.com/hc/behca-support/articles/inviting-a-guest)
- [Archiving and restoring profiles](https://support.behca.com/hc/behca-support/articles/archiving-and-restoring-profiles)