BEHCA has five roles. Most confusion happens when people aren't sure which role someone is or who can see what. This article is the quick reference.
Roles vs permissions
Access in BEHCA is mostly permission-oriented: what someone can do day to day depends on the permission switches on their team record (Track Data, Track MAR, Track IRs, and so on).
Manager and Billing are the main exceptions — those roles unlock a wider set of organization tools (team management, profiles, groups, and for Billing, subscription and payment). For Staff and Guests, think permissions first, then which profiles or groups they can reach.
The roles, at a glance
| Role | Who they are | What they can see | What they can do |
|---|---|---|---|
| Billing | The account owner | All profiles in the organization | Everything, including subscription and payment |
| Manager | A team lead, supervisor, admin | All profiles in the organization | Invite team members, create profiles, manage groups, view all reports |
| Staff | A direct support worker, nurse, therapist | Only profiles in the groups they're assigned to | Track daily data, log incidents, administer medications (depending on permissions) |
| Guest | Outside-the-org person — parent, doctor, school teacher | Only the specific profiles they were given access to | View, and optionally track (depending on permissions) |
| Self-Reporter | The person being supported, when they have their own login | Their own profile only | Track their own daily data, view their own reports |
Titles and default permissions
When you invite someone, you also pick a title (for example Behavior Therapist, Nurse, Case Manager). Each title comes with a default set of permissions. You can turn individual permissions on or off after you pick the title — titles are a starting point, not a lock.
Who can invite who?
- Billing can invite Managers, Staff, and Guests.
- Managers can invite Staff and Guests, but not other Billing users.
- Staff and Guests cannot invite anyone.
Group-based vs. profile-based access
This is the most common point of confusion:
- Staff get group access. A manager creates groups (e.g. "Day Shift", "Cottage 4") and assigns profiles to them. Staff are then assigned to groups. Anyone in a group can see all profiles in that group.
- Guests get profile access. Each guest is given specific profiles, one at a time. They never see groups.
Use Staff + Groups when you have a team that rotates across many profiles. Use Guests when you need to share with specific outside people for specific profiles.
What can each role see in the dashboard?
- Billing / Manager — every profile, every report, the whole team.
- Staff — only data for profiles in their groups.
- Guest — only data for the profiles they were granted.
- Self-Reporter — only their own data.
Permissions you can fine-tune
On top of role and title defaults, you can switch these on or off per person:
- Track Data — log daily entries.
- Edit Profile — update profile details.
- Track MAR — administer medications.
- Track IRs — create Incident Reports.
- Review MAR / IRs — approve and sign off on others' reports.
For example, you might want a Guest to view-only on most things, but allow them to add Incident Reports if they witness one.
Family Plan roles
Family Plans only have Billing (the family member who set up the account) and Guests (everyone else they invite). There's no Manager or Staff role on Family Plans because there's no team to manage.
Common questions
- What's the difference between Billing and Manager? — Both can manage the team and the data. Only Billing can change the subscription, payment method, and plan.
- Can a Staff member become a Manager? — Yes. A Billing or Manager user can change anyone's role from the Manage Team page.
- If I add a Staff to multiple groups, can they see all the profiles in all of them? — Yes. Group access is additive.
- Can a Guest also be a Staff member? — Not at the same time, on the same email. They'd be one role per organization.
- Why can't I see a profile I expected to see? — Check whether you're in the right group (Staff) or whether the profile was actually shared with you (Guest). Ask your Manager to confirm.