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.

## Related articles

- [Inviting your team](https://support.behca.com/hc/behca-support/articles/inviting-your-team)
- [Inviting a guest](https://support.behca.com/hc/behca-support/articles/inviting-a-guest)
- [Getting started as a self-reporter](https://support.behca.com/hc/behca-support/articles/getting-started-as-a-self-reporter)