Home Documents 2. Uploading supporting documents

2. Uploading supporting documents

Last updated on May 08, 2026

Supporting Documents is the place for any file you want to keep alongside a profile that doesn't fit BEHCA's structured forms.

What to use it for

  • GP letters and clinical correspondence.
  • Behavior Support Plans (when not used as Required Documents).
  • Visual supports, schedules, routines.
  • Photos of medication labels.
  • Consent forms.
  • Lab results and test reports.
  • Old paper records you're digitizing.

Where to upload

On the web

  1. Sign in at app.behca.com (US) or au.behca.com (Australia).
  2. Open the profile.
  3. Click the Documents tab.
  4. Click Upload.
  5. Pick the file from your computer.
  6. Choose a category (Medical, Legal, Care Plan, Other — exact list depends on your organization).
  7. Add a name and (optional) description.
  8. Click Save.

On mobile

  1. Open the profile.
  2. Tap the Documents sub-tab.
  3. Tap + or Upload.
  4. Pick the file or take a photo.
  5. Categorize and save.

Supported file types

  • PDFs — best for documents.
  • Images — JPG, PNG, HEIC.
  • Office documents — Word, Excel, PowerPoint (less ideal — convert to PDF if you can).
  • Plain text — TXT.

There's a per-file size limit (usually 25–50 MB depending on configuration). Very large files should be summarized into PDFs.

Categories

Documents are organized into categories that your Manager configures. Common categories:

  • Medical — clinical records, GP letters, prescriptions.
  • Behavior — behavior support plans, ABA notes.
  • Legal — guardianship orders, consent forms, NDIS plans.
  • Care Plan — daily routines, support strategies.
  • Other — anything that doesn't fit elsewhere.

Filing into the right category makes documents findable later.

Viewing documents

  • Web — click the document's name to open a viewer (PDFs and images render inline; Office docs may download).
  • Mobile — tap to open. PDFs and images view in-app; Office docs may open in another app.

The viewer has no download or print buttons by design (to discourage accidental sharing). Right-click is also disabled. To get a copy off-platform, you'd need to use the document's source.

Replacing a document

There's no "version history" for Supporting Documents. To replace:

  • Upload the new version with a clear name like "Behavior Support Plan v3 (2025-01)".
  • Delete the old version (or keep it as an archived reference).

For documents that need versioning and signatures, use Required Documents instead — see Required Documents — for managers.

Deleting

  1. Open the document in the viewer.
  2. Click Delete (or the trash icon).
  3. Confirm.

Deletion is permanent — the file is removed from BEHCA's storage. If you need to keep historical versions, rename instead of deleting.

Privacy

Supporting Documents are visible to:

  • Anyone with access to the profile — Staff in groups, Guests on this profile.
  • Managers and Billing users of the organization.
  • Self-reporters (if it's their own profile).

Don't upload documents that contain information not relevant to the team supporting this person.

Common questions

  • Can I attach documents to a specific Incident Report? — Add files directly to the IR (photos and videos), not to general Supporting Documents.
  • Can I attach documents to a Daily Entry? — No, Daily Entries are text + structured fields. Supporting Documents stand alone, attached to the profile.
  • Why is my upload failing? — Check file size and type. Very large files (videos especially) may need compression. PDFs over 25 MB may also fail in some configurations.
  • Can a Guest upload? — Only if they have Edit Profile permission (rare for Guests). Most Guests are view-only on Documents.

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