Groups are how Provider and School plans manage access at scale. Instead of telling BEHCA "This Staff member can see profiles A, B, C, D, E, F…" one at a time, you say "This Staff member is in the Day Shift group" — and they automatically see every profile in that group.
Groups are a Provider/School Plan feature. Family Plans don't use Groups.
Why Groups
Without Groups, every time you add a new profile, you'd have to remember to share it with every relevant Staff member individually. With Groups:
- Add a profile → assign it to its group → every Staff member in that group has access.
- Hire a new Staff member → assign them to a group → they immediately have access to all the right profiles.
- Reorganize the team → change group memberships → access updates everywhere automatically.
Groups also keep your profile list tidy in the dashboard, since you can filter by group.
How to design your Groups
There's no single right way. Common patterns:
- By shift — Day Shift, Evening Shift, Night Shift.
- By location — Cottage 1, Cottage 2, North Site, South Site.
- By care team — Nurses, Behavior Therapists, Direct Support.
- By program — Day Program, Residential, Community.
- By care intensity — High Support, Moderate Support, Low Support.
Most organizations end up with 3–10 groups. You can use multiple at once — for example, a profile can be in both "Cottage 4" and "High Support".
Where Groups live
Groups have their own page — they're not inside Manage Team. To get there, click the gear icon and choose Manage Groups.
Creating a Group
- Sign in to BEHCA.
- Click the gear icon → Manage Groups.
- Click Create New Group.
- Type a name (and, if you like, a description and location).
There's no Save button — your changes are saved automatically as you fill in each field. Once the group exists, you choose its profiles and staff on the same page (below).
Adding profiles to a Group
On the group's page you'll see an Included Profiles list. There's no "Add Profiles" button — you simply tick the checkbox next to each profile you want in the group. Each tick saves on its own, right away. Untick a profile to remove it.
Use the search box above the list to filter by name when it's long.
Profiles can be in multiple groups at once. Removing a profile from a group doesn't delete it; it just stops that group's Staff from seeing it.
Adding Staff to a Group
Right beside the profiles is an Included Staff Members list. Again there's no "Add Staff" button — just tick the checkbox next to each Staff member, and the change saves immediately. Untick someone to remove them.
Managers and Billing users are always included in every group and can't be unticked — they can see every profile in the organization regardless of groups.
A Staff member can be in multiple groups too. Their access is the union — if Mariah is in Day Shift and Cottage 4, she can see every profile in either group.
Default Group
When you start a Premium/Provider Plan, BEHCA creates a Default Group automatically and adds your first profile and your first Staff to it. You can rename it, delete it, or split it up — it's just a starting point.
Removing a Staff member or profile from a Group
Open the group and untick the checkbox next to their name in the Included Profiles or Included Staff Members list. Removing them:
- Stops them from seeing profiles via that group.
- Doesn't delete them.
- Takes effect the next time their app refreshes.
If a Staff member loses access to all groups they were in, they won't see any profiles.
Common questions
- Can a Manager be in a Group? — Managers always see every profile in the organization, regardless of groups. Groups don't restrict Managers.
- Are Groups visible to my Staff? — Staff see the group names in their profile-switcher when they have lots of profiles. Guests never see groups.
- Can I rename a Group? — Yes, from the Group's edit page. The change is reflected everywhere.
- What's the maximum number of Groups? — There's no hard limit. We've seen organizations with 30+ groups happily.