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. Open **Manage Groups** from the **gear** icon, or from the secondary navigation strip while you are already in Manage Team / Manage Profiles / Organization Settings.

## Creating a Group

1. Sign in to BEHCA.
2. Click the **gear** icon → **Manage Groups**.
3. Click **Create New Group**.
4. 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.

## Related articles

- [Team overview](https://support.behca.com/hc/behca-support/articles/team-overview-staff-guests-and-managers)
- [Editing a team member's role and permissions](https://support.behca.com/hc/behca-support/articles/editing-a-team-members-role-and-permissions)
- [Sharing a profile](https://support.behca.com/hc/behca-support/articles/sharing-a-profile)