Admin Reports

1. Introduction to Admin Reports

Admin Reports is the organization-level reporting area. Managers and billing users use it to review tracking across groups, plus related work such as MAR review, a compliance log, and archived documents. It includes: - Overview — totals, charts, and activity for the groups and dates you choose - Team Summary — who tracked what - IR Summary and MAR Summary — incident reports and medication administration across those profiles - MAR Review — pending medication record changes to approve - Compliance Log — signatures, team changes, and other account events - Archive — deleted files from Supporting Docs and Health History Analyze (Dashboard) is still the place to review one profile in detail. Open Analyze when you are focused on one person. Open Admin Reports when you need the organization (or selected groups), exports, compliance, or archives. See Dashboard overview for Analyze charts. Who can see Admin Reports Managers and billing users on School, Therapeutic, or Residential see Admin Reports in the top navigation (gauge icon). On Family and Family +MAR, the item is greyed out. Supervisors can open MAR Review when MAR is on the plan. They do not get the rest of the Admin Reports tabs. How to open Admin Reports Admin Reports is on the BEHCA website, not in the mobile app. The mobile app does not include Admin Reports. On a computer 1. Sign in to BEHCA in a web browser. 2. Click Admin Reports in the top navigation (the gauge / speedometer icon). 3. It opens on the Overview tab. On a phone or small screen (website) Use a web browser on the phone — Safari, Chrome, or similar — not the BEHCA app. On a small screen the Admin Reports button may not fit in the top bar. Tap the menu icon (☰), then choose Admin Reports. Turning the phone sideways or using a larger screen also helps. What you'll see when it opens A row of tabs appears under the header: Overview • Team Summary • IR Summary • MAR Summary • MAR Review • Compliance Log • Archive You will not always see every tab — the list depends on your role and plan. Supervisors may only see MAR Review. Team Billing and EVV Sessions live under Scheduling or a separate EVV item, not in this strip. Each tab is explained in Tabs and navigation. The gear ⚙️ menu is separate. Use it for Manage Team, Manage Profiles, Manage Groups, Organization Settings, and similar tasks. Common questions - I only see charts for one person. — That is Analyze. Open Admin Reports from the website top navigation. If you don't see it, confirm you are on School, Therapeutic, or Residential, and that you are in a browser rather than the mobile app. - Why do the numbers take a moment to appear? — Overview cards load their totals one by one. You may briefly see placeholders or Loading dashboard… before the numbers settle. Related articles - Tabs and navigation - Overview tab — groups, dates, KPIs & table - Exports from Admin Reports - Dashboard overview — Analyze

2. Admin Reports tabs and navigation

After you open Admin Reports, a row of tabs appears under the header. Click a tab to open that area. Most tabs have a date range, groups picker, and export at the top of the page. Archive is search-only. MAR Review is a review queue, not a filtered report. Tabs - Overview — totals, charts, and an activity table for the groups and dates you choose. See Overview tab. - Team Summary — who tracked what. Use the Staff / Self-reporting toggle when both views are available. - IR Summary — incident reports for the selected profiles and dates. - MAR Summary — medication administration for the selected profiles and dates. - MAR Review — approve pending MAR version changes. Visible to managers, billing users, and supervisors when MAR is on the plan. A red dot appears next to MAR Review while you have unapproved changes for profiles you can review. The dot stays until those items are approved. - Compliance Log — account events such as required-document signatures, MAR affirmations, incident reports, team and group changes, EVV edits, and schedule changes. Filter by date range, search (actor, event, signature, or summary), event type, and groups. Export CSV downloads the filtered list. Newest events are first; scroll to load more. - Archive — deleted files from Supporting Docs and Health History. Use the search box on that page. Archive does not use the date range or groups picker from Overview. You will not always see every tab — the list depends on your role and plan. Supervisors may only see MAR Review. Team Billing, EVV Sessions, and EVV Settings are not Admin Reports tabs. They appear under Scheduling when Scheduling is enabled (Team Billing / EVV Sessions only if EVV is on the plan), or under a separate EVV item when you have EVV without Scheduling. Incident Reports in the main navigation opens the inbox for the profile you have open. IR Summary in Admin Reports rolls up many profiles at once. Common questions - Where did Team Billing go? — It requires EVV. Open Scheduling → Team Billing if Scheduling is enabled, or EVV → Team Billing if you have EVV without Scheduling. - Where is the EVV visit list? — Open Scheduling → EVV Sessions or EVV → EVV Sessions, depending on which top-nav item your organization has. - Do tabs remember my filters? — Date and group choices stay in the URL on tabs that use those filters. Archive only keeps its own search. - Can guests open these tabs? — No. Guests stay on Analyze. Supervisors may see MAR Review only. Related articles - Introduction to Admin Reports - Overview tab — groups, dates, KPIs & table - Exports from Admin Reports - Hours worked and billing summary

3. Overview tab — filters, KPI cards & table

Overview is the first tab when you open Admin Reports. It shows totals, a chart, and an activity table for the groups and dates you choose. Date, groups, and export At the top of the page: - Date range — arrows move the range a week at a time. Click the dates to pick a custom start and end (up to three months, no future dates). Your profile date format and timezone apply. The page reloads when you finish. - Groups — which profiles count toward the numbers. The list includes every group plus No Group Association (profiles not in a group). The control shows Group: All or Group: N selected. Search inside the dropdown to find a group. Closing the picker reloads the page. - Export XLS — exports the same groups and dates. See Exports from Admin Reports. Archive and MAR Review have no Export XLS. Compliance Log uses Export CSV. If a profile is missing from the totals, include No Group Association. KPI cards Below that is a row of color-coded cards — one for each tracking category. Typical cards: - Behavior — Desirable, Warning, Challenging, and Intervention Strategies - Environment — General Environment, Schedule Changes, and External Influences - Health — Health Challenges, Overall Health, Food, and Digestion Each card shows up to two numbers: 1. Incidents — how many entries fell in your selected date range. 2. Duration (min) — total minutes, on categories that record duration. A card with nothing to count reads 0. Click a card (behavior, environment, or health) to show that category in the chart and the activity table below. Trend arrows Next to each number is a comparison to the period of equal length just before your selected dates. The number after from is that earlier period's total — not the change amount. For example, 18 and ↑ from 12 means the previous period had 12 and this period has 18. - — same — this period matches the previous period. - ↑ from … — this period is higher. - ↓ from … — this period is lower. A line under the cards spells out the comparison, for example: Arrows compare the selected period (May 12 – May 26) to the previous 14 days (April 28 – May 11) The dates use your profile's date format. While numbers load When you open the tab or change dates or groups, you may see Loading dashboard…. Cards can appear before their numbers — a dash (—) means that total is still loading. Wait a few seconds rather than reloading. Activity table The table lists the entries behind the selected KPI card: | Column | What it shows | |--------|----------------| | Staff | Who logged the entry | | Profile | The profile the entry is about | | (type) | The label of the entry — the heading matches the card you clicked | | Date/Time | When it was logged, in your timezone | Click a Staff cell or a type/behavior cell to narrow the list further. Longer lists are split into pages of 50 rows. When there is no data - No events logged in this date range. — above the table - No data found. Please try changing the date range and/or select more groups — in the table Widen the date range, select more groups (including No Group Association), or confirm the team tracked data in that window. Common questions - Every card shows "— same". Why? — The current and previous periods had identical counts. Widen the range or check back after more has been tracked. - The numbers are blank for a second. — They load just after the cards appear. Give it a moment. - Analyze showed a spike but Overview looks flat. — Analyze is one profile. Overview only includes the groups you've selected — check Group: All or Group: N selected. - I changed groups but nothing happened. — Group changes apply when you close the dropdown. Reopen and close it once more if the page did not reload. Related articles - Introduction to Admin Reports - Admin Reports tabs and navigation - Exports from Admin Reports

4. Exports from Admin Reports

Most Admin Reports tabs let you export what you're looking at. The export always uses the groups and date range you currently have selected, so set those first, then export. Export XLS (Excel) appears on Overview and most tabs. It's prepared in the background. When it's ready, a notification appears in the app — click it to download the file. You also get an email copy. Export XLS (Excel) Where to find it The Export XLS button sits with the date and group filters at the top of Overview, Team Summary, IR Summary, and MAR Summary. Click it after you've chosen your groups and dates. It doesn't appear on every tab — Archive and MAR Review have no Export XLS here. Compliance Log uses Export CSV instead. What happens after you click Export XLS does not download immediately. Instead: 1. A message appears letting you know the export is being prepared in the background. 2. BEHCA builds the spreadsheet. 3. When it's done, a notification appears in the app (the bell at the top). Click that notification to download the file. 4. You also get an email with a download link, so you can grab the file later or from another device. This means you can click Export and keep working — you don't need to wait on the page or click the button again. For a large organization or a wide date range, it may take a few minutes before the notification appears. What's in it The spreadsheet contains the same data the tab is showing, limited to the groups and dates you had selected. If a group was unchecked, its profiles won't be in the file. Common questions - Why didn't a file download when I clicked Export XLS? — Excel exports are prepared in the background. Watch for the in-app notification (and check email). - Can guests export? — No. Guests can’t open Admin Reports, so they don’t see export at all. Related articles - Admin Reports tabs and navigation - CSV exports for spreadsheets