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Daily Tracking

daily entries, behaviours, environment, health, notes
Matthew LeDoux
By Matthew LeDoux
• 7 articles

1. Daily tracking overview

Daily tracking is the most-used part of BEHCA. Every day, for every profile, your team logs what happened across four areas: - Behavior — physical behaviors and the interventions used in response. - Environment — environmental factors, schedule changes, external influences, screen time. - Health — wellness scale, sleep, food, vitals, seizures, exercise, weight, etc. - MAR — Medication Administration Record (if enabled — see the Medications category). Each profile has one daily record per day — that's the Registry in BEHCA's terminology. The page where you log everything is called Daily, Daily Entry, or simply Track (mobile). Where to find it On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Make sure you have the right profile selected in the top bar. 3. Open Daily from the main menu. 4. The page opens to today by default. Use the date picker to view past days. On mobile 1. Open the BEHCA app. 2. Tap the Track tab at the bottom. 3. The Track screen opens to today by default. The four sections (Behavior, Environment, Health, MAR) appear as tabs across the top of the page or screen. How an entry works Each entry inside a section captures: - What happened — pick from a list (e.g. "Aggression toward staff", "Crying", "Reduced lighting"). - Time it happened — auto-filled to "now", changeable. - Duration (if applicable) — how long it lasted, in minutes. - Who logged it — automatically your name. - Notes (optional) — comment freely on this entry. "Recorded Today" sidebar On the web, every section shows a Recorded Today sidebar / list summarizing what's already been logged today, sorted by time. Click any item to edit or delete it. Saving entries Most entries save when you click the + button next to the form. Free-text notes save when you click Save Note / Save. There's no global save button — each entry saves independently. If you forget to click + and try to leave the page, BEHCA will warn you with: "You have unsaved changes…". That's a nudge to make sure your data isn't lost. What's tracked depends on the profile Some profiles have features turned off: - A profile with MAR disabled won't show the MAR tab. - A profile that hasn't enabled Health Challenges (Seizures) won't show that section. - The Menstrual Cycle field appears only when relevant. If you don't see something you expect, ask your Manager — feature toggles live on the profile's settings. Tracking on past days You can backdate entries — useful if you forgot to log during the day or are catching up afterwards. See Backdating entries. You can't log entries for the future. Common questions - Why does the time field freeze for 5 minutes? — After saving an entry at, say, 14:32, the field stays at 14:32 for a few minutes. This prevents accidentally overwriting the time on rapid follow-up entries. - Can I track things that aren't in the dropdowns? — The dropdowns are configured at the organization or profile level. Ask your Manager to add new behavior types, environment factors, or health states. - Does daily tracking work offline? — Briefly — the mobile app holds entries during connection blips, but you'll need to be online to fully save. Related articles - Logging a behavior - Logging environment factors - Logging health observations - Editing or deleting an entry

Last updated on May 08, 2026

2. Logging a behavior

The Behavior tab is for tracking specific behaviors and the strategies used to respond to them. Behaviors are usually grouped into custom categories your organization has set up — for example, Desirable, Challenging, Warning. Logging a behavior On the web 1. Open the Daily page and select the Behavior tab. 2. Find the right Behavior Category (e.g. Challenging Behavior). 3. Pick the specific behavior from the dropdown (e.g. Aggression toward peers). 4. Confirm or adjust the Time. 5. (Optional) Add a Duration in minutes. 6. Click the + button to save. The entry appears in the Recorded Today list on the side, sorted by time. On mobile 1. Open the Track tab. 2. Select the Behavior section. 3. Pick the category, then the behavior. 4. Adjust time and duration as needed. 5. Tap + or Save. Logging an intervention When the team responds to a behavior, log the intervention strategy in the same Behavior tab: 1. Find the Intervention Strategies section. 2. Pick the strategy used (e.g. Redirected to a quiet area, Verbal de-escalation). 3. Set the time and duration. 4. Click + to save. You can log multiple interventions for the same behavior — each as a separate entry. They're all timestamped, so the dashboard later shows the cause-and-effect timeline. Tying behaviors to interventions The two are logged separately, but both appear on the same day's record. On the dashboard and audit log, you'll see them in chronological order, which usually makes the cause-and-effect obvious. If you want to make the connection explicit, add a comment to one of the entries explaining the link. What gets shown on the dashboard The Behavior tab feeds the dashboard charts: - Frequency by behavior, by category. - Trends over time (more aggression this week than last? sleep better this fortnight?). - Filterable by date range and category. The more consistently you log, the more useful the dashboard becomes. Tips for consistent tracking - Log as soon as you can. If you're a few hours late, the time field can be set back to when it actually happened — see Backdating entries. But fresh logging is more accurate. - Use duration when relevant. A 30-second outburst and a 30-minute meltdown are very different — duration captures that. - Keep notes short and factual. "Yelling for 3 minutes after lights came on" is more useful than "Bad day". - Talk to your team about category definitions. If two staff members log the same incident under different behavior types, the data gets noisy. Common questions - The behavior I want to log isn't in the dropdown. — Ask your Manager to add it. Categories and behaviors are configured at the organization or profile level. - Can I log a behavior that lasted overnight? — Yes, set the start time to when it began. For very long durations, consider breaking it into separate entries (one for each session of the behavior). - What if I logged the wrong behavior by accident? — Edit or delete it. See Editing or deleting an entry. - Will my colleagues see what I logged? — Yes, anyone with access to this profile can see today's entries. Related articles - Daily tracking overview - Adding general notes and comments - Editing or deleting an entry

Last updated on May 08, 2026

3. Logging environment factors

The Environment tab is for tracking the things around the person — what changed, what's affecting them, what they were exposed to. Patterns in environment data often explain patterns in behavior and health. What you can log - Environmental factors — lighting, temperature, noise level, crowding, weather (auto-pulled from the profile's location). - Basic changes / schedule — schedule disruptions, transitions, new staff, missed routine, travel. - External influences — visitors, family events, news, anniversaries, big plans. - Screen time — hours spent on screens (TV, tablet, phone, computer). The exact options come from a list configured by your Manager — yours may differ. How to log On the web 1. Open Daily → Environment tab. 2. Find the right section (Environmental Factors, Schedule, External Influences, Screen Time). 3. Pick the option from the dropdown. 4. Set time and (where relevant) duration. 5. Click + to save. On mobile 1. Open Track → Environment. 2. Tap the section you want. 3. Pick the factor, set the time/duration. 4. Save. Screen time is special Screen time is logged as a number (hours), not a category. You enter the total for the day. If different staff add screen time entries for the same day, BEHCA usually shows them as separate entries that you can sum or replace as needed. Why this matters The Environment tab pays off in the dashboard: - Did challenging behavior spike on hot days? Compare environment + behavior. - Did sleep quality drop after schedule changes? Compare environment + health. - Are external influences (family visit, dentist appointment) lining up with patterns? The more environment context you log, the more meaningful the patterns later. Tips - Log the obvious changes. "New support staff started today", "Holiday — no school", "Construction next door". - Don't try to log everything. Tracking every nuance becomes tedious and adds noise. Focus on changes from baseline. - Use general notes for context that doesn't fit a category. See Adding general notes and comments. Common questions - Why is the weather already there? — BEHCA pulls weather automatically based on the profile's location. You don't need to log temperature or rain. - The factor I want isn't in the list. — Ask your Manager to add it. Environment categories are configurable. - What's the difference between "factors" and "influences"? — Factors are about the immediate physical surroundings (lighting, noise). Influences are about external events or relationships (a family visit, a stressful phone call). Use whichever fits. - Can I track things across multiple days? — Each day's record is separate. For ongoing situations (e.g. a week-long holiday), log them daily so the dashboard shows the duration. Related articles - Daily tracking overview - Logging a behavior - Logging health observations

Last updated on May 08, 2026

4. Logging health observations

The Health tab on the daily page captures a wide range of physical health data. Some of it is logged once a day (sleep, weight); some of it is logged each time it happens (seizures, meals). What you can log The Health tab includes most or all of these — the exact list depends on the profile's settings: - Observable Health — a 1–10 wellness rating for the day. - Overall Health — checkboxes for predefined statuses (e.g. Sick, Healthy, Fatigued; an Other checkbox lets you add a free-text note). - Sleep — hours slept (numeric). - Exercise — hours of physical activity (numeric). - Water — fluid intake (numeric, in your profile's units). - Weight — body weight (in profile's units). - Systolic / Diastolic BP — blood pressure readings. - Food eaten today contained — checkboxes for dietary categories (allergens, food groups, etc.). - Digestion — checkboxes for digestive status (e.g. Normal, Constipated, Diarrhoea). - Menstrual Cycle — single checkbox Currently Menstruating (when enabled). - Health Challenges / Seizures — log each event with time and duration (when enabled). - Medications — sidebar showing today's MAR (read-only here; full MAR has its own tab). How to log On the web 1. Open Daily → Health tab. 2. Find the section (Sleep, Vitals, Health Challenges, etc.). 3. Enter the value or check the box. 4. For events like seizures: set time and duration, then click +. 5. For daily summary fields (sleep, weight): just type the number; it saves on blur or when you click +. On mobile 1. Open Track → Health. 2. Tap the section. 3. Enter or check. 4. Save. Logging a seizure / health challenge Each seizure or health event is logged as a separate entry, like a behavior: 1. Find the Health Challenges or Seizures section. 2. Pick the type (e.g. Tonic-clonic, Absence, Unknown). 3. Set the time it occurred. 4. Add duration in minutes. 5. Click + to save. 6. (Optional) Add a comment with details that don't fit the form. Later events on the same day show in the Recorded Today sidebar. Daily summary fields For things logged once per day (sleep, weight, BP, water): - The most recent entered value is the value of record. - If two staff enter different sleep values for the same day, the second overwrites the first (with audit-log history). - Talk to your team about who logs which fields, to avoid stepping on each other. Why this matters The dashboard correlates health with behavior and environment: - Sleep dropping → behavior changes the next day? - Weight loss → diet or health concern emerging? - Blood pressure trending up → check with the GP. Even if no single day is striking, the trends show up in the dashboard charts over weeks and months. Tips for consistent tracking - Decide who logs what. For example, the morning staff logs sleep, the evening staff logs BP. Avoid duplicate or conflicting entries. - Pick one unit and stick with it. BEHCA uses your profile's preferred units (imperial in US, metric in AU), so if you change units mid-track the historical data may look weird in charts. - For seizures, log them as they happen. Time and duration are critical for clinicians reviewing the record. Common questions - The Menstrual Cycle field doesn't appear. — It's hidden by default. Ask your Manager to enable it on the profile if it should be tracked. - Why is there a "Recorded Today" list for Health? — Because event-based items (seizures, food entries) can have multiple records per day. - Can I track non-listed symptoms? — Use the Other option in Overall Health (free-text), or add a note in General Notes. - Who can see this data? — Everyone with access to the profile, including Guests on this profile. Related articles - Daily tracking overview - Adding general notes and comments - Medications (MAR)

Last updated on May 08, 2026

5. Adding general notes and comments

Categories and dropdowns capture the what. Notes and comments capture the why and how — the context that turns a list of entries into a story. Two types of free text - General Notes — a section-wide note (Behavior, Environment, Health) that isn't attached to a specific entry. Good for "today's vibe" summaries. - Comments — attached to a specific entry (a behavior, a seizure, an intervention). Good for context like "started after we changed the lighting". Both support edits, deletions, and authorship metadata. Adding a general note On the web 1. Open Daily → pick your tab (Behavior, Environment, Health). 2. Find the General Notes area. 3. Click Add Note. 4. Type the note. 5. Click Save. The note appears under the section, with your name and timestamp. On mobile Tap Add Note in the same place — Track tab, relevant section. Adding a comment to a specific entry 1. Find the entry in the Recorded Today list (or in the section's main view). 2. Click the entry to expand it (or tap the comment icon). 3. Type your comment. 4. Save. Comments appear under the entry, with your name and timestamp. Multiple comments stack like a thread, so you can have an exchange with your team about what happened. Editing your own notes and comments Click the pencil icon on any note or comment you wrote. Edit and save. - Edits show "Edited by [your name] on [date]" so the audit trail is preserved. - Managers can edit anyone's notes and comments. Deleting Click the trash icon. You'll be asked to confirm. Deleted notes and comments are removed permanently from the daily view, but the audit log retains a record that they existed. Public vs. private comments Some organizations have a Public / Private toggle on comments: - Public (default) — everyone with access to the profile sees the comment. - Private — only the author and Managers can see it. Use private notes sparingly — most data in BEHCA is meant to be a shared record for the care team. Tips - Be specific and factual. "Triggered by sudden noise from the kitchen" is more useful than "Got upset". - Keep notes short. Long paragraphs are skipped over in fast-paced shifts. Bullet-style is fine. - Use comments for cause-and-effect. "Started crying right after the schedule change" makes the dashboard easier to interpret. - Don't repeat what's already in the form. If you logged a behavior with type, time, and duration, don't restate them in a comment — add what's missing. Common questions - Where does my note appear in the dashboard? — Notes and comments appear in the audit log alongside the entries. They're searchable. - Can I @-mention someone? — Not currently. To draw a teammate's attention, follow up with a message outside BEHCA. - Can a Guest add notes? — Yes, if they have Track Data permission. Otherwise their access is view-only. - Are notes included in PDF exports? — Yes, the Notes Audit Log PDF and Daily Audit PDF include all notes and comments. Related articles - Daily tracking overview - Editing or deleting an entry - Reading the audit log

Last updated on May 08, 2026

6. Editing or deleting an entry

Mistakes happen — wrong time, wrong category, accidentally hit save twice. You can edit or delete most daily entries you logged. Who can edit - You — anyone can edit and delete their own entries. - Managers and Billing users — can edit or delete anyone's entries. - Other Staff and Guests — can't edit or delete entries that aren't theirs. This way, audit integrity is preserved for accountability, while still letting people fix their own mistakes. Editing an entry On the web 1. On the Daily page, look at the Recorded Today sidebar (or the section's entry list). 2. Click the pencil icon next to the entry, or click the entry text itself. 3. An edit modal opens. 4. Change the type, time, or duration as needed. 5. Click Save (or Update). On mobile 1. On the Track tab, find the entry in the section list. 2. Tap the entry, then tap Edit. 3. Update fields and tap Save. Deleting an entry On the web Click the trash icon next to the entry, or open the edit modal and click Delete. A confirmation appears asking "Are you sure you want to remove this entry?" — confirm. On mobile Tap and hold the entry, or open it and tap Delete. The entry disappears from the day's record. The audit log retains a record that it was deleted, who deleted it, and when. What if the edit pencil isn't there? A few possible reasons: - You're not the author. Only your own entries are editable, unless you're a Manager. - The day is "locked". Some organizations lock past days after a certain number of days to preserve a clean audit record. Ask your Manager. - The entry is part of a frozen workflow. For example, a submitted Incident Report can't have its underlying entries edited; you'd need to amend the IR instead. Audit trail Every edit and delete is recorded: - Edits — the entry shows "Edited by [name] on [date and time]". - Deletes — the audit log retains "[Name] deleted [entry type] at [time]". This means you can fix mistakes openly without worrying that the record looks tampered with. Common mistakes and how to fix them - Logged the wrong behavior type. Edit and pick the right one. Don't delete and re-create — editing keeps the history clean. - Wrong time on an entry. Edit and adjust the time. The "Recorded Today" list reorders automatically. - Saved a duplicate. Delete one of them. Sometimes the + button gets clicked twice — it happens. - Logged on the wrong day. Delete and re-log on the correct date. There's no "move to another day" yet. - Need to change the date of an existing entry. You can't move an entry between days. Delete it and re-log on the right day. See Backdating entries. Common questions - What happens if I edit an entry someone else commented on? — Their comment stays. You're only changing the underlying entry's type/time/duration. - Can I undo a delete? — No. Once confirmed, it's gone (although the audit log preserves a record). Be sure before confirming. - Will edits show up in the dashboard immediately? — Yes. Charts and audit log update on the next refresh. - Can managers see who edited what? — Yes, in the audit log. Edits and deletions are clearly attributed. Related articles - Daily tracking overview - Backdating entries - Reading the audit log

Last updated on May 08, 2026

7. Backdating entries

Real life isn't tidy. Sometimes you don't have time to log during your shift and you're catching up the next morning, or a colleague forgot and you're filling in afterwards. Backdating entries is the right way to handle this. Backdating to a previous day On the web 1. Open Daily. 2. Use the date picker at the top of the page to select the date you want to log for. 3. The whole page reloads to that day's record. 4. Add entries the same way you would for today — pick the section, choose the entry type, set the time, save. On mobile 1. Open the Track tab. 2. Tap the date at the top of the screen and pick the day you want. 3. The screen reloads to that day's record. 4. Log entries normally. A few things to know - You can log for any day in the past. No 30-day cutoff or anything. - You can't log for the future. The date picker disables future dates. - The "time" field defaults to right now. Update it to the actual time the event happened on that day, not the time you're typing. - Entries are still attributed to you even though they were logged after the fact. - The audit log shows both timestamps. The event time (when it actually happened) and the recorded time (when you logged it) — so reviewers can tell which entries were live and which were filled in later. Tips for accurate backdating - Backdate as soon as you can after the fact. The longer you wait, the harder it is to remember exact times. - Write notes from the source. If you're working from a paper journal or a Slack message, copy the times exactly. - Use comments to mark confidence. "Time approximate, retroactive entry" is honest and useful. - Don't bulk-fabricate. Backdating is for genuine recovery of missed entries — not for filling in days where nothing was logged because nothing happened. When backdating gets blocked Some organizations configure BEHCA to lock days after a certain number of days for audit-quality reasons. If you try to backdate beyond the cutoff, you'll see an error or the date will be grayed out. Ask your Manager to extend the window or unlock the day if you have a legitimate reason. If your role is Staff or Guest with limited permissions, certain backdating may also be restricted. Managers can do anything. Editing a backdated entry Backdated entries can be edited and deleted just like live ones — see Editing or deleting an entry. Common questions - My team logged entries on the wrong date — can I move them? — No, you can't move entries between days. Delete on the wrong day, re-log on the right day, and add a comment if needed for context. - Can I backdate MAR doses? — Yes — see the Medications (MAR) category. - Can I backdate an Incident Report? — Yes. Incident reports have their own date/time field separate from when the report was submitted. - Why does the dashboard look "wrong" after I backdate a lot? — Because you've added historical data. The charts will rebuild with the new entries on their actual dates. Related articles - Daily tracking overview - Editing or deleting an entry - Reading the audit log

Last updated on May 08, 2026