Documents

1. Documents overview

Each profile has a documents area for storing files relevant to the person's care. Two distinct types exist, with different purposes and behavior. Supporting Documents Supporting Documents are general-purpose file attachments. Anyone with profile access (and the right permission) can upload them. Use cases: - GP letters and clinical reports. - Behavior Support Plans. - Photos of injuries. - Photos of medication labels. - Consent forms. - Schedules, routines, visual supports. - Anything else that doesn't fit the structured BEHCA forms. Supporting Documents are organized into categories (set by your organization) — for example, Medical, Legal, Care Plan, Other. They have no signature requirement and no version-history workflow. Upload, download, replace. Required Documents (Client Plan of Care) Required Documents are formal documents that everyone with profile access must sign electronically before they're allowed to track data on that profile. They exist because some service standards require staff and managers to acknowledge a Client Plan of Care, behavior plan, or other guidance document. Key features: - Versioned — major versions (v1.0, v2.0) require all signers to re-sign; minor versions (v1.0 → v1.1) don't. - Signed electronically — typed name in a signature font, plus role and title pulled from the team list. - Tracking gate — if you haven't signed, you can't log daily entries or start EVV visits on this profile until you do. - Compliance PDFs — Managers can download a single PDF that includes the original document plus an appendix of all signatures. Self-reporters are exempt. If you're tracking yourself, you don't sign your own Client Plan of Care. How to choose between them | If the document is… | Use… | |--------------------|------| | A care plan that staff need to acknowledge | Required Document | | A GP letter, lab result, or one-off reference | Supporting Document | | A photo of an injury attached to an IR | Photo on the IR (not Documents) | | A consent form needing signatures | Required Document | | A visual schedule or routine | Supporting Document | Where the documents live On the web Open the profile, then go to the Documents tab. You'll see Supporting Documents and (if any are configured) Required Documents. On mobile The Profile tab has a Documents sub-tab. Both Supporting and Required Documents appear there. Who can do what | Action | Who | |--------|-----| | Upload a Supporting Document | Anyone with profile access + Edit Profile permission | | Upload a Required Document | Managers and Billing users only | | View a document | Anyone with profile access | | Sign a Required Document | Anyone with profile access (except self-reporters) | | Download the compliance PDF | Managers and Billing users only | Common questions - Can I delete a Required Document I uploaded? — Yes, but think twice. Deleting a Required Document removes everyone's signatures with it. Consider replacing with a new version instead. - Are documents shared with other organizations? — No. Documents live in one organization. To share with someone outside, invite them as a Guest. - Are uploaded files secure? — Yes, BEHCA uses encrypted cloud storage (S3) with access control. - What file formats are supported? — PDFs are best (especially for Required Documents — they need to be PDF). Most image formats (JPG, PNG) work for Supporting Documents. Word docs are okay but harder to view inline; convert to PDF before uploading where possible. Related articles - Uploading supporting documents - Required Documents — for managers - Signing a Required Document

2. Uploading supporting documents

Supporting Documents is the place for files and notes you want to keep alongside a profile that don't fit BEHCA's structured forms. This is separate from Required Documents (Client Plan of Care), which have versioning and signatures — see Signing a Required Document. 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. - Lab results and test reports. - Video clips for reference (not incident-report attachments). - Old paper records you're digitizing. The page also has a Supporting Documentation text area for pasting or typing plan content (BSP, FBA, IEP, 504, ISP, and similar) that others can reference without opening a file. Where to find it On the web Two paths open the same Supporting Documentation screen: 1. Profile menu — click Profile in the top bar, then choose Supporting Documents from the submenu. 2. Profile link — click Profile, then select the Supporting Documentation tab in the left sidebar. Both land on /profile/supporting-doc/{profile-id}. Open the Profile tab for the person, then the Supporting Documentation (or Documents) section — same content as the web tab. Uploading a file On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Supporting Documentation using either path above. 3. Scroll to Uploaded Attachments. 4. Click Upload. 5. Pick the file from your computer. 6. The file uploads and appears in the list when complete. There is no category step. On mobile 1. Open the profile's Supporting Documentation / Documents area. 2. Tap Upload (or +). 3. Pick a file or take a photo. 4. Save — no categories to choose. Supported file types - PDFs — best for documents. - Images — JPG, PNG. - Office documents — Word (.docx), Excel (.xlsx), CSV, RTF, plain text. - Videos — MP4, WebM, MOV. Very large videos may be compressed automatically after upload (and on web, files over 100 MB may be compressed in the browser before upload). If an upload fails, see Video upload errors. No version history Supporting Documents are a flat list of attachments for the profile: - No version history — unlike Required Documents, BEHCA does not track v1.0 / v2.0 for supporting files. To replace a file, upload a new one with a clear name (for example Behavior Support Plan v3 (2025-01)) and delete the old copy if you no longer need it. For documents that need formal versioning and signatures, use Required Documents instead — see Required Documents — for managers. Viewing documents - Web — click the document name to open the viewer. PDFs, images, and videos play inline; other types may download. - Mobile — tap to open. PDFs, images, and videos view in-app when supported. The viewer is best-effort restricted against casual download or print; do not treat it as DRM for sensitive content. Deleting 1. Find the file in Uploaded Attachments. 2. Click the trash icon on the row. 3. Confirm in the modal. Deletion is permanent — the file is removed from BEHCA's storage. 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 and structured fields. Supporting Documents stand alone on the profile. - Why is my upload failing? — Check file type and size. Large videos may need time to compress after upload. - Can a Guest upload? — Only with Edit Profile permission (uncommon for Guests). Most Guests are view-only here. Related articles - Documents overview - Required Documents — for managers - Signing a Required Document - Video upload errors

3. Required Documents (Client Plan of Care) — for managers

Required Documents are formal PDFs that every Staff and Guest with access to a profile must sign electronically before they can track data on that profile. The most common use is a Client Plan of Care or Behavior Support Plan, where regulators or your funder require staff acknowledgement. Uploading and managing Required Documents is Manager-only. Signing them is for everyone with access. See Signing a Required Document. Why use Required Documents - Compliance — regulators (NDIS, state DDS, etc.) often require signed acknowledgement of care plans. - Accountability — clear trail showing every staff member has read and accepted the plan. - Quality — versioning ensures everyone is on the latest version when the plan changes. - Onboarding — new staff can't accidentally start working before reading the plan. Uploading a new Required Document 1. Sign in at app.behca.com (US) or au.behca.com (Australia) as a Manager. 2. Open the profile. 3. Find the Documents tab → Required Documents or Manager section. 4. Click Upload Required Document. 5. Pick the PDF file from your computer. 6. Add a name (e.g. "Client Plan of Care"). 7. Set Signature Required — yes or no (almost always yes). 8. Click Save. The document is created at version v1.0 with change_type: initial. Everyone with access to the profile is now prompted to sign before they can track data. Upload validation: Required Documents must be PDF. Some PDFs (especially compressed or unusual variants) may be rejected at upload — convert via Print to PDF on most operating systems if needed. Versioning When you update a Required Document, you have two version options: Major version (v1.0 → v2.0) Use when the change is significant — content changed materially, new requirements, new sign-off needed. - All signatures from the previous major line are invalidated. - Everyone with access is prompted to re-sign. - Staff who haven't re-signed can't track data until they do. Minor version (v1.0 → v1.1) Use when the change is small — typo fix, formatting, clarification. - Existing signatures from the major line remain valid. - No one needs to re-sign. Uploading a new version 1. Open the existing Required Document. 2. Click Upload New Version. 3. Pick the new PDF file. 4. Choose Major or Minor — be honest, this matters for compliance. 5. (Optional) Add a version label or change description. 6. Click Save. The new version becomes the active one. Old versions are kept in history. Viewing signatures Click into the Required Document. You'll see: - The active version. - Version history (collapsed by default). - A signatures table — who's signed, when, what role and title they had at the time. - Who hasn't yet signed (so you know to chase them). Generating the compliance PDF Regulators often want a single PDF that includes the original Client Plan of Care plus an appendix listing every signatory. To generate: 1. Open the Required Document. 2. Click Download Compliance PDF. 3. The PDF downloads — original plan first, signature appendix at the end. Each signature shows: - Name (in script font for visual signature). - Role at signing (e.g. Manager, Behavior Therapist). - Title at signing (e.g. Care Coordinator). - Date signed. These role and title values are snapshotted at sign time, so even if someone's role changes later, the appendix shows what their role was when they signed. Replacing vs. deleting - Replace with a new version is almost always the right call — preserves history. - Deleting removes the document and all signatures. Use only if uploaded by mistake. Self-reporters and Required Documents Self-reporters (the person tracking their own data) are exempt from signing. The Plan of Care is for the people who care for the observable — not for the observable themselves to sign about themselves. The exemption is automatic. Common questions - My PDF won't upload. — Some PDF variants aren't supported. Try re-saving via File → Print → Save as PDF in your operating system. - A staff member signed an old version. Should they re-sign the new one? — If you bumped a major version, yes (they'll be prompted automatically). If minor, no. - Can I see who has not signed? — Yes, the Required Document page shows pending signatures. - What if I want all staff to sign even on minor versions? — Bump major. Use minor only for genuine "no need to re-sign" updates. - Will old archived staff still have valid signatures? — Yes — past signatures are preserved with their role and title at the time, so the audit trail is complete. Related articles - Documents overview - Signing a Required Document - Editing a team member's role and permissions

4. Signing a Required Document

If you've been added to a profile that has a Required Document (Client Plan of Care, Behavior Support Plan, etc.), you must sign it before BEHCA lets you track data on that profile. Self-reporters are exempt. If you're the person being tracked (an observable), you don't sign your own care plan. The system skips you automatically. How you'll know to sign You do not go looking through document menus or open a Required Documents section yourself. When you open Profile for someone with unsigned Required Documents, BEHCA shows a blocking modal automatically: - The modal lists each document you still need to sign (with version labels when applicable). - You cannot dismiss it or use the page behind it until you sign. - Click Review & Sign to start the signing flow. If you try to log daily data or start an EVV visit before signing, BEHCA blocks that too. Signing on the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Profile for the person — the Signatures required modal appears if anything is pending. 3. Click Review & Sign. 4. If there is only one pending document, BEHCA opens it directly. If there are several, you pick which to sign first from the list. 5. Read the PDF in the viewer. 6. Type your full name in the signature field. As you type, your name appears in a script font. 7. Tick I agree to electronically sign this form. 8. Click Submit Signature. You'll see a confirmation. Repeat for any other pending documents until the modal no longer appears and tracking is unblocked. Your role and title are recorded automatically from your team record for that organization — you don't edit them on the sign screen. If they're wrong, ask your Manager to update your team record before signing. Signing on mobile When Required Documents are unsigned, the app blocks tracking the same way and routes you to review and sign each pending document. Read the PDF, type your name, confirm the agreement, and submit — same attestation as on web. Signing needs a stable connection. If it fails, retry from the same screen. Why typed name only? BEHCA uses typed-name signatures rather than drawn signatures because: - They're consistent and legible. - They work the same on web and mobile. - They're functionally equivalent for compliance — your typed name + role/title + timestamp + audit trail is a valid electronic signature. The script font is for visual recognition; the legal weight is the typed name plus timestamp. Re-signing after a new version When the Manager uploads a major version (v1.0 → v2.0): - All previous signatures from that major line are invalidated. - The blocking modal appears again the next time you open Profile for that person. - Sign the new version using the same flow. For minor version updates (v1.0 → v1.1), your existing signature remains valid — no re-sign needed. What happens after I sign - The tracking gate lifts — you can log daily entries and start EVV visits. - Your signature shows in the document's signature list, visible to Managers. - Managers can download a compliance PDF that includes the original document plus a signature appendix. Common questions - Can I read on mobile and sign on web later? — Yes. Finish signing wherever convenient; the gate clears once all pending documents are signed. - What if I disagree with the document? — Don't sign. Talk to your Manager. Signing is an attestation. - Can I un-sign / withdraw my signature? — No. If circumstances change, your Manager may issue a major version update, which invalidates prior signatures for everyone. - Why is tracking blocked? — You have unsigned Required Documents. Open Profile for that person — the modal will tell you what to sign. Related articles - Documents overview - Required Documents — for managers - Daily tracking overview