Documents
supporting documents, Required Documents, signatures
1. Documents overview
Each profile has two document areas with different purposes. Supporting Documents Supporting Documents are general attachments such as clinical letters, plans, schedules, photos, spreadsheets, and videos. They do not have a signature or versioning workflow. On the web, open the profile's Supporting Documentation tab. In the mobile Documents tab, supporting files appear under Attachments. Anyone with access to the profile can upload a Supporting Document on the web when the feature is included in the organization's plan. The Edit Profile permission does not control document uploads. Required Documents Required Documents are versioned PDFs used when team members need to acknowledge a Client Plan of Care or similar guidance before tracking data. You do not need a special signable PDF or a PDF with signature fields. Upload a regular PDF and BEHCA handles the electronic signature, records the audit details, and can add a signature appendix when a Manager downloads the signed copy. Required Documents are available to organizations on the Residential plan. Major versions require users to sign again. Minor versions retain signatures from the current major version. On mobile, these appear under Required in the Documents tab. How to choose | If the file is… | Use… | |-----------------|------| | A care plan that team members must acknowledge | Required Document | | A clinical letter, lab result, photo, spreadsheet, or reference file | Supporting Document | | An attachment for a specific Incident Report | Attach it to the Incident Report | Supported Supporting Document files BEHCA accepts: - Documents: .txt, .doc, .docx, .pdf, .xls, .xlsx, .csv, .rtf - Images: .jpg, .png - Videos: .mp4, .webm, .mov PDFs, JPG/PNG images, videos, CSV, and text files can be viewed inline on the web. Word, Excel, and RTF files are accepted but cannot be previewed in the web viewer. Required Documents must be PDFs. Self-reporting access A person using BEHCA's limited self-reporting interface does not see the profile's document areas. A team user who also has their own profile can still see documents while using BEHCA in their team role. Signatures and manager tools Team members with access to the profile can expand a Required Document's signature count to inspect recorded signatures. Managers and Billing users can also: - Add and version Required Documents - Select Download with signatures to download the original PDF with its signature appendix - Review signature events under Admin Reports → Compliance Log - Restore removed Supporting and Required Documents from the documents archive 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 web page also has a Supporting Documentation text area for plan content that others can reference without opening a file. Where to find it On the web Open the profile and select Supporting Documentation. Uploaded files appear under Uploaded Attachments. On mobile Open the profile's Documents tab. Supporting files appear under Attachments, and signable documents appear under Required. The mobile Documents tab is for viewing these files. Upload Supporting Documents from the web app. Uploading a file 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the profile's Supporting Documentation tab. 3. Scroll to Uploaded Attachments. 4. Click Upload. 5. Pick the file from your computer. 6. The file appears in the list when the upload finishes. Anyone with access to the profile can upload here when Supporting Documentation is included in the organization's plan. Turning off Edit Profile does not disable document uploads. Supported file types - Documents — .txt, .doc, .docx, .pdf, .xls, .xlsx, .csv, .rtf - Images — .jpg, .png - 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 the new copy with a clear name. You can then remove the old copy. For documents that need formal versioning and signatures, use Required Documents instead — see Required Documents — for managers. Viewing documents - Web — PDFs, JPG/PNG images, videos, CSV, and text files open in the viewer. Word, Excel, and RTF files are accepted but cannot be previewed in the browser. - Mobile — tap a file under Attachments to open it when the device supports that format. On the web, file downloads are available to Managers and Billing users. If another team member cannot preview a file, they can ask a Manager for a copy. Deleting Managers and Billing users can remove Supporting Documents: 1. Find the file in Uploaded Attachments. 2. Click the trash icon on the row. 3. Confirm in the modal. The file is removed from the profile and moved to the documents archive. Managers can view and restore archived documents. Who can see documents Supporting Documents are visible to: - Team members and Guests with access to the profile - Managers and Billing users of the organization. - Users who are both a team member and the subject of a profile, while using BEHCA in their team role People using BEHCA's limited self-reporting interface do not see profile documentation. 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? — Yes, if the Guest has access to the profile and Supporting Documentation is available on the organization's plan. 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 used when Staff and Guests with access to a profile need to sign electronically before tracking data on that profile. The most common use is a Client Plan of Care or Behavior Support Plan. Uploading and managing Required Documents is available to Managers and Billing users. See Signing a Required Document. Required Documents are available to organizations on the Residential plan. No special PDF is needed You do not need to create a fillable or signable PDF. Upload a regular PDF. BEHCA provides the signature screen, records the signature and audit details, and can add a signature appendix to the downloaded copy. 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. Open Supporting Documentation. 4. Scroll past Emergency Contacts, Supporting Documentation, and Uploaded Attachments to Required Documents. 5. Enter a document name and select the PDF. 6. Leave Signature required before tracking selected when team members must acknowledge it before tracking. 7. Click Upload. Managers use this section on the same Supporting Documentation page as everyone else. There is no separate manager page for adding Required Documents. The first upload becomes version v1.0. Required Documents accept PDF files only. 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. Select the Required Document on the Supporting Documentation page. 2. Expand Upload a new version. 3. Pick the new PDF file. 4. Choose Major or Minor. 5. Optionally add change notes. 6. Click Upload new version. The new version becomes the active one. Old versions are kept in history. Viewing signatures Managers, Staff, and other team members with access to the profile can select the Required Document and click the arrow beside a version's signature count. The table shows each person's name, typed signature, role, title, and signing time. BEHCA does not currently show Managers a separate list of people who have not signed. Downloading with signatures Managers and Billing users can click Download with signatures for any version. Staff can view the signature table, but they cannot download the file with its signature appendix. The appendix includes each signer's: - Name and typed signature - Role and title at signing - Date and signing method - IP address and user agent Role and title are recorded from the person's team record at signing time. Compliance Log Managers and Billing users can also open Admin Reports → Compliance Log and choose Required document signed from the Event type menu. The log lists matching signatures with the newest events first and can be filtered by date, profile group, event type, or search. Removing and restoring - Replace with a new version is almost always the right call — preserves history. - Remove required document stops it from blocking tracking and moves it to the documents archive. - Versions and signatures are preserved for audit. A Manager can restore the document from the archive. Self-reporters and Required Documents People using BEHCA's limited self-reporting interface are exempt from signing Required Documents. Common questions - My PDF won't upload. — Confirm that it is a PDF. If BEHCA cannot process it, re-save it from your PDF editor and try again. - 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. - 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 a profile has a Required Document that requires your signature, you must sign it before BEHCA lets you track data on that profile. People using BEHCA's limited self-reporting interface are exempt from signing Required Documents. How you'll know to sign When you open a tracking screen for a profile with a Required Document you have not signed, BEHCA shows a Signatures required message: - The message lists each document you still need to sign. - Click Review & Sign to start the signing flow. BEHCA also blocks daily-entry and EVV requests until required signatures are complete. Signing on the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the profile's tracking page. The Signatures required message 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 Signatures required message no longer appears and tracking is unblocked. Your role and title are recorded automatically from your team record; they are not entered on the signature form. Incorrect or missing title information does not stop you from submitting a signature, but the information on your team record is what BEHCA records. Ask a Manager to correct it before signing if it is inaccurate. 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. You do not need a special signable PDF BEHCA adds the electronic-signature workflow to an ordinary PDF. It records your typed name, role and title from your team record, time signed, signing method, IP address, and user agent. Managers can download the original PDF with these signature details in an appendix. 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 Signatures required message appears again when you open a tracking screen for that profile. - 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 is added to the document's signature history. - Managers can select Download with signatures to get the original document plus its 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. Use the Review & Sign link in the Signatures required message. Related articles - Documents overview - Required Documents — for managers - Daily tracking overview