Getting Started

1. Welcome to BEHCA

BEHCA is a behavioral health care platform for tracking, reporting on, and sharing the day-to-day care of the people you support. What you can do with BEHCA There are three things most people use BEHCA for, every day: - Track daily — log behaviors, environment, health, medications, and notes for each person you support. - Log incidents — record incident reports with photos, videos, witnesses, injuries, and follow-ups. - Run reports — see patterns across days, weeks, and months in the dashboard, and export PDFs for clinicians, families, and agencies. Who BEHCA is for - Families caring for a child or adult at home. - Providers — group homes, day programs, in-home support agencies, and clinics. - Schools tracking students with individualized support plans. - The person being supported themselves, when they're tracking their own data (we call this "self-reporting"). You'll see a few different roles inside the app — Billing, Manager, Staff, Guest, and Self-Reporter. We explain each in Understanding roles. Website or mobile app? Both work, and most people use both. - Website (app.behca.com for the United States, or au.behca.com for Australia) — best for setup, billing, managing your team, full reports, and anything you'd rather do on a bigger screen. - Mobile app (iOS and Android) — best for tracking on the go, starting and stopping visits (EVV), and getting push notifications. A few things — like setting up billing or inviting your team — only live on the website. We'll point that out in each article. A note on regions BEHCA runs as a separate service in the United States and in Australia. When you create your account, you choose a region. That choice matters for Australian users in particular because it follows regional data storage requirements — US and AU data stay in their own environments. You can't switch regions later, so pick the one where the people you support actually live. What region does not lock in by itself: - Timezone and imperial vs metric units come from your account preferences (and each profile also has its own tracking timezone based on location). See Account preferences. - Weather is based on each profile's location, not on which regional app you signed into. Common questions - Do I have to pay if I was invited by someone else? — No. If a manager invited you, your account is free. See I was invited — how to accept. - Can I try BEHCA before paying? — Yes, there's a 30-day free trial. A credit card is required to start the trial. See Choosing your plan. - Is my data private? — BEHCA is built for sensitive health information. Only people in your team and people you've explicitly shared profiles with can see your data. Related articles - Choosing your plan - Creating your account - I was invited — how to accept

2. Choosing your plan

BEHCA pricing is person-centered: you pay for the people you track (profiles), and your organization type determines which feature bundle fits. Current plans, dollar amounts, and feature checklists live on the marketing site—not in this help article. Official pricing page: https://behca.com/pricing/ Use that page to compare plans side by side and click Start Free Trial Today for the tier you need. If you are unsure which column fits your program, use Book a Demo Appointment on the same page or Request A Quote where offered. Australia: Day-to-day work happens at au.behca.com (the Australian app). There is no separate Australian marketing site — compare plans and start a trial from behca.com/pricing, then continue in the AU app after signup. How to choose in one minute | You are… | Start here on the pricing page | |----------|--------------------------------| | A family supporting up to three people at home | Family Plan or Family +MAR | | A school or educational program (often needs a .edu address) | Educational Programs | | A day program or therapy practice (behavior intervention, OT, counseling, etc.) | Day Therapy Providers | | A 24-hour residential or intensive group-home agency | 24hr Residential Agencies | Each profile in BEHCA is one person you track. Organization plans bill per profile per year (with volume discounts once you grow past six profiles—see the pricing page). Family plans Shown under Family Providers on the pricing page. Family Plan - About $12/month when billed annually (pricing page shows monthly equivalent; you are charged annually). - Up to 3 profiles. - Unlimited guest collaborators (parents, therapists, teachers—guest access only; no Staff/Manager roles). - Daily tracking (behavior, environment, health), weather context, Analyze dashboard, and notes. Family +MAR - About $16/month when billed annually. - Everything in Family Plan, plus MAR (medication administration tracking and alerts). Families who need a full care team (Managers, Staff, Groups, EVV) should look at an organization column on the pricing page instead of Family. Organization plans (schools and agencies) All three organization tiers on the pricing page include, among other things: - Pricing discounts for plans beyond six profiles - Unlimited collaborators (team and guest management) - Behavior, environment, and health tracking - Automatic weather context - Customizable Analyze dashboard - General notes - Staff notifications and reminders - Incident reporting with supervisor reviews - Groups, team, and guest management Support hours and add-ons differ by tier: Educational Programs Best for: primary/secondary schools, ASD and IDD-focused programs, after-hours care. - Starts at about $89 per profile per year (billed annually). - 8AM–4PM (PST) support hours. - Requires proof of a .edu address (noted on the pricing page). Does not list MAR or EVV on the public feature list—confirm on the pricing page before you assume medication or visit verification is included. Day Therapy Providers Best for: behavior interventionists, occupational therapists, family counselors, and similar day-service providers. - Starts at about $159 per profile per year (billed annually). - 8AM–4PM (PST) support hours. - Includes MAR medication tracking with alerts. 24hr Residential Agencies Best for: group homes, residential care, intensive 24-hour I/DD support. - Starts at about $199 per profile per year (billed annually). - Priority 24/7 support - MAR medication tracking with alerts - Electronic Visit Verification (EVV) - Quarterly success planning / staff trainings Signup in the app vs the pricing page During account creation the app may still ask you to pick Family, Provider, or School before payment. That wizard is a simplified path; feature and price truth is always the pricing page. - School signup aligns with Educational Programs. - Provider signup covers agency accounts; newer accounts map to Day Therapy or 24hr Residential tiers from the pricing page (your Stripe plan reflects which column you chose when starting the trial). - Some older Provider accounts remain on legacy Small (6) / Medium (12) / Large (unlimited) bundles from earlier pricing. Those customers upgrade or change plan through Billing in the app; new customers should not expect Small/Medium/Large on the public pricing page. Free trial Organization and family plans on the pricing page offer Start Free Trial Today. A card is required to begin; you are not charged until the trial ends if you cancel in time. Exact trial length and billing details are shown at checkout. "I was invited — do I need a plan?" No. If a manager invited you to join their organization, your access is covered by their subscription. You do not choose or pay for a plan. Continue with I was invited — how to accept. Common questions - Where is the full feature list? — https://behca.com/pricing/. This article summarizes; the website stays current when prices change. - Can I switch plans later? — Yes, in most cases from Profile → Billing Details (Billing user). Your data is preserved; proration rules depend on the change—see Upgrading or downgrading your plan. - What if I need more than three family profiles? — Move to an organization plan (Educational, Day Therapy, or Residential) via the pricing page or contact BEHCA for a quote. - Can I have a family account and work at an agency? — Yes. One login can belong to multiple organizations; switch in the profile switcher. They are billed separately. - Not sure which organization column fits? — Book a demo from the pricing page or use Request A Quote. Related articles - Creating your account - Viewing your subscription - Upgrading or downgrading your plan - Inviting your team - Understanding roles

3. Creating your account

This article is for the person who is starting a new BEHCA account for their family, organization, or school. If you were invited by someone else, read I was invited — how to accept instead. New accounts begin on the BEHCA marketing website (behca.com), not on app.behca.com. After you start a trial and complete checkout, you continue setup and day-to-day work on the app (app.behca.com in the US, au.behca.com in Australia). Step 1 — Start on behca.com 1. Open https://behca.com/ in your web browser. 2. Open the Pricing page from the main menu. On the pricing page you have two separate paths—each with its own button: - Book a Demo Appointment (or Request A Quote where shown) — talk with BEHCA before you subscribe. This does not create an app login by itself. - Start Free Trial Today! — begins account creation for the plan tied to that button (Family, Family +MAR, Educational Programs, Day Therapy Providers, or 24hr Residential Agencies). See Choosing your plan to pick the right column. Choose Start Free Trial when you are ready to sign up yourself. The next screens load on the app domain (for example app.behca.com/signup). Already have an account? Log in at app.behca.com or au.behca.com, not on behca.com. See Logging in. Step 2 — Pick your region, then sign up On the signup page, choose United States or Australia using the region control above the input fields before you fill in the form. - This chooses which BEHCA environment your account lives in (including regional data storage). - You can't change your region later. Pick the one where the people you support actually live. Then choose how to register: - Sign up with Google — uses your Google account. - Sign up with Apple — uses your Apple ID. - Sign up with email and password — fill in the form. You can use more than one sign-in method on the same account. For example, if you sign up with Google, you can later set a BEHCA password under Account Settings → Change Password (or via Forgot your password? on the login page) and then sign in with either Google or email and password. The email address must match. Tip: If you signed up with Google or Apple and have never set a BEHCA password, the email/password form on the login page won't work until you set one — use Log in with Google / Log in with Apple, or set a password first. Accept the Terms of Service and Privacy Policy before continuing. Step 3 — Confirm you're creating a new account (if asked) If you signed up on your own (you did not follow an invitation email), BEHCA may ask you to confirm that you meant to create a new account and are not waiting for an invite from someone else. - Continue if you are starting your own family or organization account. - If you were supposed to join someone else's organization, stop and use the invitation they sent instead — see I was invited — how to accept. Step 4 — Start the trial for the plan you chose After your account is created, BEHCA takes you to the Stripe checkout for the plan you clicked on the pricing page (for example Family +MAR or a provider tier). On that same checkout page you can also set how many profiles you need. A card is required to start the free trial; you won't be charged until the trial ends if you cancel in time. Feature and price details always live on behca.com/pricing. Your Stripe plan reflects the column you started from. Step 5 — Confirm your email Check your inbox for a confirmation email from BEHCA. Click the link inside to verify your email address. Can't find it? Check your spam/junk folder, then add notifications@behca.com to your safe senders. Step 6 — Create your first profile After payment, BEHCA takes you into the app to create your first profile (the first person you'll track). See Setting up your first profile for what to fill in. Common questions - I signed up with Google but the login page is asking for a password. — You can click Log in with Google instead, or set a BEHCA password under Account Settings → Change Password (after signing in with Google once) and use email/password from then on. See Logging in. - I only want a demo, not a trial yet. — Use Book a Demo Appointment on behca.com/pricing; you don't need a full signup until you're ready for Start Free Trial. - I picked the wrong region. — Contact support. Region is permanent on a self-serve basis, but support can help in some cases. - Can I sign up just to look around without paying? — Starting a trial requires a card on file. You can cancel during the trial to avoid being charged. - Can I create my account on my phone? — Trial signup may open in the browser; plan selection and payment usually happen on the web before the mobile app is fully usable. Related articles - Choosing your plan - Setting up your first profile - Logging in

4. Setting up your first profile

A profile in BEHCA represents one person you're supporting — a family member, a client, a student, or yourself. Every daily entry, medication, and incident report is attached to a profile. You'll sometimes see the word observable in URLs or older help text. Observable and profile mean the same thing — we use profile in the interface because it's friendlier. After you finish signup and payment, BEHCA may open the new-profile form automatically as part of onboarding. To add more people later, open the gear menu → Manage Profiles. What you'll fill in - Name — first and last name of the person. - Photo (optional) — a recognizable photo helps everyone on your team know who they're tracking. You can add this later. - Profile color — used to color-code this person across the dashboard, especially helpful when you have multiple profiles. - Location — city/town and country. This is important (see below). - Date of birth — collected on the profile form and shown on Incident Reports and MAR paperwork where required Why location matters Location does two things automatically for you: - Sets the timezone. All daily entries, incident reports, and EVV visits are stored in the profile's timezone, so logs always read the way they were lived. If your client is in Sydney and you're in Perth, their data still reads in Sydney time. - Pulls in local weather. BEHCA fetches the weather for the profile's location for each day so you can correlate behavior with environmental factors (heat, storms, barometric pressure, etc.). If the person you support travels between locations, set their home location here. You can update it later if they move. Step-by-step First profile (right after signup) Follow the on-screen prompts BEHCA shows when onboarding finishes—same fields as below, then Save. Adding a profile later (or if you skipped onboarding) 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the gear menu in the top bar (organization tools). 3. Click Manage Profiles. The page title is Profile Management. 4. Click Add New Profile (top of the page). 5. Enter first and last name, pick a profile color, and set location (choose the suggested city/country match). 6. (Optional) Upload a photo. 7. Enter date of birth if the form requires it for your workflows. 8. Click Save. The new profile becomes your active profile. Switch anytime from the profile switcher in the top bar (web) or by tapping the avatar at the top of the mobile app. The top Profile menu is for the current person's settings (personal details, tracking templates, documents)—not for creating additional profiles. Family Plan profile limit Family Plans can have up to 3 profiles. If you need more, upgrade from behca.com/pricing or your Billing Details page—existing profiles and data are kept. Common questions - Do I need a separate profile for myself if I'm the one being tracked? — Yes. Create a profile for yourself as the person being supported. See Getting started as a self-reporter. - My location isn't appearing in the suggestions. — Try the nearest larger city. The location is used mainly for timezone and weather, so a few kilometers of difference doesn't matter. - Can I change a profile's location later? — Yes, from that profile's Personal Details (under the Profile menu while that person is selected). Changing location updates timezone for new entries; older timestamps stay as stored. - Can I delete a profile I don't need anymore? — Managers and Billing users can delete profiles from Manage Profiles. Prefer archive when you might need the history later — archive can be undone. Permanent deletion is for when you truly no longer need the profile. Related articles - Creating a new profile - Choosing your plan - Quick tour of the apps - Inviting a guest

5. Logging in

Log in to BEHCA with email and password, Google, or Apple — whichever you have set up for your account. If you were invited, see the first-time login note below. On the web 1. Go to app.behca.com or app.behca.com/login (US), or au.behca.com or au.behca.com/login (Australia). The home page is the login screen. 2. Pick your region (United States or Australia) — make sure it matches the region you signed up in. 3. Enter your email or username and password, or click Log in with Google / Log in with Apple. 4. Click SIGN IN. Social and password login can coexist. The same account can use Google, Apple, and/or a BEHCA password. If you signed up with Google or Apple but never set a BEHCA password, use the social button — or set a password under Account Settings → Change Password (or Forgot your password?) and then either method works. On mobile 1. Open the BEHCA app. 2. On first launch, pick your region. The app remembers this for next time. 3. On the sign-in screen, choose email or username + password, or the Google or Apple option (button wording may vary by platform and app version). 4. Tap Sign In. Your phone's password manager (iCloud Keychain, 1Password, Google Password Manager) can autofill your credentials. Biometric login (Face ID, Touch ID, fingerprint) is not currently available in the mobile app. Use your password manager for one-tap sign-in. Forgot your password? 1. On the website login page, click Forgot your password? 2. Enter the email address on your account. 3. Check your email inbox for a reset link. 4. Click the link and set a new password. The reset link expires after a short time. If it expires before you click it, repeat the process. Reset links are sent on the website. Once you've set the new password there, you can sign in to mobile with it as well. First-time login If a manager invited you to BEHCA, your first sign-in works a little differently: - You'll set your password as part of accepting the invitation. See I was invited — how to accept. - After accepting, you can log in normally on web or mobile. - The first time you sign in, BEHCA may ask you to change your password to one only you know. Multi-Factor Authentication (MFA) Some organizations require Multi-Factor Authentication for extra security. If your organization has enabled it, you'll see an MFA setup screen the first time you log in. On the web 1. Use an authenticator app (Google Authenticator, Authy, 1Password, Microsoft Authenticator) to scan the QR code. 2. Enter the 6-digit code shown in your authenticator app. 3. Save your recovery codes somewhere safe. They're a backup if you lose your phone. On mobile You can't scan the QR code from inside the BEHCA mobile app the same way you can on the website. Mobile MFA setup uses a setup key / code you type into your authenticator app instead of scanning. Follow the on-screen steps in the app, then enter the 6-digit code it generates. After MFA is on When you sign in, BEHCA asks for a fresh code from your authenticator app. You can choose to trust this device for 30 days so you won't need the MFA code again on that device for a month (you'll still use your password when you sign in). If you lose access to your authenticator, use one of your recovery codes. If those are also lost, contact Support — they can reset MFA for you. Full walkthrough: Setting up Multi-Factor Authentication (MFA). Common questions - I'm being told my password is wrong, but I'm sure it's right. — Check that you're on the right region (US vs. AU). Then try a password reset to be sure. - I'm logged out very quickly. — For security, BEHCA logs you out after a period of inactivity. Just log in again. - Can I be logged in on web and mobile at the same time? — Yes. They're independent sessions. - I keep getting redirected to log in again. — Clear your browser cookies for app.behca.com (US) or au.behca.com (Australia) and try once more. If it persists, contact support. - Do I need an MFA code every day? — Not if you tick Trust this device for 30 days when prompted. On that device you can stay signed in without entering MFA again for a month. Related articles - Creating your account - I was invited — how to accept - Quick tour of the apps

6. I was invited — how to accept

If a manager or family member added you to their BEHCA account, you'll get an email invitation. This article walks through accepting it on the website or in the mobile app. You don't need to pay. Invited accounts are free. The person who invited you is on a paid plan, and your access comes from theirs. What the invitation looks like You'll receive an email from BEHCA. The subject line is something like: You've been invited to join [Organization Name] on BEHCA. Inside, you'll see who invited you, what organization you're being added to, and a Get Started button. The link expires in 7 days. If you don't accept in time, ask the person who invited you to resend it. On the web 1. Click Get Started in the email. This opens app.behca.com/accept-invite/... (US) or au.behca.com/accept-invite/... (Australia) in your browser. 2. Set a password for your new account (and confirm it). 3. Tick the Terms of Service checkbox. 4. Click Accept. You're done. You can now sign in at app.behca.com/login (US) or au.behca.com/login (Australia) with your email and the password you just set. On mobile 1. Tap Get Started in the email on your phone. The link will open the BEHCA app if you have it installed, or take you to the App Store / Google Play to download it. 2. Once the app opens, you'll see a Welcome! screen. 3. Set a password and confirm it. 4. Tick the Terms of Service checkbox. 5. Tap Submit. You're signed in. The app loads the profiles your inviter shared with you. If your phone opens the email link in a browser instead of the app, that's fine — accept the invite there, then open the BEHCA app and sign in normally. After you accept - You'll only see the profiles the person who invited you chose to share. If something's missing, ask them — they can adjust your access from the Manage Team page. - You may have different permissions depending on your role: viewing only, tracking daily data, viewing incident reports, etc. See Understanding roles. - The first time you sign in on the web, you may be asked to change your password to one only you know. "I already have a BEHCA account with this email" If you've already used BEHCA — for example, you were a guest on a family member's account — and a manager invites you with the same email, here's what happens: - You don't set a new password. You already have one. - You're added to the new organization instantly. - Next time you log in, you'll see a profile switcher (web) or organization selector to move between accounts. Common questions - My invitation link expired. — Ask the person who invited you to resend it. They can do this from their Manage Team page in seconds. - I clicked the link but nothing happens. — Try opening the email on a different device, or copying the link and pasting it into your browser. - Can I have multiple BEHCA accounts on one email? — No. One email = one BEHCA login, but that login can be added to multiple organizations. - I was invited as a guest. Can I still see my own family's data? — Yes, if you have your own Family Plan, both accounts are linked to your single login and you can switch between them. - Do I have to download the app? — No. The website has the same core features. The app is more convenient for tracking on the go. Related articles - Logging in - Understanding roles - Quick tour of the apps

7. Inviting your team

This article is for Managers and Billing users — the people who can add others to their organization. If you're on a Family Plan, you can invite Guests but not Staff or Managers (see the note at the bottom). Inviting team members is done on the website. The mobile app doesn't currently support team management. Where to start 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Click the gear icon → Manage Team. You land on /staff (Staff Members). 3. Stay on the Staff Members tab (default). 4. Click Add New Team Member (top of the page). What to fill in - First name and Last name. - Email address — this is what BEHCA sends the invitation to, and what they'll use as their username. - Role — pick one: - Billing — can do everything, including manage subscription and payment. - Manager — can invite team members and manage profiles, but not billing. - Staff — can track data on profiles they're assigned to. - Title — their job title (e.g. Behavior Therapist, Direct Support Professional, Nurse). Titles also set a starting set of permissions you can change afterward — see Understanding roles. - Group(s) — assign them to one or more groups, which determines which profiles they can access. (See Inviting a guest if you want them to access only specific profiles instead.) Permissions For each staff member, you can fine-tune what they're allowed to do: - Track Data — log daily entries, behaviors, environment, health. - Edit Profile — change profile details (name, location, photo, etc.). - Track MAR — administer medications. - Track IRs — create Incident Reports. - Review MAR / IRs — approve and sign off on submitted reports. You can change these later from the staff member's edit page. Send the invitation When you save a new team member, BEHCA sends the invitation email automatically. They get a Get Started link that's valid for 7 days. They'll set their own password and accept the Terms of Service when they open it. See I was invited — how to accept for what they'll see. If they never receive the email, or they miss the window, open their edit page and use Resend invite (or the invite control there) to send it again. Tracking invitation status On the Staff Members list, invitation progress shows as badges next to a person's name: - Pending — they've been invited but haven't accepted yet. - Expired — they didn't accept within 7 days. What you can do from the list vs the edit page On the team list row you can: - See the person's name, role, and title. - Adjust group access (Staff) or profile access (Guests). - Archive the person. The list row does not open permissions — those live on the edit page. On the edit page (click the person's name or pencil): - Change role, title, groups / profile access, and permissions. - Resend invite if needed. - Archive is available from the list row (and may also appear on the edit page depending on your view). Adding someone who already has BEHCA If the email you typed matches an existing BEHCA user, you'll be asked whether to add their existing account to your organization: - Yes — they're added instantly. They'll get a friendly "You've been added to [Your Org]" email and can sign in with their existing password. - No — you can cancel and use a different email instead. Family Plan limitation If you're on a Family Plan, you can only invite Guests (people with access to specific profiles). To invite Staff or Managers, upgrade to a Provider Plan from your billing page. The Add New Team Member button on the Staff tab will be disabled with a message linking to the upgrade page. Common questions - Can a Staff member invite other Staff? — No. Only Billing and Managers can invite. - What if I assigned them to the wrong group? — Update their groups from the list row or their edit page. Changes take effect immediately. - Can I add the same person twice? — Not with the same email. One email = one person. - Will they get a notification when I update their permissions? — No. Permission changes take effect silently. You may want to message them outside of BEHCA when you change something significant. Related articles - Inviting a guest - Understanding roles - I was invited — how to accept

8. Inviting a guest

A Guest is someone outside your team who needs access to one or two specific profiles, not your whole organization. Common examples: - A parent or guardian. - A grandparent who helps with care. - A doctor, psychiatrist, or therapist. - A school teacher coordinating with a home program. - A reviewer or auditor. The key difference from Staff: guests see only the profiles you explicitly choose. Staff get access through groups; guests get access profile-by-profile. Where to start 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Click the gear icon → Manage Team, then open the Guests tab (/staff/guests). 3. Click Add New Team Member — the invitation form lets you choose the Guest account type inside the wizard. What to fill in - First name and Last name. - Email address — what BEHCA sends the invite to, and what they'll log in with. - Profiles — pick the specific profiles they should be able to see. They won't see anyone else. - Permissions — by default, guests have view-only access. You can grant: - Track Data — they can add daily entries. - Track IRs — they can create Incident Reports. - Review IRs — they can approve submitted reports. - Track MAR — they can administer medications. Most guests get view-only access. Grant tracking permissions only if you want them to actively log data. Send the invitation Click Send Invite. The guest receives an email with a 7-day link. When they accept, they set their own password and can immediately sign in to see the profiles you chose. Editing what a guest can see You can change a guest's profile access at any time: 1. Open the Guests tab. 2. Click the guest's name. 3. Add or remove profiles from their list. 4. Click Save. The change takes effect immediately. Next time they sign in, they'll see exactly the profiles you chose. Revoking a guest's access Two options: - Remove from a profile — if they're a guest on multiple profiles and you only want to remove one, edit them and uncheck that profile. - Archive the guest entirely — from their edit page, use the archive control (labeled ARCHIVE THIS STAFF MEMBER today, even though they're a Guest). Or use ARCHIVE next to them on the Guests list. Restore later from Archived Members (/staff/archives). Guests vs. Staff — when to use which | Use Guests when… | Use Staff when… | |----------------------|---------------------| | The person is outside your organization | The person is part of your team | | They need just one or two specific profiles | They need to access many profiles via groups | | They don't need to manage anyone else | You may want them to track, review, or even invite others | | Common: parents, doctors, external reviewers | Common: support workers, nurses, supervisors | Family Plan note On the Family Plan, Guests are the only people you can invite. There's no Staff or Manager role on Family Plans, because the model is built for a small circle of care rather than a team. Common questions - Can a guest invite another guest? — No. Only Managers and Billing users can invite. - The guest is already a BEHCA user — what happens? — They're added instantly using their existing account. They won't have to set a new password. - Can a guest see my whole team list? — No. Guests don't see your team or other profiles, just the profiles you shared and what's logged on them. - Will the guest receive notifications when something is logged? — Notifications follow standard BEHCA settings. You can adjust what they get notified about from their profile page. Related articles - Inviting your team - Understanding roles - Setting up your first profile

9. Understanding roles

BEHCA has five roles. Most confusion happens when people aren't sure which role someone is or who can see what. This article is the quick reference. Roles vs permissions Access in BEHCA is mostly permission-oriented: what someone can do day to day depends on the permission switches on their team record (Track Data, Track MAR, Track IRs, and so on). Manager and Billing are the main exceptions — those roles unlock a wider set of organization tools (team management, profiles, groups, and for Billing, subscription and payment). For Staff and Guests, think permissions first, then which profiles or groups they can reach. The roles, at a glance | Role | Who they are | What they can see | What they can do | |------|--------------|-------------------|------------------| | Billing | The account owner | All profiles in the organization | Everything, including subscription and payment | | Manager | A team lead, supervisor, admin | All profiles in the organization | Invite team members, create profiles, manage groups, view all reports | | Staff | A direct support worker, nurse, therapist | Only profiles in the groups they're assigned to | Track daily data, log incidents, administer medications (depending on permissions) | | Guest | Outside-the-org person — parent, doctor, school teacher | Only the specific profiles they were given access to | View, and optionally track (depending on permissions) | | Self-Reporter | The person being supported, when they have their own login | Their own profile only | Track their own daily data, view their own reports | Titles and default permissions When you invite someone, you also pick a title (for example Behavior Therapist, Nurse, Case Manager). Each title comes with a default set of permissions. You can turn individual permissions on or off after you pick the title — titles are a starting point, not a lock. Who can invite who? - Billing can invite Managers, Staff, and Guests. - Managers can invite Staff and Guests, but not other Billing users. - Staff and Guests cannot invite anyone. Group-based vs. profile-based access This is the most common point of confusion: - Staff get group access. A manager creates groups (e.g. "Day Shift", "Cottage 4") and assigns profiles to them. Staff are then assigned to groups. Anyone in a group can see all profiles in that group. - Guests get profile access. Each guest is given specific profiles, one at a time. They never see groups. Use Staff + Groups when you have a team that rotates across many profiles. Use Guests when you need to share with specific outside people for specific profiles. What can each role see in the dashboard? - Billing / Manager — every profile, every report, the whole team. - Staff — only data for profiles in their groups. - Guest — only data for the profiles they were granted. - Self-Reporter — only their own data. Permissions you can fine-tune On top of role and title defaults, you can switch these on or off per person: - Track Data — log daily entries. - Edit Profile — update profile details. - Track MAR — administer medications. - Track IRs — create Incident Reports. - Review MAR / IRs — approve and sign off on others' reports. For example, you might want a Guest to view-only on most things, but allow them to add Incident Reports if they witness one. Family Plan roles Family Plans only have Billing (the family member who set up the account) and Guests (everyone else they invite). There's no Manager or Staff role on Family Plans because there's no team to manage. Common questions - What's the difference between Billing and Manager? — Both can manage the team and the data. Only Billing can change the subscription, payment method, and plan. - Can a Staff member become a Manager? — Yes. A Billing or Manager user can change anyone's role from the Manage Team page. - If I add a Staff to multiple groups, can they see all the profiles in all of them? — Yes. Group access is additive. - Can a Guest also be a Staff member? — Not at the same time, on the same email. They'd be one role per organization. - Why can't I see a profile I expected to see? — Check whether you're in the right group (Staff) or whether the profile was actually shared with you (Guest). Ask your Manager to confirm. Related articles - Inviting your team - Inviting a guest - Getting started as a self-reporter

10. Quick tour of the apps

This is a high-level "where things are" map of BEHCA on the website and the mobile app. For deep walkthroughs of each feature, see the dedicated category for that feature (Daily Tracking, Medications, Incident Reports, etc.). On the web When you log in at app.behca.com (US) or au.behca.com (Australia), the layout is roughly: - Top bar — BEHCA logo, then the main sections (Track, Analyze, Incident Reports, Profile, and for managers Scheduling and Admin Reports when those features are on your plan). On the right: notifications, and your initials (account settings, My Schedule, sign out). If you manage people in your organization, a gear icon opens team and org tools. - Profile switcher bar — a bar below the main top bar. Use it to pick which person you're focused on. The rest of the page reloads to show that profile's data. - Main area — the content for the section you opened (for example today's Track page, the Analyze dashboard, or an Incident Report). Key pages to know - Track — today's tracking entries. The dropdown lists Behavior, Environment, and Health, plus MAR when medication tracking is on for this profile and you have permission. The URL still uses /daily. - Analyze (or Analyse in AU English) — Dashboard (graph views for the profile in the switcher: Timeline, Rhythm Map, and more), Audit Log, and MAR Reporting when your plan includes them. Those tabs sit in the profile strip. - Incident Reports — incident-report inbox for the current profile (/ir/{profile-id}): Create New IR, filters, Active / Archived subtabs. - Profile — details for the current profile: personal information, tracking templates, supporting documents, health history, MAR and IR setup, and Billing Details for subscription and payment settings on the web. - Gear menu (Managers and Billing users) — Opens from the gear icon: Manage Team, Manage Profiles, Manage Groups (Premium), and Organization Settings. Those same destinations also appear in a secondary strip while you are in team management. - Scheduling (managers, when enabled) — profile week, Team Schedule, and EVV Settings for service codes. Team Billing and EVV Sessions appear here only if EVV is also on your plan. - EVV (managers, when EVV is on the plan but Scheduling is not) — Team Billing, EVV Sessions, and EVV Settings. Scheduling and EVV are separate; one does not imply the other. - Admin Reports (managers) — organization-wide Overview, Team Summary, IR Summary, MAR Summary, MAR Review, Compliance Log, and Archive. Start at Introduction to Admin Reports. - Messages (when enabled) — team chat: direct messages, channels, and announcements. Start at Messages overview. - Initials menu (top-right) — Account Settings (password, MFA, notifications), My Schedule when Scheduling and/or EVV is available, Sign Out. Switching between profiles Use the profile switcher bar under the top menu. Pick the person you want to view or track for. On mobile The mobile app uses bottom tabs for the main sections. Some tabs only show up if your role and the profile's settings include them. - Track — today's tracking entries. The most-used tab. - Messages (when enabled) — same team chat as the website (DMs and channels). - EVV (if enabled) — Electronic Visit Verification. Start and stop visits, see hours worked. A small badge on the icon shows when you have an active visit. - IR (if enabled) — Incident Reports. - Analyze — dashboard, charts, audit log, general notes. With the interface set to Australian English, this tab is labeled Analyse (same section). - Profile — the current profile's details, supporting documents, billing summary (for EVV). Switching between profiles Tap the profile avatar at the top of the screen. A list opens with all profiles you have access to. Tap the one you want. The app blocks navigation while it switches profiles, so wait for the new profile to fully load before tapping into a tab. Account settings on mobile Open Account from your avatar / menu at the top of the screen. From there you can: - Edit your name and email. - Change your password. - Manage MFA settings. - Set notification preferences. - View your hours worked (for EVV staff). - Log out. Push notifications When BEHCA sends you a push notification (for example, "An incident report needs your review"), tapping it opens the app directly to the relevant screen. Same with email links — tapping a link in a BEHCA email opens the app if you have it installed. What's only on the web? A handful of features are website-only today: - Billing and subscription management. - Inviting team members and managing groups. - Setting up medications (MAR) — you can administer doses on mobile, but adding and configuring medications is done on the website under Profile → MAR. - Some advanced report exports (PDF downloads, CSV exports). - Required Document uploads (managers only). If you're trying to do one of these on mobile and can't find it, switch to the website. What's similar on both? - Daily tracking — equally easy on web and mobile. - Medication administration (MAR) — recording doses. - Incident reports. - Switching profiles. - Notifications. - Required Document signing (any user with access). Offline If you lose connection while saving, BEHCA may show a save locally warning. The entry is kept on your device and can be sent to the server when you're back online. Confirm the row appears on the correct date after sync — see Daily tracking overview. Common questions - I see different tabs to my colleague. — Tabs depend on the profile and your permissions. EVV and IR tabs only show when those features are enabled for the profile and your role. - Where do I change my password? — Account menu (web: top-right; mobile: from avatar / menu) → Change Password. - Can I set up a new medication on my phone? — No. Set medications up on the website under Profile → MAR. You can still record doses on mobile once they're set up. Related articles - Logging in - Setting up your first profile - Your next steps

11. Getting started as a self-reporter

This article is for you if you are the person being tracked in BEHCA — you're logging your own day-to-day data. We call this self-reporting. You're usually here because a family member, a clinician, or a support coordinator set up your profile. They created your login; you do the day-to-day tracking. How self-reporting is different Self-reporters use BEHCA a little differently from staff or guests: - You see only your own profile. No team list, no other people's data. - You don't manage the profile. Name, location, tracking setup, and who else can see your data are controlled by the person who set up your account — you don't edit those yourself. - You don't sign Required Documents (Client Plan of Care). Those documents are for the people who care for you to sign. - The app is centered on logging your own day — not on managing a care team. Step 1 — Get your login from your manager Self-reporters don't use the email Get Started invitation that staff and guests receive. Instead, whoever set up your profile enables Self-Reporting and creates a username and password for you. They share those credentials with you directly (in person, by phone, or through your organization's secure channel). Sign in at app.behca.com/login (US) or au.behca.com/login (Australia) using that username and password — not your email address unless your manager told you to use it as the username. If you were invited as Staff or a Guest instead (you received a BEHCA invitation email), follow I was invited — how to accept — that's a different path from self-reporting. Step 2 — Make your first daily entry After you sign in, you'll land on your tracking screen. Self-reporters don't use a separate Track menu the way staff do, and you don't pick between Behavior / Environment / Health tabs the same way. Log what your screen shows for the day, then save. On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Use the tracking fields on your home screen for today. 3. Save each entry as you go. On mobile 1. Open the BEHCA app. 2. Log today's entries from your tracking screen. 3. Save each entry. Most of what you log appears in Recorded Today when staff open your profile on Track — and those same entries also appear in the Audit Log. Emotions and tolerance are different: they do not show in Recorded Today for staff; they only appear in the Audit Log. You can delete entries you logged yourself, but you cannot edit them. What other people in your circle of care can see Whoever set up your account can see what you log. Depending on the profile setup, that might be: - A family member who set up the account. - A clinician (psychiatrist, therapist, doctor) who was invited as a guest. - A school or program coordinator. If you're not sure who has access to your data, ask the person who gave you your login. They can show you the team and guest list for your profile. When to ask for help Some things you can't change on your own — you'll need to ask the person who set up your account: - Adding new things to track (for example a new behavior or symptom label). - Adding or removing people who can see your data. - Updating your profile details (name, photo, location). - Closing the account if you no longer want to use BEHCA. For everyday questions about the app itself, our help articles or the chat support button on the website are the fastest way to get answers. Common questions - Can other people see what I log? — Yes. The people with access to your profile can see your daily entries. That's the point — your circle of care can support you better when they know what's happening. - Can I have private entries? — Currently, no. If you'd like to keep something to yourself, don't log it in BEHCA. - Do I have to use the mobile app? — No. The website works just as well. Many self-reporters prefer the app because it's faster on a phone. - What if I forget to log something for a day? — You can backdate entries when the app lets you change the date and time to when it actually happened. Related articles - I was invited — how to accept - Quick tour of the apps - Your next steps

12. Your next steps

If you've worked through the Getting Started articles, you've got an account, a profile, and (if relevant) a team. Here's what to do in your first few days using BEHCA. 1. Log your first daily entry The single most useful habit in BEHCA is logging daily — even briefly. A few minutes a day builds the patterns the dashboard reveals later. - Web: open Track and add a behavior, environment, or health entry. See Daily tracking overview. - Mobile: tap the Track tab and pick what to log. Look in the Daily Tracking category — start with Daily tracking overview. 2. Add a medication (if relevant) If you're tracking medications, set them up on the website under Profile → MAR (Medication Administration Record). Once a medication is in BEHCA, you can record each dose with one tap on web or mobile. - Set up scheduled doses so the app reminds whoever is administering. - Mark missed doses with a reason. See What MAR is and the rest of the Medications category. 3. Open the dashboard After even a few days of entries, open Analyze → Dashboard on the website (or Analyze in the mobile app): - Timeline, Rhythm Map, and Breakdown for when things happened, how often, and how long - Audit Log for the full chronological list See Dashboard overview and the Reports category. 4. Try an Incident Report Incident Reports (IRs) are heavier than daily entries — they include witnesses, injuries, photos, videos, and a review workflow. They're worth setting up early so they're ready when you need them. - Configure the incident types that match your setting. - Walk through creating a test IR with a teammate to see the review flow. See What an incident report is and the Incident Reports category. 5. (Providers and Schools) Set up Groups If you have a team larger than a handful of people, Groups make assigning staff to profiles much easier than picking profile-by-profile. - Create groups by shift, location, team, or care type. - Assign profiles to groups. - Assign staff to groups. See Working with Groups in Managing Your Team. 6. Invite the rest of your team You don't need to invite everyone on day one. Start with the people who'll be tracking the most. Add others as you go. See Inviting your team and Inviting a guest. 7. Customize your notifications BEHCA can send notifications for incident reports, MAR reviews, and other team activity. Make sure your preferences match what you actually want to know about — too many notifications is the fastest way to start ignoring them. - Web: Account menu → Preferences. - Mobile: open the Account screen → notification settings. See Notification preferences in Your Account. When you get stuck - Search the help center — you're already here. - Live chat with our support team using the chat bubble at the bottom-right of the website. - Ask the person who invited you — they probably know the workflow you're trying to figure out. Welcome aboard Thanks for using BEHCA. The platform gets more valuable the more consistently you use it — daily logging is the small habit that powers everything else. We're glad you're here. Related articles - Quick tour of the apps - Understanding roles - Daily tracking overview - What MAR is - What an incident report is - Dashboard overview