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Getting Started

signup, login, invite team, first profile, app tour
Matthew LeDoux
By Matthew LeDoux
• 12 articles

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 (US) or au.behca.com (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'll choose a region. That choice controls: - The timezone your data is stored and displayed in. - Whether measurements use imperial (US) or metric (AU) units. - Which weather data is pulled in automatically. You can't switch regions later, so pick the one where the people you support actually live. 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

Last updated on Jul 06, 2026

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: Sign in at au.behca.com for the app, but plan marketing and trials still use your regional BEHCA website—open Pricing from the site footer or main menu (same structure as behca.com/pricing). 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

Last updated on Jul 06, 2026

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 (use your regional BEHCA site if you are directed there for Australia). 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 — Choose how to sign up (on the app) After Start Free Trial, you register on the app signup page. You have three options: - 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 — Pick your region You'll be asked to choose United States or Australia. - This controls timezone, units of measurement, and weather data. - You can't change your region later. Pick the one where the people you support actually live. Step 4 — Walk through the signup wizard After your account is created, BEHCA walks you through setup on the app: 1. New account vs. join existing organization — most new signups choose "new account". Choose "join existing" only if someone in your organization has already signed up and given you a referral link. 2. Choose plan type — Family, Provider, or School (the wizard buckets plans; compare features and prices on behca.com/pricing). 3. Choose plan details — for example Family vs Family +MAR, or Provider size where the wizard still offers Small / Medium / Large for legacy provider signup. 4. Stripe checkout — enter payment details. A card is required to start the free trial; you won't be charged until the trial ends if you cancel in time. 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

Last updated on Jul 06, 2026

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.Related articles 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? — You can archive profiles from Manage Profiles. Speak to your account owner or support if you need a profile permanently deleted. - Creating a new profile - Choosing your plan - Quick tour of the apps - Inviting a guest

Last updated on Jul 08, 2026

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: 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. After setup, every login asks for a fresh code from your authenticator app. 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. 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. Related articles - Creating your account - I was invited — how to accept - Quick tour of the apps

Last updated on Jul 06, 2026

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

Last updated on Jul 06, 2026

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 — full URL shape: https://app.behca.com/staff). 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). - 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 Click Send Invite. BEHCA emails them 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. 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. To resend an invite, click their name to open the edit page (/staff/edit/{id}) and use the Resend invite link in the banner or help text (there isn't a standalone Resend button on each table row). 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. Editing or removing a team member From the Staff Members tab at /staff: - Click anyone's name to edit role, title, groups, permissions, archive, or resend an invite (/staff/edit/{id}). - Or click ARCHIVE directly on their row (confirm when prompted). Archived team members appear under Archived Members (/staff/archives) and can be RESTOREd from there. 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? — Click their name on the Staff Members tab and update their groups. 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

Last updated on Jul 06, 2026

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

Last updated on Jul 06, 2026

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. 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 | 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 on top of roles Roles set the default of what someone can do. On top of that, you can switch individual permissions 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

Last updated on Jul 06, 2026

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, profile switcher (which person you're focused on), then the main sections (Track, Analyze, Incident Reports, Profile, and for some managers Admin Reports). On the right: notifications, and your initials (account settings, hours worked, sign out). If you manage people in your organization, a gear icon opens team and org tools. - Charts / dashboard — the menu label is Analyze in US English and Analyse in Australian English. Open it for Dashboard, Audit Log, and (when available) MAR Reporting. - Main area — the page you're working on (daily entry, forms, tables, etc.). Key pages to know - Track — today's tracking entries: behaviors, environment, health, and notes. The submenu also lists MAR when medication tracking is on for this profile. (Older docs sometimes call this area "Daily"; the URL still uses /daily.) - Analyze (or Analyse in AU English) — opens Dashboard (charts for the profile in the switcher), Audit Log, and MAR Reporting when your plan includes them. - Incident Reports — Incident Reporting 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, Billing users, and Supervisors when applicable) — Opens from the gear icon. Managers and Billing users see Manage Team, Manage Profiles, Manage Groups, MAR Review (when MAR is on your plan), and Organization Settings. Supervisors may only see MAR Review (same menu, fewer items). Organization Settings (/organization/…) uses three tabs on the web: General Settings, Templates & Tools, and usually Billing Details for subscriptions. - Admin Reports (Premium Provider managers) — organization-wide overview, team activity, and consolidated EVV / MAR / incident-report views. Start at Introduction to Admin Reports. - Initials menu (top-right) — Account Settings (password, MFA, notifications), Hours Worked (EVV), Sign Out. Switching between profiles Use the profile switcher at the top of the screen. Pick the person you want to view or track for. The whole screen reloads to show their data. 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. - 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 The Account menu isn't a bottom tab — open it 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 and deep links 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. - 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). - Incident reports. - Switching profiles. - Notifications. - Required Document signing (any user with access). 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 use BEHCA offline? — No for saving daily entries, incident reports, and most other data. You need an internet connection to log. See Daily tracking overview for details. Related articles - Logging in - Setting up your first profile - Your next steps

Last updated on Jul 06, 2026

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 behaviors, health, environment, or daily notes. We call this self-reporting. You're usually here because a family member, a clinician, or a support coordinator invited you. They set up the profile; you do the day-to-day tracking. How self-reporting is different Self-reporters use BEHCA a little differently from staff or guests. The main differences: - You see only your own profile. No team list, no other people's data. - You don't sign Required Documents (Client Plan of Care). Those documents are for the people who care for you to sign — they don't apply to you signing your own plan. - The app is centered on tracking yourself. Most of what you do is logging daily entries about your own day. 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 on your profile and creates a username and password for you in BEHCA. 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 The most important thing to learn is the Track tab — that's where day-to-day logging happens. On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Track from the main menu. 3. Pick the kind of entry you want to log: behavior, environment, health, note, etc. 4. Fill in what happened, with the time and any extra details. 5. Click Save. On mobile 1. Open the BEHCA app. 2. Tap the Track tab at the bottom. 3. Tap the kind of entry you want to log. 4. Fill in the form. 5. Tap Save. You can edit or delete entries you logged yourself. Step 3 — Update your profile if anything changes Your profile is where your name, photo, location, and timezone live. If you move, update your location — BEHCA uses it to set the timezone and pull in local weather. You can find your profile under the Profile tab on mobile, or the Profiles menu on the web. What other people in your circle of care can see Whoever invited you 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 invited you. 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 daily entry types (e.g. tracking a new behavior or symptom). - Adding or removing people who can see your data. - Changing your profile to a different organization. - 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 invited to your profile can see your daily entries. That's the whole 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. Most 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 creating an entry, just 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

Last updated on Jul 06, 2026

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 in MAR (Medication Administration Record). Once a medication is in BEHCA, you can record each dose with one tap. - Set up scheduled doses so the app reminds whoever is administering. - Mark missed doses with a reason. - Pull a clean PDF for clinicians at any time. See What MAR is and the rest of the Medications category. 3. Open the dashboard After even a few days of entries, the Dashboard (web) or Analyze tab (mobile) starts showing patterns: - A timeline of behaviors, with frequency and duration. - Health charts (sleep, food, vitals). - A full audit log of everything that happened. 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

Last updated on Jul 06, 2026