Home Managing Your Team

Managing Your Team

staff, guests, managers, groups, archiving
Matthew LeDoux
By Matthew LeDoux
• 7 articles

1. Team overview — Staff, Guests, and Managers

BEHCA's team page (Manage Team) has three tabs that mirror how you actually work with people: - Staff Members — people on your team. They get group-based access to many profiles. - Guests — people outside your team who need access to specific profiles only. - Archives — people who used to be active but no longer are. Their data is preserved. Manage Team is web-only today. The mobile app doesn't yet support inviting or editing team members. When to use Staff vs. Guests | Use Staff when… | Use Guests when… | | --------------------------------------------------------- | ---------------------------------------------------------- | | The person is part of your organization | The person is outside your organization | | They'll work with multiple profiles, often across groups | They only need access to specific profiles | | You want to grant access by group, not profile-by-profile | You want fine-grained access on a profile-by-profile basis | | Common: support workers, nurses, supervisors | Common: parents, doctors, school teachers | If you're not sure, ask: "Will this person move between profiles as part of their job?" If yes, Staff. If they need just one or two profiles, Guest. Roles inside Staff When you invite someone as Staff, you choose their role: - Billing — full access plus subscription/payment. There's usually only one Billing user per organization. - Manager — full access except billing. Can invite team members and manage profiles. - Staff — track data, log incidents, administer medications (depending on permissions). Can't manage other team members. See Adding a Manager for when to upgrade someone from Staff to Manager. What managing the team looks like From the Manage Team page on the website, you can: - See everyone on your team at a glance — name, role, groups, status. - Filter by status (Active, Pending, Expired). - Click a person to edit their role, groups, permissions, or archive them. - Resend invitations that have expired. - See history of who used to be on the team in the Archives tab. Family Plan note Family Plans only have Guests — there's no Staff or Manager role. The whole team management story on Family Plans is "who else can see this profile?"

Last updated on Apr 28, 2026

2. Working with Groups

Groups are how Provider and School plans manage access at scale. Instead of telling BEHCA "This Staff member can see profiles A, B, C, D, E, F…" one at a time, you say "This Staff member is in the Day Shift group" — and they automatically see every profile in that group. Groups are a Provider/School Plan feature. Family Plans don't use Groups. Why Groups Without Groups, every time you add a new profile, you'd have to remember to share it with every relevant Staff member individually. With Groups: - Add a profile → assign it to its group → every Staff member in that group has access. - Hire a new Staff member → assign them to a group → they immediately have access to all the right profiles. - Reorganize the team → change group memberships → access updates everywhere automatically. Groups also keep your profile list tidy in the dashboard, since you can filter by group. How to design your Groups There's no single right way. Common patterns: - By shift — Day Shift, Evening Shift, Night Shift. - By location — Cottage 1, Cottage 2, North Site, South Site. - By care team — Nurses, Behavior Therapists, Direct Support. - By program — Day Program, Residential, Community. - By care intensity — High Support, Moderate Support, Low Support. Most organizations end up with 3–10 groups. You can use multiple at once — for example, a profile can be in both "Cottage 4" and "High Support". Creating a Group 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Manage Team → Groups (or the equivalent groups page). 3. Click New Group. 4. Name the group and (optionally) add a description. 5. Click Save. Adding profiles to a Group 1. Open the Group. 2. Click Add Profiles. 3. Tick each profile you want in this group. 4. Click Save. Profiles can be in multiple groups simultaneously. Removing a profile from a group doesn't delete it; it just stops the group's Staff from seeing it. Adding Staff to a Group 1. Open the Group. 2. Click Add Staff. 3. Tick the Staff members you want in this group. 4. Click Save. A Staff member can be in multiple groups too. Their access is the union — if Mariah is in Day Shift and Cottage 4, she can see every profile in either group. Default Group When you start a Premium/Provider Plan, BEHCA creates a Default Group automatically and adds your first profile and your first Staff to it. You can rename it, delete it, or split it up — it's just a starting point. Removing a Staff member or profile from a Group Open the group and click the × next to their name. Removing them: - Stops them from seeing profiles via that group. - Doesn't delete them. - Takes effect the next time their app refreshes. If a Staff member loses access to all groups they were in, they won't see any profiles. Common questions - Can a Manager be in a Group? — Managers always see every profile in the organization, regardless of groups. Groups don't restrict Managers. - Are Groups visible to my Staff? — Staff see the group names in their profile-switcher when they have lots of profiles. Guests never see groups. - Can I rename a Group? — Yes, from the Group's edit page. The change is reflected everywhere. - What's the maximum number of Groups? — There's no hard limit. We've seen organizations with 30+ groups happily.

Last updated on Apr 28, 2026

4. Resending or extending invitations

BEHCA invitations expire 7 days after they're sent. If your teammate didn't make it in time, or they say they never received the email, here's how to fix it. Where to look 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Manage Team → Staff Members (or Guests). 3. Find the person in the list. The Status column tells you what's going on: - Pending — invite sent, not yet accepted. - Active — they've accepted. No invitation needed. - Expired — the 7-day window has passed. Resending an invitation 1. Click the Resend button (or click their name and look for Resend Invite). 2. A fresh email is sent immediately to the same address, with a new 7-day clock. 3. Confirm with the recipient that they got it (it sometimes takes a minute, and may land in spam). The previous invitation link is invalidated when you resend, so your teammate must use the new email. "I never got the invite" A few things to try, in order: 1. Check spam / junk / promotions. Invitation emails come from [email protected]. Add it to safe senders to be safe. 2. Confirm the email address is correct. Click the teammate's name on the team page and look at the email field. A typo is the #1 cause. 3. Resend it (above). Sometimes the first email gets dropped and the second arrives without issue. 4. Try a different email address. Some corporate firewalls strip BEHCA emails. A personal email often works. I sent it to the wrong email Click their name in the team list: - If the Status is still Pending or Expired, you can update the email address on their record. The next resend goes to the new address. - If the Status is Active, they've already accepted under the old email. They can update their email themselves from Account Settings, or you can ask support to migrate them. They had an existing BEHCA account If the email matches someone who already has BEHCA, the invitation flow is different: - They get an instant "You've been added to [Your Org]" email instead of an invite link. - They can sign in with their existing password. - There's no 7-day expiration to worry about — they're already in. If they say they didn't get this either, just resending will trigger the email again. Common questions - Can I extend an invitation past 7 days instead of resending? — Not directly. Resending creates a fresh 7-day window and is functionally the same. - How many times can I resend? — As many as you want. There's no limit. - Will resending charge me extra? — No. Invitations don't affect billing. - Does resending notify me when they finally accept? — No, but their status will move from Pending to Active on the team page.

Last updated on Apr 28, 2026

3. Editing a team member's role and permissions

You can change a team member's role, groups, and permissions any time. Changes take effect immediately — there's no notification email, so you may want to message the person separately if it's significant. Where to edit 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Manage Team. 3. Pick the Staff Members or Guests tab. 4. Click the person's name. 5. Edit and click Save. What you can change Role - Billing → Manager → Staff (for Staff members). - Guest (no role change available, since guests are a separate tab). Only an existing Billing user can elevate someone to Billing. Managers can't elevate someone to Billing — only sideways or down. Title The person's job title. Shown to teammates and (optionally) on Required Document signatures. Groups (Staff only) Add or remove Group memberships. See Working with Groups. Profile access (Guests only) Add or remove specific profiles the Guest can access. Per-feature permissions For each person, you can switch each of these on or off: - Track Data — log daily entries (behavior, environment, health, notes). - Edit Profile — change profile details, photo, location. - Track MAR — administer medications. - Track IRs — create incident reports. - Review MAR / IRs — approve and sign off on submitted reports. A Manager has all of these on by default; a new Staff has Track Data on by default; a Guest has none on by default. You can fine-tune from there. Example scenarios - New nurse just joined — Add as Staff, role Staff, group Nurses, switch on Track MAR and Review MAR. - A volunteer should view but not edit — Add as Guest, share the profiles they need, leave all permissions off. - Promoting Sara to Manager — Change role from Staff to Manager, save. Her group memberships still apply but won't restrict her any more. - Demoting Mark from Manager to Staff — Change role to Staff, then assign him to the right groups (otherwise he'll lose access to profiles he had as a Manager). What changes immediately vs. on next sign-in - Role and permissions — change immediately, even mid-session. - Group memberships — change immediately on the web, on next refresh in the mobile app. If a Staff member loses access to a profile they were viewing, they'll see an "access denied" message and need to switch to one they still have access to. Common questions - The Save button is disabled when I try to change someone's role. — Make sure you have permission to change roles. Only Billing and Managers can. - I changed someone's permissions but they still see the old menu. — Ask them to refresh the page (web) or pull-to-refresh and switch profiles (mobile). - Can I bulk-edit multiple Staff at once? — Not currently. You'll need to edit each person individually. - Will they get an email about the change? — No. Permission changes are silent. Send them a message yourself if it's a significant change.

Last updated on Apr 28, 2026

5. Archiving and restoring team members

When someone leaves your team — a Staff member moves on, a Guest no longer needs access — you should archive them rather than deleting. Archiving is reversible, and it keeps everything they ever logged intact for your records. What archiving does - They lose access to BEHCA on your organization immediately. Next time they try to sign in or open the app, they won't see any of your profiles. - Everything they logged (daily entries, MAR doses, incident reports, comments) stays in your data. Their name still appears on those entries. - They move from the Staff Members or Guests tab to the Archives tab. - They can be restored at any time, which re-grants access. Archiving someone 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Manage Team → Staff Members (or Guests). 3. Click the person's name. 4. Click Archive (sometimes labeled Deactivate). 5. Confirm. That's it. They're gone from your active team. If their BEHCA login is shared with other organizations (for example, they have their own Family Plan), those are unaffected. They keep their login. Restoring someone Sometimes archived people come back. To restore: 1. Open Manage Team → Archives. 2. Find the person. 3. Click Restore. 4. Set their role and groups (or specific profile access for Guests) — these aren't always remembered from before. They regain access immediately. They don't need to accept a new invite. Permanently deleting someone If someone insists their account be deleted entirely (under privacy laws like GDPR), this isn't a self-serve action. Contact support with the request, and an admin can permanently delete the account. Important: deletion permanently removes the person's BEHCA login, including their access to other organizations. Use archive unless you really mean delete. When to archive vs. just remove from a Group If someone is moving teams within your organization (e.g. from Day Shift to Night Shift), don't archive — just change their Group membership. Archive is for people leaving the organization entirely. Common questions - Will archiving remove their entries from reports? — No. Past entries stay in audit logs and reports under their name. - Can I see what an archived person logged? — Yes. Audit logs and dashboards still show their activity. - Will they be billed once they're archived? — Archived users don't count against your seat usage on most plans. Check with your Billing user if you're near a plan limit. - What if I archive a Manager? — They lose Manager access immediately. You may want to assign someone else to Manager first if they were the primary admin. See Adding a Manager. - Can the archived person still log into other organizations? — Yes. Archive only affects access to your organization.

Last updated on Apr 28, 2026

6. Adding a Manager

A Manager can do almost everything in BEHCA: invite team members, create and edit profiles, manage Groups, view all reports, and run incident workflows. The one thing they can't do is change billing — that stays with the Billing user. You should add a Manager as soon as your team grows beyond just you. Why a Manager (not just Staff) Without at least one Manager besides yourself: - You're the only person who can invite new team members. - You're the only person who can create new profiles. - If you go on holiday or get sick, no one else can run the admin side of the platform. - All notifications about team activity, IR review, and admin events come to you alone. Adding a Manager spreads the load and gives you a backup. Adding a brand-new Manager If the person isn't in BEHCA yet: 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Manage Team → Staff Members → Add New Team Member. 3. Fill in their name, email, and role: Manager. 4. Set a Title (e.g. Operations Lead, Care Coordinator). 5. Optionally assign them to Groups (Managers see all profiles regardless, but groups can be useful for filtering their dashboard). 6. Click Send Invite. They'll receive an invitation email. See I was invited — how to accept for what they'll see. Promoting an existing Staff member to Manager If they're already on your team: 1. Open Manage Team → Staff Members. 2. Click their name. 3. Change Role from Staff to Manager. 4. Click Save. Their permissions expand immediately — no new invite needed. The change is silent, so let them know directly. Manager vs. Billing — what's the difference? | Capability | Manager | Billing | | ---------------------------------------- | ------- | ------- | | Invite/edit team | ✅ | ✅ | | Create/edit profiles | ✅ | ✅ | | Manage Groups | ✅ | ✅ | | View all reports, dashboards, audit logs | ✅ | ✅ | | See and pay invoices | ❌ | ✅ | | Change subscription plan | ❌ | ✅ | | Update payment method | ❌ | ✅ | If you want a co-owner who can also handle the financial side, see Transferring billing ownership instead. Removing Manager access Demote them back to Staff: 1. Open their team page. 2. Change role from Manager to Staff. 3. Save. Make sure they're assigned to the right groups before saving — Staff are restricted by groups, while Managers were not. Without groups, your demoted Manager won't see any profiles. Common questions - How many Managers can I have? — No hard limit. Most organizations have 1–4 Managers. - Can a Manager invite another Manager? — Yes. - Can a Manager remove the Billing user? — No. Only the current Billing user can transfer that role. - What if my only Manager leaves? — Promote a Staff member to Manager before archiving the leaver, so you always have at least two admins.

Last updated on Apr 28, 2026

7. Transferring billing ownership

Every BEHCA organization has exactly one Billing user — the person responsible for the subscription and payment method. You can transfer that role to someone else, but only the current Billing user can initiate it. When to transfer billing - The original account owner is leaving the organization. - The Operations or Finance team has hired a dedicated Billing/Accounts owner who should take over. - You're consolidating multiple BEHCA accounts and want them all owned by one person. What transfer does - The new person gains access to the Billing page (subscription, payment method, invoices). - The old person becomes a Manager by default (you can demote further afterwards). - Future invoices are sent to the new Billing user's email. - The current payment method is kept until someone updates it. The new Billing user should update the payment method to one they control. How to transfer The exact path depends on the version of the team page you're seeing, but the steps are: 1. Sign in at app.behca.com (US) or au.behca.com (Australia) as the current Billing user. 2. Open Manage Team → Staff Members. 3. Find the person who should take over (they must already be a team member; if they're not yet on your team, invite them as a Manager first). 4. Click their name. 5. Change their Role to Billing. 6. Click Save. You may be asked to confirm. Your role is automatically changed to Manager at the same time. Important: confirm with the new Billing user before you transfer. Once they're Billing, only they (or support) can hand it back. Updating the payment method after transfer The new Billing user should: 1. Open Billing from the main menu. 2. Click Update Payment Method. 3. Enter a new card or bank account. 4. Save. Until they do this, the previous person's card remains on file and will continue to be charged. What if the original Billing user has already left? If the original Billing user is no longer reachable and you can't get them to do the transfer: - Contact BEHCA support with proof of authority (organization registration, written request from a senior team member, etc.). - An admin can transfer billing ownership on your behalf. - This is a manual process and may take a few business days. To avoid this situation: always have at least one Manager so you have an admin who can keep things running, and consider transferring billing as soon as a Billing user is planning to leave. Common questions - Can two people share the Billing role? — No. There's exactly one Billing user. Add a second Manager if you want a co-administrator without sharing the financial side. - Will the new Billing user be charged immediately? — No. Charges continue on the existing card until the payment method is updated. - Does this transfer downgrade my plan? — No. The plan, invoices, profiles, and team are unchanged. Only the role assignments change. - Will my profiles or data be affected? — No. Data, profiles, and team membership stay exactly as they were.

Last updated on Apr 28, 2026