Casearoo Education Incident Reporting and Case Management Software
Built for K-12 districts, higher education and state departments of education.
30 minutes, no slide deck. We build your workflow on the call.
One platform, a separate workspace per department: anonymous reporting, visual case maps, its own workflow and stages, and reporting leadership can actually read.
K-12 districts, colleges, universities, higher-ed systems and state departments of education.
One annual price, scaled to your enrollment. Unlimited departments, users, cases and storage — no per-seat fees.
Everything's in the pouch.
Five parts of one platform and one case, end to end — including anonymous reporting, where a student or employee can file without giving a name and your team can still ask follow-up questions. On the call we run it with your departments, your intake and your workflow.
Every department on one screen.
Active cases, past-deadline work and caseload across the institution — visible before anyone has to ask for a status update.
Every department keeps its own process. Leadership keeps one view.
If an office manages cases, deadlines, and documents, Casearoo can run it. Forms, stages, permissions, and deadlines are configured per department — so Title IX does not inherit HR's workflow, and nobody works out of a shared drive.
Formal & informal resolution
Supportive measures, notices, investigation steps, and determination timelines tracked against the clock.
Student conductReferrals to sanctions
Intake, hearings, findings, and appeals with a complete record for every referral.
HR / EEOWorkplace investigations
Employee complaints handled with separate permissions, separate records, and separate reporting.
ADA / 504Accommodations & appeals
Requests, documentation, decisions, and renewals in one place instead of an inbox.
Behavioral interventionBIT / CARE teams
Referrals, risk review, follow-up tasks, and the trail that shows what the team actually did.
Public safetyIncidents & reports
Incident intake connected to the offices that need to act on it, without duplicate entry.
Bullying / HIBK-12 reporting
State-required timelines, parent communication, and outcomes documented per building.
State DOEMulti-district oversight
Roll-up reporting across districts and campuses, scoped so each site sees only its own cases.
Your officeAnything not on this list
Athletics, residence life, financial aid, transportation, facilities — any department that opens a case gets its own workflow on the same platform.
The onboarding spreadsheet is dead.
Casearoo replaces it with a guided build. Fifteen steps take a department from a name to a working board — stages, intake forms, party roles, staff permissions, task checklists and correspondence templates — in plain language, at your pace.
- 01 / Your pace
Start Tuesday, finish Thursday
Progress saves automatically. Step away mid-build, hand it to a colleague, come back after a hearing — the draft is waiting exactly where you left it.
- 02 / No risk
Nothing goes live until you say so
The whole build is a draft until the final Build step. Experiment with stages, rename a party role, try two boards instead of one. No support ticket, no rollback request.
- 03 / No consultant
The department that owns the work owns the build
Title IX configures Title IX. HR configures HR. The people who know the process do the setup, guided step by step — with our team alongside you, included in your plan.
Most institutions are running sensitive cases out of email.
Districts, colleges, and universities manage reportable, time-sensitive work across disconnected tools. Here is what changes.
Spreadsheets, inboxes, shared drives
Three systems of record, none of them official.
- Cases stall between peopleManual approvals, email threads, and hand-offs no one can see or timestamp.
- Details live in five placesNotes here, documents there, communications in someone's sent folder.
- Reporting is a week of workDeadlines and outcomes reconstructed by hand every time the board asks.
One record, one clock, one report
Structure, visibility, and accountability on every case.
- Centralized case recordsNotes, documents, communications, statuses, and actions in one secure system.
- Deadlines that surface themselvesEvery case carries its clock; what is at risk shows up before it is late.
- Reporting on demandVolume, timelines, outcomes, and trends ready when leadership asks, not after.
Built to secure your data.
Casearoo is cloud-hosted on servers located in the United States and configured to fit the systems and access rules your institution already runs on.
Hosted in the United States
Cloud-hosted on servers located in the U.S., so data residency is answered before procurement asks.
You own your data
Clients always own their data. Return is part of the agreement — not an exit fee, not a negotiation.
Single sign-on
Users log in through your existing identity provider. No separate password for staff to lose or reuse.
SIS integration
Bring over biodemographic details, contact information, and prior cases — you choose what syncs and what stays out.
Role-based permissions
Scope access by department, campus, and role so sensitive files are visible only to the people handling them.
Multi-campus & multi-school
One platform across sites, with workflows and visibility scoped appropriately to each building or campus.
One price, based on your size.
Casearoo is priced on the size of your district, college, or university — not on how many departments, users, cases, or files you need to manage.
Everything Casearoo does, for everyone who needs it.
One complete case management platform for K-12 districts, colleges, universities, and state DOEs. No feature gates, no department-by-department licensing, no surprise renewal.
- Unlimited departments
- Unlimited users
- Unlimited cases
- Unlimited storage
- Full platform setup
- Admin & team training
- Ongoing support & updates
- Data return included
- Per-department licensing
- Per-seat fees
- Storage tiers
- Module upsells
- Exit fees for your own data
Bring your messiest workflow. We will build it on the call.
Thirty minutes, no slide deck. You describe how a case moves through your institution today, and we show you what it looks like in Casearoo.
- 1A walkthrough of your departmentsTitle IX, HR, conduct, ADA — whichever offices you need in the room.
- 2A workflow built from your processYour stages, your forms, your deadlines — not a generic sandbox.
- 3A written quote based on your sizeOne number, all-in, with everything on this page included.
Prefer email? Sales@Casearoo.com
Pick a time for your walkthrough
Choose a day and time that works for you. A calendar invite with a video call link arrives as soon as you book.
See open timesThe answers, before the RFP.
Who can use Casearoo?
K-12 districts, colleges, universities, and higher education systems that need a secure, organized way to manage sensitive cases across teams and departments.
Does Casearoo integrate with our SIS?
Yes. Casearoo is built to integrate with Student Information Systems, and you decide what information comes across. The most common are biodemographic information, contact information, and prior cases.
Does Casearoo support SSO?
Yes. Single sign-on is supported, so users log in through your district's or university's existing identity provider.
Can different departments have different workflows?
Yes — this is central to how Casearoo works. A single platform runs distinct, configurable workflows for Title IX, HR/EEO, public safety, behavioral intervention teams, student conduct, disability services, and more.
Each department gets its own forms, stages, and processes, while your organization keeps everything on one unified system.
We already have a case management system. Why switch?
Having a system is not the same as having one that is easy to use, transparent to price, or built around the way teams actually manage sensitive cases.
Casearoo is for institutions that want clearer workflows, visual case maps, better reporting, and unlimited users, departments, cases, and storage — without hidden modules or extra fees. Setup, training, ongoing support, and data return are included.
Where is our data hosted, and who owns it?
Casearoo is cloud-hosted on servers located in the United States. Clients always own their data, and data return is included in the agreement — there is no exit fee for taking your own records with you.
Can Casearoo support multiple campuses?
Yes. Casearoo is cloud-hosted and configurable, built to support multi-campus universities and multi-school districts on one platform, with workflows and access scoped appropriately across sites.
Who does the setup work, and how long does it take?
You can, and most teams do. The Casearoo Setup Wizard walks each department through its own build in fifteen guided steps — department details, workflow boards, stages, intake forms, involved parties, staff and roles, event types, case reports, and task, email, letter and note templates.
Progress saves automatically, so you can work through it around your actual caseload, and nothing goes live until the final Build step. Our team works alongside you throughout, and setup and training are included in your plan either way.
Can we customize forms and workflows ourselves?
Yes. Casearoo includes a drag-and-drop intake form builder with configurable section layouts, so each office designs the forms and workflows that match its process — no code required. Configuration is a core strength of the platform, not an add-on.
Are there extra modules or hidden fees?
No. Casearoo is an all-in platform. Setup, training, support, visual case maps, workflows, reporting, users, cases, departments, and storage are included.