Case management for any department
If a report comes in, someone has to look into it, and the record has to survive the year, it belongs here. The departments on the other pages are examples, not the list.
Who uses it
Departments we haven't listed
Athletics, transportation, facilities, technology, records requests, ombuds, academic affairs, residence life, finance: if it opens cases, it fits.
Teams with a process of their own
Your stages, your forms, your terminology. Nothing here assumes a Title IX or conduct process.
One-person offices
The same structure as a large department, without the overhead of building it from scratch.
Leadership
Every team's work in one place, so nothing runs in a spreadsheet nobody else can see.
What case management for any department covers
- Reports and referrals from staff
- Students
- Families or the public
- Intake and screening
- Investigations and reviews of any kind
- Documents and correspondence
- Tasks
- Approvals and deadlines
- Outcomes and follow-up
- The record afterwards
- Kept as long as your policy requires
Built for any department
Everything here is configuration, which is why case management for a department we have never heard of still fits.
Switch on only what applies
Capabilities are enabled per department. A team that will never run behavioral intervention simply never sees it.
However many steps your work takes
Three stages or twelve. Each gets a duration, and any of them can require approval before work continues.
Ask exactly what you need to ask
Compose the form field by field. Allow submissions without a name where that makes sense for your department, and not where it does not.
Your vocabulary, not ours
Define the fields your work actually produces, so the record describes your process rather than a generic one.
Name the roles your process has
Whatever you call the people involved — claimant, applicant, referrer, subject — those become the roles the system uses.
Decide who sees what
Build roles around your structure and scope them per department, so visibility matches responsibility.
Identifiers you already use
Set prefix, sequence and reset so numbering matches whatever convention your office has been keeping by hand.
Case reports on anything your department captured
Because the fields are yours, so are the reports. Build, store and rerun whatever view the work requires.
The same record discipline in every workspace
Whatever a department is tracking, each action carries its author and timestamp, so a workspace stood up for an unusual process is as defensible as the ones that came with the platform.
Bring the other side in without email
Whoever a department needs to hear from responds, uploads and follows progress through a portal scoped to their own matter.
Reporting without a name, in any workspace
Any department can accept unattributed reports and keep a follow-up channel open through an access key. Each office publishes its own form, as the anonymous reporting system page describes.
Questions we get
What if our process doesn't look like the examples?
That's the normal case. Every department builds its own case types, boards, stages, intake forms, party roles, permissions and templates in the setup wizard, so the software follows your process rather than the other way round.
Can we start with one team and add others later?
Yes. Departments are added one at a time, each as its own workspace, and the price doesn't change with how many you run.
What if we only need records, not investigations?
Some teams use it mainly to file: intake, documents and a record that can be found later. The workflow can be as short as a single stage.
Can two departments work the same case?
Cases can be connected across departments while each team keeps its own record and its own access.
What is the smallest way to start?
One department, one form, one workflow. There is no requirement to roll out everywhere at once, and the departments that join later inherit what you have already learned.
Can a department build its own forms without IT?
Yes. Forms and stages are configuration, so the office that owns the process owns the build rather than waiting in a queue.
What happens when two departments need the same case?
They work one case with separate permissions, rather than two cases nobody can reconcile afterwards.
Can we add a department later?
Yes. Pricing is based on your size rather than per module, so adding the twentieth function is a configuration decision rather than a budget negotiation.
Does every department have to use the same stages?
No, and they should not. Attendance does not run the Title IX process. Each team keeps its own stages on a shared spine.
How do we stop departments seeing each other's cases?
Separation is the default. A department sees its own work, access is granted deliberately, and every view is logged.
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