Creating a case

You create a case from the case board, and it starts in whichever workflow you have open — so pick that workflow first. From there it's two quick steps: pick the person (or add them if they're new), then confirm the case.

1. Start a new case

On the case board, select the ＋ button at the top of the case list. The Add New Case window opens.

2. Find the person

Type a name in the search box. As you type, matching people appear as cards showing their name, type, institution, phone, and email.

• Already in the system? Select their card.
• New to you? Select Create New Student at the bottom, fill in their details, then select Save changes.
• What if they don't want to give their name? Select Create New Student, then tick Declined a name. The name boxes go away, and the portal gives them a label like Participant #0417 instead. If they tell you their name later, open their record, untick the box, and type it in.

One person, one record

Everyone lives in a single shared directory, so the same person can have more than one case without being entered twice. When you add someone new, the portal checks for possible duplicates first — if it finds a likely match, it shows a Possible Duplicates Found window where you can choose Use This Person or Create New Person Anyway. Pick Use This Person unless it's truly a different individual.

3. Confirm the case

Once you've picked a person (or saved a new one), you'll see a summary of their details, with a Referral source box underneath.

1. Open Referral source and pick who sent them to you — for example a school, a court program, a parent, or themselves. If you don't know, pick Unknown / not provided. You can change it any time.
2. Add a note if you'd like.
3. Select Add Case.

Your workspace may differ

Your workspace admin sets up the choices in Referral source, so your list may look different from the examples here. Admins can add sources in Intake settings.

That's it — the new case appears on the board at the workflow's first step, ready for you to work it and move it forward.

Editing later

Editing a case's details doesn't rename the person's underlying record — it only changes what shows on this case.