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Intake settings
Intake settings is where you decide what your team can choose from in the Referral source box when they open an intake case — in other words, how you record where each participant came from.
Find it in Workspace Settings → Intake Settings.
You'll need admin access
Only workspace owners and admins can open this page. Everyone else simply picks from the list you set up here.
The standard sources
Every workspace starts with a list of common referral sources, and you can't remove or rename them:
School · Law enforcement · Court / justice system · Child welfare agency · Parent or guardian · Self · Friend or family (word of mouth) · Healthcare provider · Social services agency · Community or faith-based organization · Online, social media, or advertising · Other · Unknown / not provided
Most teams never need more than these. Anything you add appears alongside them, not instead of them.
Add your own
Add a source when your community has a name for it that the standard list doesn't cover — a local diversion program, a specific agency, a partner your staff would recognize by name.
- Select Add referral source. A new row appears.
- Type the name — this is what your team sees in the case form and what appears as a row in the Group Participation report.
- The Stored as value fills in from the name (for example, SAO / DJJ becomes
sao-djj). You can shorten or change it now if you'd like. - Select Save Settings.
The stored value is set once
After you save, the stored value is fixed — the row shows it as plain text instead of a box you can edit. Every case recorded under this source keeps that exact value, so changing it would leave those cases pointing at a source that no longer exists.
The name is a different matter: rename it whenever you like. Cases store the value, not the name, so a rename simply changes what everyone sees.
A few rules the page will hold you to:
- Every source needs a name and a stored value.
- Names have to be different from each other, and so do stored values.
- A stored value can use lowercase letters, numbers, and hyphens only, and it can't be one the standard list already uses.
- A name can't contain a comma, a semicolon, or a vertical bar.
Remove a source
Select the trash icon on a row, then Save Settings.
Removing a source only changes what your team can pick from now on. It does not touch cases that were already recorded under it — nothing is rewritten and nothing is lost. What changes is how those cases are shown:
- In the Group Participation report, their visits count under Unknown / not provided.
- On the case page, the Referral source row shows the stored value (
sao-djj) rather than a name, because there is no longer a name to show.
If that isn't what you wanted, add the source back with the same stored value and the old cases display normally again.
How it's used
Referral source is recorded per intake case, not per person. That's deliberate: if someone comes back a year later through a different route, that's a second referral, and both are worth knowing about. The first case keeps the source it was opened with.
Staff set it in the Add Case form when they register someone, or later from Edit case — a paper card that turns up a week after the fact is exactly the case this was built for. If the card doesn't say, Unknown / not provided is a real answer; leaving the box empty is fine too, and the two are counted the same way in the report.
The Group Participation report has a Referral source table and a filter, so you can see which partners are actually sending people to you, and over what period.
Small numbers may be hidden
When you export a report, counts below the small-cell threshold are replaced with * to protect participant privacy. With a long list of referral sources and a small program, expect to see several of those — that's the protection working, not a broken report.