Within your organization, you likely have an intake form (example above) that clients fill out when they first start working with you. When you move to a digital system like CharityTracker (or Oasis Insight) your intake form transforms from paper into a digital form.
This digital intake form is the [Add Case] screen. It captures the same client information you've always collected, just in an electronic format instead of on paper. Our goal is to empower you to customize the [Add Case] screen to meet your needs.
On the left side of the screen when you are logged in, you'll see a button labeled [ADD NEW CASE] (shown below)
The Add Case window is a digital version of your intake form.
Instead of starting from scratch in a new network, we provide you with a default set of fields and questions.
There are three sections that you start with:
1. Identification
The Identification tab consists of what we call system fields about the client. These are fields like "First Name", "Last Name", and "Social Security Number. By default, only the "First Name" and "Last Name" fields are required. If you'd like to make changes, such as disabling Social Security Number, or requiring Address, reach out to our support team and we'd be happy to help you!
2. Income & Expenses
The Income & Expenses tab provides a way to record the financial health of the clients you are assisting. Your organization may have income eligibility guidelines for certain programs/services that require clients to be above/below certain dollar thresholds. This tab gives you a way to record both the income and expenses of your clients. If this information is unnecessary for your organization, it can be disabled. You can also remove expenses. Just reach out and we'll be happy to help.
3. Demographics
The Demographics tab is populated with a default set of fields (ex. Gender, Ethnicity, Education) but you have the ability to completely customize this section. Demographics are essentially custom fields that can be used to record client information such as Gender, but can also be used to track client attributes like Client Status, Program Level, and Referring Organization.
Follow these simple instructions to add in your own demographics. There's no limit.
To watch a video tutorial that demonstrates adding a client, along with their household members, check our training guide.
If you run into any issues or need a little more guidance, feel free to reach out to our support team.