CharityTracker requires a First Name and Last Name when creating a new Case. However, if your organization serves clients who need to remain anonymous or private, you can use a custom naming convention of your choosing as a workaround. This allows your team to maintain confidentiality while still keeping accurate, searchable records within the system.
Who Controls Access to Client Information?
It is important to note that CharityTracker is not a public-facing system. Access is limited to approved agents within your network/database only. Your "network administrator" controls which agencies and users have access, so client records are already restricted to those you choose to share them with.
The Workaround: Custom Naming Conventions
Instead of entering a client's real name, your organization can establish an internal naming convention for anonymous cases. A few common examples include:
Using a generic placeholder name such as First Name: "Anonymous" / Last Name: "Client"
Using an assigned internal reference number such as First Name: "Adult" / Last Name: "7842" or First Name: "SH" / Last Name: "9874"
Using initials paired with a date of birth such as First Name: "JD" / Last Name: 01011986
The key is to choose a convention your team/partners agrees on and applies consistently so records remain organized and searchable.
Note: This naming convention approach works best for organizations using CharityTracker as a solo, single-agency instance. If your organization is part of a shared collaborative network, please be aware that anonymous naming conventions can make it difficult for partner agencies to locate the correct client record, which can affect coordination and care across the network. Before adopting this model in a shared environment, we strongly recommend having an open discussion with all partner agencies in your network so everyone understands and agrees to the convention being used.
Making a Case Completely Private
If your network has the appropriate settings in place, individual Cases can also be made completely private, restricting visibility to only those agents you designate. This is another layer of protection available in CharityTracker for sensitive client situations. To learn more, visit: How Do I Make a Client's Case Private?
Still Have Questions?
If you need help establishing a naming convention that works for your organization or have questions about access controls and permissions, please contact our support team. We are happy to help.