All clients (Cases) stay in your database, whether they were served last week or haven’t returned in years. There isn’t an “archive” or “deactivate” button, and no action is required when a client leaves your program. That’s by design, because it keeps a full history of everyone your organization has served.
If you’d like to tell your active and inactive clients apart, here are a few easy options.
Option 1: Filter reports by assistance date range
When you run a report, set the assistance date range to the time period you care about (for example, the last 12 months). Clients who haven’t received assistance during that window are left out automatically, so your report only shows recently active clients.
Option 2: Add a “Client Status” field
For more control, a Network Administrator can add a custom field (we call these Demographics) that your staff update when a client leaves your program. For example, a field called “CLIENT STATUS” with the options “INACTIVE” and “CLOSED.”
Screenshot: https://simon.d.pr/i/fV4vhQ
To add the field:
Click the [Admin] tab in the top right corner.
Click the [Demographics] sub tab.
Click the [Add Demographic +] button, name the field “CLIENT STATUS,” add your options, and save.
From then on, staff can mark a client as Inactive or Closed right from their Case.
To report on only your active clients, set up your report as usual, click “Filter by Demographic Profile Match,” and select “CLIENT STATUS: None.” This leaves out anyone marked Inactive or Closed.
Screenshot: https://simon.d.pr/i/4dusDh
Learn more about Demographics: https://help.simonsolutions.com/en/articles/2809339-demographics-custom-case-fields
Option 3: Add a colored banner (by request)
If you’d like inactive clients to stand out, our team can add a colored banner at the top of any Case marked Inactive or Closed, so staff notice it the moment they open the Case. If the status changes back later, the banner simply goes away. To request this, just contact our support team.