Viewing cases
To access your cases, click on Cases in the sidebar. This will take you to a list of all the cases that are assigned to you.
Filtering cases
If you’re assigned to more than one case, you can filter the list by clicking on the Search box and entering keywords related to the case you’re looking for, or you can use property filters like Case Worker, Region, and more to narrow down the results.
Different roles have different filters available, for example, case workers can filter by Mentor, while mentors can filter by Case Worker.
Case details
Click on the user’s name to view the case details. This will open a new page with all the information related to the case, including the case history and notes added by case workers and mentorship program staff.If a case assigned to one mentor is re-assigned to another mentor, the case history from the previous mentor will not be visible to the new mentor.
Profile
The profile section contains the user’s basic information, such as their name, contact details, and any other relevant information that has been collected during the referral process.
Managing a case
Assignments
Only users with the Admin or Staff roles can assign mentors and case workers to a case.
When a case is assigned, the assignee will have access to the case file where they can view and submit case activities (notes, workshop attendance, time reporting, etc.). When a case worker is assigned to a case, Department role users will also be able to access and review the case file for all cases assigned to case workers.
To assign a mentor or case worker to a case:
Click on the Manage button in the top-right corner.
Click on the Assign Mentor or Assign Case Worker button in the dropdown menu.
Select the mentor or case worker from the dropdown list.
Click the Assign button to save the changes.
Timeline
The timeline view on the Overview tab shows a chronological list of all activities related to the case. Activities are any interaction related to a case including taking notes, reporting workshop attendance, and time reporting.To create a new activity, click on the drop-down arrow next to the New Note button. This will show a list of available activities that can be reported on a case.
Notes
Notes are the most common activity that can be recorded on a case. They allow mentors and case workers to document important information, observations, and updates related to the case.
Workshop Attendance
Mentorship programs often organize workshops or events for their mentees. The Workshop Attendance activity allows mentors to report attendance for these events. Attendance is shared with Department role users.
Time Reporting
Time reporting allows mentors to log the time spent on a case. Use this feature to record time spent driving, interacting with the mentee, or any other relevant activities. Monthly time reports for all cases assigned to case workers are reviewed by Department role users.To record time spent on a case:
Click on the drop-down arrow next to the New Note button.
Select Report Time from the list of available activities.
Enter the number of minutes spent involved in the case.
Click the Report Time button to save the time entry.
Sending a Welcome Email
Administrators and staff users can optionally send a welcome email when a mentee case is referred to the mentorship program.
Click on the Manage button in the top-right corner.
Click Send Welcome Email.
When prompted to confirm, click Send Email.
A timeline event indicates that the email was sent.
