Potential vs. active clients

Every client in Caseglen has a status. It tells the whole office where the family stands.

#The three statuses

Each status has its own shape, so you can tell them apart even without color:

• Potential – a hollow ring (amber). The family reached out and you are still finding a match.
• Active – a filled dot (green). The client is onboarded and receiving services.
• Inactive – a dashed ring (gray). The case is closed or on hold. The history is kept.

You'll see the shape next to the client's name on tasks and the calendar, on the corner of their picture in lists, in search results and in the status button on the profile.

#Where to find each group

1. Click Clients in the sidebar.
2. Use the tabs at the top: Potential, Active and Inactive. Each tab shows a count.

The Potential tab lists the families waiting longest first. The columns are:

• Needs – services and language.
• Waiting – days since they reached out. It turns amber at 3 days and red at 7.
• Stage – New (nobody on the care team yet), Matching (someone, but no therapist yet) or Ready (a therapist is on the team).
• Parent / guardian – with a phone button.

The Active and Inactive tabs are sorted by name, with Parent / guardian, Care team and Open tasks.

#How a client moves between statuses

All status changes are in the status button next to the client's name on their profile.

1. A new family calls. Add them as Potential. See Add a client.
2. You find a match and set things up. Click Mark as onboarded. They become Active. See Mark a potential client as onboarded.
3. Services end. Choose Make inactive. You can Reactivate them later. See Make a client inactive or reactivate.

Each change is written to the client's Log automatically, with who did it and when.

#Why the difference matters

• Therapist, peer and case manager lists count only active clients.
• Potential families are easy to lose. Their own tab, sorted by waiting time, keeps them in front of you.

#Do therapists have a status?

Therapists, peers and case managers are either Active or Inactive. Only clients can be Potential.