Access Module & Access Portals

Overview

Access is Casebook's suite of external-facing portals that let the people and organizations you work with — clients, providers, and prospective providers — collaborate with your staff online instead of through email, phone calls, or paper forms. Access is primarily made up of three portals:

Client Portal – a secure space where clients complete tasks assigned to them from a Case, Intake Report, or Provider Record.
Provider Portal – a shared workspace where providers and their staff view their record information, complete assigned tasks, and review past applications.
Application Portal – a self-registration portal where external applicants apply to become a provider

Each portal gives external users their own limited window into Casebook: they see only what's been shared or assigned to them, while staff continue to manage cases, intake, providers, and tasks from within the main Casebook platform itself. Also, the Application Portal was designed to facilitate the application process of new providers to your organization. So, staff users on the main Casebook platform can use the Access module to review incoming provider applications and adjudicate them accordingly. Please note: the Application Portal and Access module is most useful to works best for organizations that work in the child welfare space.

Benefits

Using the Access suite helps your organization:

Reduce manual follow-up by letting clients, providers, and applicants complete work on their own schedule.
Collect forms and supporting documents securely, without relying on email attachments or paper.
Give every external user a single, unified place to see what's expected of them.
Track completion of tasks and applications in real time instead of chasing status over email.
Support people connected to multiple cases, intake records, or provider relationships through one consolidated dashboard.
Move provider onboarding online, from initial application through ongoing renewal and task management.

Before You Begin

Before inviting anyone to an Access portal:

The person (or, for applicants, the eventual provider record) must already exist in Casebook — except for Application Portal applicants, who create their own account through self-registration.
Your organization's subscription must include the relevant portal (Client, Provider, or Application). Once enabled, only invited or self-registered external users can access it.
Each invitee needs a valid email address on file. Invitations and task notifications cannot be sent without one, and missing emails will cause errors when adding a task.
Staff should be familiar with Tasks and Workflows, since tasks are the primary way work gets assigned to clients and providers through their portals. See the Tasks and Workflows overview for details.
Staff remain in Casebook throughout — portals give external users a limited, assigned-work view, but all case, intake, and provider management still happens on the staff side.

Client Portal

The Client Portal gives clients a secure place to complete work assigned to them from a Case, Intake, or Provider Record.

Getting a client into the portal: A staff member adds the client to the People section of a Case or Intake, then sends an invite from that person's card. The invite goes to the email address on file, or a new one entered at the time of invitation. The person's status moves from Invite to Pending once sent, and to Active once they accept. Invitations can be resent at any time, and access can be revoked and later reinstated without deleting the client's task history.

What the client experiences: Once signed in, the client lands on a single dashboard listing every task assigned to them — even if those tasks come from multiple cases or intake records. From there they can complete forms, upload requested documents, comment on tasks, view completed checklist items, and update basic profile details like their name and phone number.

Because the task dashboard is the Client Portal experience for most clients, how well staff use tasks directly shapes how useful the portal feels. Assigning clear, well-described tasks — with due dates and, where appropriate, a review step — keeps the client's dashboard focused and gives staff a reliable audit trail of what was requested and completed.

For more information about Client Portal, please review the Client Portal Overview article.

Provider Portal

The Provider Portal is a shared workspace for providers and their staff to manage their ongoing relationship with your organization.

Getting a provider person into the portal: On of your staff members adds the provider person to the Staff section of the Provider record in Track, then sends an invite from that person's card, following the same Invite → Pending → Active → Revoked status flow used by the Client Portal. Invitations expire after 7 days, so plan to follow up or resend as needed. Provider people who were approved through the Application Portal are automatically added as Provider Portal users as well.

What the provider person experiences: Once signed in, provider staff see their organization's information as it appears in Track, a dashboard of assigned tasks, and any previously submitted applications. They can complete forms, upload documents, comment on tasks, view completed checklist items, and update their provider profile. Note that Provider Portal access alone doesn't give someone the ability to take action elsewhere in Casebook — that requires promoting them to a full Casebook user.

As with the Client Portal, tasks are the main event for provider users — renewals, form updates, and other recurring requests all flow through the task dashboard. Keeping task assignments accurate and up to date is what keeps the Provider Portal a productive, low-friction touchpoint rather than a source of confusion.

For more information about Provider Portal, please review the Provider Portal Overview article.

Application Portal & the Access Module

The Application Portal is where external applicants apply to become a provider, and the Access module is where staff review those applications.

Getting an applicant into the portal: Unlike the Client and Provider Portals, applicants aren't invited one at a time by staff — they self-register using your organization's unique registration URL, setting up their own account and password. Staff can also provision an Application Portal account directly through Admin when needed. Because applicants aren't in Casebook beforehand, this is the one portal in the Access suite that doesn't start from an existing person record.

What the applicant experiences: After registering, applicants land on an application page and work through it at their own pace, saving and returning as needed. Their application is labeled Draft until they select Submit, after which it locks and moves into review by your organization.

What staff experience in the Access module: Submitted applications appear in the Workload View, which brings together every application along with its name, status, type, and assignee, so staff can locate and manage work without digging through email. Filters help narrow the view to specific applications. Opening an application surfaces the appropriate actions for its current status — Draft, Submitted, or In Progress applications offer next/back/approve/deny controls, while Approved or Denied applications are final. Approving an application converts it into a Provider record in Track, and the applicant's Application Portal account can then be upgraded to a Provider Portal user for ongoing collaboration — picking up right where the Provider Portal's task-based workflow takes over.

For more information about Provider Portal, please review the Application Portal & Managing Provider Applications article.

Learn More

For step-by-step instructions, see the dedicated articles for each portal:

Client Portal Overview
Provider Portal Overview
Application Portal & Managing Provider Applications
Tasks and Workflows Overview

Access Module & Access Portals - Introduction