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      Bulk Service Enrollments

      Bulk Enrollments is a helpful tool that lets Intake and Case Workers enroll multiple clients into services in just a few quick steps. Whether you're organizing group therapy, job readiness workshops, outreach events, or any recurring services, this feature helps you skip repetitive data entry and save time.


      Add bulk clients (Provider)

      What You Can Do With Bulk Enrollments

      With Bulk Enrollments, you can:

      • Enroll multiple clients into the same service at once

      • Record recurring or group-based services (like therapy groups, classes, or community events)

      • Manage high-volume service enrollments without opening each client record individually

      If your team works with group programs or client cohorts, this feature is built with your workflow in mind.

      How to Use Bulk Enrollments from a Provider Record (Track)

      Use Track to enroll multiple unrelated clients into the same service(s), e.g., a new cohort of a class or group services. You can select a relevant case or intake report per client, or leave the record blank to create the enrollment in the provider record that you're working in.

      1. Open the Provider Record

      • From The Track Workload View

      • Select the provider you're working with

      2. Add a Client

      • Scroll down to the Clients section

      • Click the ➕ Add button to include a new client

      • If the client doesn't exist yet, you’ll be able to create a new person record

      3. Enter Service Details

      • Choose the service from the dropdown

      • Fill in:

        • Start date and optional planned end date

        • Frequency (e.g., weekly, monthly)

        • Service units and unit cost (if applicable)

        • Status (e.g., Planned, In Progress)

      4. Add Additional Clients

      • You can continue to add more clients to the same service after entering the initial details

      5. Link Client Records

      • Associate the service with the client’s intake or case record if available

      • 🔎 No case or intake? That’s okay—the enrollment will still appear on their person profile

      6. Save and Review

      • Click Save to finalize the enrollments

      • Check the Services section to confirm everything looks correct

      How to Use Bulk Enrollments from a Case or Intake Record .

      Use Engage or Intake to enroll multiple clients who are associated with the same case or intake report, e.g., a service offered to multiple family members.

      1. Open the Service Plan

      • Navigate to the Service Plan tab in the case record

      2. Add a New Enrollment

      • Click the ➕ Add button to begin

      3. Select Service and Provider

      • Choose the appropriate service and provider from the dropdown

      4. Fill in the Enrollment Details

      • Add:

        • Start date and optional end date

        • Frequency

        • Service status

      5. Select the Service Type

      • Pick the correct service type (e.g., Housing, Therapy, Financial Aid)

      6. Add Recipients

      • Clients associated with the case will populate automatically

      • Need to add someone else? Start typing their name and select from the dropdown

      7. Link to Existing Records (if applicable)

      • If the client has an intake or case, link the enrollment to that record for better reporting and tracking

      8. No Case or Intake? No Problem.

      • The system will automatically:

        • Add the client to the current case

        • Display the enrollment under their person profile as well

      9. Save and Confirm

      • Click Save to finish

      • The service will now show in all relevant records

      Frequently Asked Questions

      1. Can I enroll clients who aren’t part of a case or intake yet?

      Yes. If a client doesn’t already have a case or intake record, the system will automatically add enrollments to the record that you're working in. All enrollments will always show in their person profile under Service Plan.

      2. Do I need to fill out every field in the service enrollment form?

      Only a few fields are required:

      • Service name

      • At least one client recipient
        Other fields like frequency, unit cost, and planned end date are helpful for tracking and reporting, so we recommend completing as much as possible.

      3. What happens if I select the wrong client or service by mistake?

      If you haven’t saved the enrollment yet, you can simply remove the client or change the service details. If you've already saved it, you'll need to edit or delete the enrollment from the client's Service Plan.

      4. Will bulk enrollments show up in reports? 

      Yes. All service enrollments are available in Reporting and can be used for tracking services delivered, frequency, and outcomes. Be sure to fill in important fields like dates and frequency to improve your reporting accuracy.

      5. Can I edit a bulk enrollment after it's been created?

      Yes. You can go into the Service Plan section of the person, case, or provider record to update the service details or status as needed.

      🛠️ Need Help?

      If you run into any issues while using Bulk Enrollments or have questions about how it works, we're here to help. Reach out to our support team at support@casebook.net. We'd be happy to assist you!