Want to know what we mean by various terms? Here you will find a glossary of terms used in the Casebook Platform.

Terms (bold) and definitions are displayed in alphabetical order. Each term is followed by an example, if applicable. 

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Is a feature on the Casebook platform that allows non-Casebook users to apply for different service provider roles. 

    • Example: Individuals who are applying to become foster parents or volunteers.  Prospective partner agencies that would like to apply to partner with an organization that has a standardized application process.


Admin is a toolkit within Casebook specifically designed for administrators. It supports user management,  permissions, feature configuration, form building and publication, integration, and security setup. 

Application Portal User

Application Portal Users are users that have been invited to apply to become a service provider at an agency. These users receive access from an Administrator inviting them to Access via Admin.  


In Casebook, assignees are individuals that are responsible for handling specific intakes, cases, or (in select settings) providers. When assignees are added to an intake or case, they are considered responsible for the work done within that record. As a result, these intakes, cases, and providers will be visible on their home dashboard once they log into the system, and they will receive notifications when certain actions are taken on those records.  

Note: Cases support multiple assignees. When a case has multiple assignees, both users will see the case on their dashboard.  




Beta is a term used in product development to mean that the feature or service is brand new and contains basic functionality but perhaps not all the bells and whistles that you would want.   

    • Example: Currently, the Emails feature is a Beta Feature.


Configurable Field(s)

A field in Casebook is a data property that lets a user enter data with a dropdown list.  Administrators can change or update the set of values to fit the needs of the organization. 

Custom Reports

Custom reports are personalized reports created for your organization. You can create them from scratch or clone pre-built reports. They provide tailored insights and data analysis to meet your specific needs. You can build one or more custom reports and save them into a Dashboard in Reporting.


Data Filters

A data filter is a tool that helps you sort through a table of information and only shows the rows that meet certain conditions. It allows you to exclude or filter out rows that don't have any value or information for a specific field. This helps you focus on the data that is important to you and makes it easier to understand and analyze the information you need.

    • Example: Assignee filter in the Cases Summary 


In the Admin toolkit, this section allows you to import historical data into People, Cases, or Providers in Casebook.

Dynamic Field(s)

A dynamic field is a custom property that you can hide, re-name or add to a Person or re-name or add to a Case to enable more customization of data collection for your organization’s needs.   to.

    • Example: A field in case details, County, can be renamed to Neighborhood.  Military status can be hidden from view in the Person Profile.  You can add a new Rad

Dynamic Section(s) 

Dynamic sections are a way to organize fields (“properties”) into groups with custom labels.   You can add new and deleted fields to a Dynamic Section and drag and drop the fields into the layout you desire.

    • Example: Military status can be hidden from view in the Person Profile. You can add a new Radio Button to allow users to track a yes/no question. 


A reporting dashboard is a reporting visualization that displays multiple prebuilt and custom reports in a clear and organized way.

    • Example: the Intake Summary dashboard contains multiple reports about your Intake activity in Casebook, such as the number of intakes created, the number of cases created from intakes, statistics about decision outcomes, report types, etc.


External Applications

External Applications allow organizations to register a third-party application they wish to integrate with Casebook. Registering the application will allow access to certain parts of Casebook so they can work together more easily.   

    • Example: Zapier is an external application that allows administrators to connect Casebook and other systems in order to exchange data.  A customer using Jotform could publish a Jotform on their organization's website, and the submissions will create a new Intake and Person record in Casebook.


Field(s) (see configurable fields

Fields are data entry points and capture data of different structures (dropdown, radio button, free text, etc.) for use across Casebook’s applications. 


Forms are custom data collection tools that administrators can build and publish to digitize select paper forms and make them available to users in different apps like Intake, Engage, and Track.

    • PDF Forms: PDF documents can be uploaded in the Form Builder, and administrators can build form components (form-specific fields) to enable data entry.
    • Web-Based Forms: Forms made directly within the Casebook form builder. 


Global Search

The global search enables users to find and access information of interest quickly.  Users can search for people, intakes, cases, and providers. 


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A problem that occurred regarding a client.  Incident Reports are supported in Intake.

  • Examples: There was a broken step on the stairway at a daycare center, and a child fell over it.  A client had an incident with law enforcement that may require a change of support.


Involvements represent the duration of time that a client participates in a program(s). They can be used to keep track of progress and the duration of the participation.  A client can participate in one or more involvements at a time.


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Granted credentials for a provider to deliver specific services.

    • Example: A daycare in Ohio can take care of small children because they have a license to do so from the state of Ohio.

License Conditions

A set of conditions that are associated with the provider license. They include:

  • Gender (the sex of the children for whom the license is for)
  • Minimum & Maximum age (the lowest and highest age range the provider is licensed for)
  • Other Conditions (any other conditions/considerations that must be met for maintaining a license) 
    • Examples: A daycare can only take children ages two through five because that is whom they are licensed to care for. Or a foster family only takes girls because they only want girls. 


Multi-Factor Authentication

Multi-Factor Authentication, or MFA, is a security method that requires users to provide multiple forms of verification, such as a password and a unique code sent to their mobile deceive in order to access their Casebook account. 


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Parent Organization

A type of provider that is an umbrella organization. It manages one or more providers underneath it.

    • Example: A non-profit organization that manages five different daycare centers

Pre-built Reports

Curated Casebook reports that have been pre-made for Casebook users. 

    • Example: Providers Summary can help you track your providers, their license status, and more. 


Record of an organization providing services, grants, referrals, etc.  A Provider can be an individual or an organization.

    • Examples: Daycare, Nursing Home, Foster Family, Volunteer.

Portal User

Portal Users have accounts granting them limited access to Casebook to complete tasks and forms.  

    • Application Portal User: An Application Portal User can gain access to a limited form of Casebook by receiving an invite to fill out an application through the Access Application for approval.
        • Example: A married couple applying to be foster parents, a group of people applying to run their own daycare center to a licensing agency.
    • Provider Portal User: A Provider Portal User is invited to the limited form of Casebook by a Casebook user and can complete forms and tasks that are manually created and assigned to them by a Casebook user through the Access Application. 

Note: in order to complete tasks, portal users must have a provider profile in Track. 


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Relationships allow clients to be connected to their support systems.

  • Example: Martha H is the grandmother of Cherry H.  By adding a relationship between these two person profiles, a user will see Cherry listed on Martha’s profile and any case, and the same will happen for Martha and Cherry.


Roles allow various types of users in the Casebook application to have different permissions based on their job functions.  


When a new service is created that enables rostering, all clients who are actively enrolled in that service will be automatically added to a Service Note.



Services are the discrete units of support or assistance that an organization provides to individuals or families. Services must be listed in the Track application and attached to each Provider that offers the service.  Each client should be enrolled in the specific service offered by the Provider that they are receiving, whether you or a partner provide this activity. 

    • Example: The services that a daycare would provide might include childcare services.


Tasks in Casebook are a helpful feature that organizations can use to improve their workflow management. Users can assign and track units of work both within the organization and with external parties, making it easier to manage various tasks efficiently. 

Terms of Service

Rules and guidelines define how users can utilize a website, app, or online service. They provide information on user expectations and platform regulations. It is essential to read and comprehend the Terms of Service prior to using a website or app to understand user obligations and what to anticipate from the platform.


Users can utilize the Track application to add, view, and modify provider profiles. This includes information about services offered, employees, and notes.




Users are individuals who have login credentials to work inside of Casebook. 




Volunteers in the Casebook platform are able to log into Casebook to support the needs of your staff for up to five hours a week.  


How reporting data is displayed and visualized. 


The Victims of a Crime Act in Casebook is a feature that allows users to generate reports specifically focused on services provided to victims of a crime. 




Workflows allow admins to build and streamline a structured sequence of steps and tasks that need to be completed to progress or conclude a business process.  

Workload View 

The Workload View is a display on each application's home page that will show all intakes, cases, people, or providers available. Users can filter and navigate through the workload to find their desired set of information. 


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