Tracking Services in Casebook

Overview

One of Casebook's strengths is that it can be tailored to how your organization actually works. Whether you run job training sessions, offer case management, track class attendance, or distribute resources, Casebook can capture it all. 

In this guide, we use the term "services" broadly. A service is anything you offer to the people you work with that you may need to count, report on, or measure over time. That could be a counseling session, a food pantry visit, a job placement, or anything in between.

Before You Start

Before you set anything up, take a moment to think about how you need to report on your work. Grants and funders often ask for things like "families served" or "hours delivered." Your job is to translate those requirements into how you structure your data.

Ask yourself these three questions:

• What am I counting? People, households, cases, sessions, hours?
• What time range matters? Cases opened in a date range? Services active at any point during a month?
• What do I include or exclude? Should canceled appointments count? What about people with a specific case status?

The Three Paths to Service Tracking

There are three ways to set up service tracking in Casebook. They build in complexity, start with the simplest one that meets your reporting needs, and only go further if you need to.

1. Cases & People 

This is the most straightforward option. You track cases and the people associated with them — no individual services required. It's a great fit if your reporting needs are basic and you mainly need to show how many cases you opened, closed, or had active during a period.

Setup

There's very little to configure here:

1. Create cases as you normally would.
2. Add people to those cases.

Reporting Datasets

When you build reports in this path, start with the dataset that matches what you're counting:

2. Service Enrollments 

This path adds a layer of detail by tracking which specific services or programs each person is enrolled in. It's great for organizations that offer multiple types of services and need to know not just who you're working with, but what they're participating in.

For example, you run a financial education program and also provide gas cards to help clients get there. With service enrollments, you can track both, who attended the classes and how much you spent on transportation.

Setup

Before you create your services, answer these questions:

• What do you need to count? Enrollments? People enrolled? Cost of services?
• How do you define the time period? By start date, end date, or whether the enrollment was active at any point?
• Are there any filters? For example, should you exclude enrollments with a certain status?

Once you've answered those questions, create your services in Casebook and begin enrolling people. Each enrollment represents one person in one service.

Reporting Datasets

3. Enrollments + Service Notes 

This is the most detailed option. In addition to tracking who is enrolled in a service, you also log each individual interaction or session. This is the right path when you need to answer questions like "How many times did this person attend?" or "How much did we spend on bus passes last month?"

Think of it this way: the enrollment describes the overall service (e.g., "enrolled in job training"), and each service note records what happened in a specific session (e.g., "attended session on March 5th, 2 hours").

Setup

1. Create your services in Casebook.
2. Enroll participants into those services.
3. Log a service note each time a service is delivered.

Reporting Datasets

Quick Reference: Which Path Is Right for You?

• I just need to count cases and the people on them → Path 1
• I need to track who is enrolled in which programs → Path 2
• I need to log every individual session, attendance, or distribution → Path 3

Still not sure?  Review Our How To Build Service Delivery Reports Webinar.

Need help? Reach out to the Casebook support team or visit the Casebook Community to connect with other users.