Case Management Guide

Case Management is for organizations that serve people directly: a food pantry, a shelter, a family services agency, a scholarship program, an after school program. It holds the people you serve, the cases you have open for them, the notes your staff write, and a log of what you actually delivered. That last piece is the one most small organizations are missing when a funder asks what their money bought.

What it is

Five things, and deliberately only five.

• The people you serve. One record per person or household, with as much or as little detail as you need. A record with nothing but a name is a perfectly good record.
• Cases. One case is one piece of work with a beginning and an end. Eviction prevention. Winter heating. A job search. Somebody can have several over the years, and each one keeps its own story.
• Case notes. What happened, what was agreed, what happens next, dated and signed with whoever wrote it.
• The service log. What was delivered, when, how much, under which program, and against which funder.
• Intake requests. What people sent through your public link, waiting for somebody here to accept or decline. Optional, and off unless you turn it on.

Where to find it

It lives at https://www.allinonenonprofit.com/case-management/ and on your organization's dashboard at https://app.allinonenonprofit.com. There is a public demonstration with invented records at https://www.allinonenonprofit.com/case-management/?demo=1, which needs no account and touches no real data.

Who can open it

This app is held tighter than every other app on the platform, on purpose.

Everywhere else, anyone in your organization can read and only the read-only Viewer role is stopped from writing. Here, being a member of your organization is not enough to read anything at all. Case notes describe somebody's housing, family or health situation, and that is not the same category of information as a donation record.

To give somebody access, open My Organization, find them under People and Access, set their access to Custom, and tick Case Management. That is one deliberate action per person, which is the point.

Letting somebody in is the first decision. Which cases they then see is a second one, and it has its own setting.

Who can open which case

There are two modes, and an owner or an admin chooses between them on Case Management Settings. The setting is theirs alone: a permission the person it restricts can switch off is not a permission.

An owner and an admin see everything in either mode. That is deliberate: somebody has to be able to answer for the whole file, and somebody has to be able to pick up a case when a caseworker leaves.

Restricted mode is off unless you turn it on, so nothing changes for an organization that never opens this setting. If you do turn it on, every screen that shows a shorter list says so plainly rather than presenting a partial list as the whole one.

Adding one person to one case

In restricted mode, every case grows a Who else is on this case card. An owner or an admin can add a colleague there, which lets them open that one case and nothing else. It is the answer to "my supervisor needs to see the Vega file" without handing over the cabinet.

Only an owner or an admin can add somebody. If a restricted caseworker could add people to a case, they could add themselves to every case, and the mode would be decoration.

A note only some people can read

Every note has a Keep this note restricted box. A restricted note can be read by the person who wrote it, and by an owner or an admin. Nobody else, including the caseworker the case is assigned to.

That is stricter than it first sounds, and it is the right shape: the reason to write a restricted note is usually something one worker was told in confidence, and "everybody on the case can read it" would defeat the purpose. A restricted note carries a gray Restricted tag so the person who can read it is never in doubt about who else can.

Somebody who cannot read a restricted note is not told it exists. It is left out of the case, out of the note count, and out of the "last note" date, because a date on its own would advertise it.

A public link people can ask for help through

Off unless you turn it on. When it is on, your organization has one link you can print on a flyer, put on your website, or hand to a partner agency, and anyone can use it to describe what they need. There is no account and no sign-in: somebody asking a nonprofit for help should never have to become a user of a software platform first.

Turn it on under Case Management Settings, where you will also find the link itself and a box for a short introduction. Write who you serve and what happens next, in your own words. "We serve Palm Beach County. Somebody will call you within two business days" saves a great many wasted requests and a great many disappointed people.

Nothing they send becomes a record on its own

Every submission lands in Intake Requests and waits. It is not a person on file. It is not a case. It does not appear in any count, any report or any export. Somebody here reads it and decides.

• Accept creates the person and a case, and puts what they wrote on the case as its first note, in their own words. If they are already on file you attach it to the existing record instead of creating a second one.
• Decline keeps the request and your reason. Nothing is sent to the person automatically; declining is a record for you, not a message to them. That record is the part your organization has to be able to answer for later, which is why declining is not the same as deleting.
• Delete is an owner or admin decision and erases the request outright, the person's words with it.

The form asks for a name, what they need, and one way to reach them. Everything else is optional, because a form that demands an address from somebody who does not have one is a form that stops the people who most need it. It carries the same line about medical details that the rest of the app does.

You are emailed when a request arrives, so a queue nobody opens does not become a week of silence.

What must not go in it

All In One Nonprofit is not a HIPAA business associate and does not sign business associate agreements. Do not enter protected health information here: no diagnoses, no treatment records, no clinical notes, no medication lists. This holds even though the app has a place to type a note, and it holds even if your organization is otherwise careful, because the obligation is ours as well as yours and we have not taken it on.

What belongs in a note is what your organization did and what the person needs from you. "Referred to the county clinic and confirmed the appointment" is fine. The contents of that appointment is not.

The same line appears on the screens where you type, not only here, because a policy page nobody opens is not a control. Our privacy policy is at https://www.allinonenonprofit.com/privacy.html and our data retention page at https://www.allinonenonprofit.com/data-retention.html.

Survivor addresses: Florida's Address Confidentiality Program (October 19, 2026)

For organizations that serve survivors of domestic violence in Florida. A survivor's real address is the most dangerous thing a public record can give away, and Florida has two ways to keep it out of public records. This section explains them so you can point a survivor, or a member of your own team, to the right office. It is general information, not legal advice: the Office of the Attorney General and the Department of State are the authorities.

The Address Confidentiality Program, for the person

• Run by the Florida Office of the Attorney General under sections 741.401 to 741.465 of the Florida Statutes. Applying costs nothing.
• It covers people, not organizations: an adult, a parent or guardian applying for a minor, or a guardian applying for a person a court has found incapacitated.
• The applicant states under oath that they have good reason to believe they are a victim of domestic violence and fear for their safety. The law was written for people who have moved to escape abuse, although the application section itself does not ask for proof of a move.
• Applications go through an application assistant the Attorney General has designated (section 741.408). The Attorney General's office, or your nearest certified domestic violence center, can say where the closest one is.
• A participant receives a substitute mailing address. The Attorney General accepts mail and legal papers on their behalf, and state and local agencies use the substitute address in place of the real one. A participant can also ask that their name, address and phone number be kept out of public voter records. Certification lasts four years and can be renewed.

Addresses already on file at Sunbiz

• Anyone who is or was an officer, director or registered agent of a Florida organization may already have a home address in its articles and annual reports at the Division of Corporations (Sunbiz), where filed documents stay viewable.
• The Department of State's Public Records Exemption Request, form DOS-119, lets a victim of domestic violence, aggravated stalking, sexual battery and certain other crimes ask for their home address to be kept from public disclosure for five years, with official verification that the crime occurred. Its Addendum covers Division of Corporations records and asks for the home address to be redacted. Someone listed as an officer, director or registered agent must give an alternate address, because Sunbiz cannot keep a record without one. The form as found on October 19, 2026: https://files.floridados.gov/media/701707/dos119-public-records-exemption-71219form.pdf. Questions about the Addendum: 850-245-6536.
• For a program participant, that form's exemption covers voter records only. Whether Sunbiz accepts the program's substitute address on a new filing is not confirmed here; ask the Division of Corporations before relying on it.
• For the organization going forward, a P.O. box as the mailing address and a registered agent service keep a home address off new filings.

What this means in Case Management

Record a survivor's real address only if your program truly needs it, and only here, never in the Contact Manager, Donor Management or a mailing list. If the person is a program participant, record the substitute address as their address and say so in a note, so nobody on your team goes looking for the real one.

Other states

Many states run a similar program, usually through the Secretary of State or the Attorney General. They are not listed here yet, because each one has to be checked against that state's own rules before we tell anyone to rely on it.

Sources: Florida Statutes 741.401 and 741.403 (https://florida.public.law/statutes/fla._stat._741.403) and Department of State form DOS-119, both read October 19, 2026.

The word for the people you serve

Not every organization says "clients". A school program says students. A membership organization says members. A family services agency often says families. Open Case Management Settings and pick the word that fits, from Clients, Participants, Members, Students or Families. The sidebar, the headings and the labels all change to match.

Only the words you read change. Your saved records, the column names underneath and the CSV export keep their standard names, so a report you built last year still lines up with one you build today. That is the same rule the rest of the platform follows for organization vocabulary.

The same screen holds four lists worth filling in early: your programs, your funders, the services you deliver, and the units you count them in. They fill the dropdowns everywhere else, and they are what makes the Service Log filter the way a grant report asks.

The dashboard

The screen the app opens on, and it is built to answer one question: what needs attention today.

• Open cases and waiting on something, side by side, so a queue that is really a pile of things blocked on somebody else is visible as such.
• Active people, counting only records you have not set to inactive.
• Services logged this month, which is the honest early warning that logging has slipped.
• Open with no note in 30 days, in red when it is not zero. See cases that go quiet.
• Recently touched, the last handful of cases anyone changed, so you can pick up where the team left off.

Adding someone

Sidebar, Add a Client (or whatever word you chose). Only the name is required. Everything else is optional, including the email address.

Household size is worth filling in if you serve families, because most funders count people reached rather than records created, and a household of six is six people.

Set somebody to Inactive rather than deleting them when they move away or stop coming. Deleting removes the history; inactive keeps it out of your working list while leaving last year's numbers intact. The app will refuse to delete anybody who still has a case attached, for that reason.

Opening a case

Sidebar, Add a Case, or the "Open a new case" button on somebody's record.

A case is one piece of work with a beginning and an end. If somebody comes back next year for something different, open a second case rather than reopening the first. Two clean cases tell a truer story than one that ran for three years, and they count correctly.

Case notes

Open a case and the note box is the first thing under the case details. Pick what kind of contact it was, check the date, and write.

Notes are a record of what happened, so they are not freely erasable. Whoever wrote a note can take it back within a day, which covers a genuine mistake. After that the correction is a new note saying what was wrong and what is right. That is what an auditor, a funder or a court would expect to see, and it is why the app works this way rather than letting anyone quietly rewrite the past.

The service log

Under the notes on every case there is a service log. Each entry is one thing you delivered: what it was, the date, how much, the unit you count it in, the program it sat under, and the funder paying for it.

Record it even when it feels obvious. "Case management, 1.5 hours" feels like it does not need writing down until the day somebody asks how many hours of case management your organization delivered last year, and the honest answer is that nobody knows.

The Service Log page in the sidebar lists every entry across your cases. Its totals say which dates they cover, and quick choices set the period to this month, last month, this quarter or this year (added October 18, 2026).

The Monthly Program Report

Monthly Program Report in the sidebar (added October 18, 2026) is a one-page summary for the executive director or the board: for the month you choose, the cases opened and closed and those still open at the month's end, the services delivered, each by program, the intake requests received and how they were decided, and the open cases with no note in 30 days. Print it, or copy it into an email. It reads the same records as the rest of the app, so there is nothing extra to enter.

Attendance: groups and rosters (October 26, 2026)

Attendance in the sidebar is for programs where the same people come back on a schedule: an afterschool program, tutoring, a class, a support group. It has three tabs.

• Groups. A group is a roster for one program: its name, the program and funder from your Settings lists, a site or room, its leads, the days it meets, its start and end time, and its first and last date. Open a group to enroll people. Anyone in your people list can be enrolled, and nobody needs a case first. Ending an enrollment keeps the person's history and takes them off future rosters.
• Take attendance. Pick a date (today or earlier) and every group that meets that day appears with its roster. One tap marks each person Present, Late, Absent or Excused, and Mark everyone else present finishes the rest. If a group did not meet, press Did not meet and the date is kept as a closure rather than a session.
• Attendance report. For any period and any group: sessions held, the attendance rate, hours in program, how many people attended, and how many reached a number of days you choose (30 by default, the measure many out-of-school-time funders ask for). Export it as CSV.

The check-in screen. On today's session, press Open the check-in screen on a tablet or a computer at the door. You choose a four-digit code first; only that code closes the screen, and the rest of the app stays hidden while it is open. The screen shows each enrolled person's first name and last initial and nothing else. A person taps their name and is checked in, as late if it is more than ten minutes after the start. Adults tap again on the way out to check out, and their hours become the time between. Minors check in only; a staff member checks them out from the roster. On the group page you can give anyone a four-digit check-in code, so nobody can check in for them.

Hours. A present or late mark counts the session's scheduled length. If somebody arrived late or left early, press Change beside their hours and enter the times they checked in and out, or the hours to count. Every change after the first mark is logged with who made it and when, and the roster shows Changed beside it.

The Service Log does the rest. Each present or late mark writes one Service Log record called "Program attendance", in hours, under the group's program and funder. So the Service Log totals, its CSV export, your grant reports and the Monthly Program Report include attendance with nothing more to do. Those records show Attendance in the Case column and are changed only from the Attendance page, so the two never disagree. An absent or excused mark is kept on the roster only.

Who sees what. When your organization keeps case records to the people working on them (Who can open which case), a member who is not an owner or an admin sees only the groups that name them as a lead, and only those groups' attendance records in the Service Log.

Assistance: paying a provider

Every case has an Assistance section for organizations that pay a bill on somebody's behalf: a veterinary hospital, a landlord, a utility, a clinic. Press Record assistance and fill in whatever applies. Every field is optional, so an organization that never pays anybody can ignore the section.

When there is a total and at least one contribution, the section works out whether the bill is fully covered or how much is still uncovered. Record the payment itself in Finances as well, with the invoice attached, so your books and the case agree.

Case files

Invoices, estimates, receipts, eligibility papers and photos can be attached to the case itself, the same way a receipt attaches to a transaction in Finances. Open the case, choose the file under Case files, say what it is, and press Attach to this case. Each file can be up to 25 MB, and case files count toward your organization's storage allowance.

Case files are private to the case. They do not appear in the Document Library. Only the people who can open the case can see or download them: an owner, an admin, and the caseworkers your visibility setting lets open it. The person who attached a file can remove it, and so can an owner or an admin. Deleting a case deletes its files too, and the app warns you first.

Funded services: teens in therapy and other paid-over-time help

Some organizations pay a provider for somebody over many sessions: a therapist for a teenager, a tutor, rent in installments. Turn on Use funded services in Case Management Settings and choose who you pay (Provider, Therapist, Tutor, Counselor, Landlord or Vendor). Turning it on also switches case visibility to assigned, so each case is open only to the caseworker it is assigned to, plus owners and admins. You can change that back in the same settings.

Someone under 18

Tick Under 18 on the person's record. We keep the young person's first name and last initial only, with age or grade, and a full name is shortened when you save. Their own email, phone, address and date of birth are not kept; the parent or guardian carries the contact details. Record the guardian's consent to the program and to your organization talking with the provider about scheduling and payment, with the date, and upload the signed form to the case as a Consent form. Have your counsel review the consent form before the first real record. We are not lawyers.

The session plan

On the case, Set up the plan: the provider, their usual fee, the reduced fee they agreed to, what the family pays and what you pay per session, and how many sessions you approved. The plan works out the total. For example, 12 sessions at a fee reduced from $150 to $100, with the family paying $25 and your organization $75, commits $900. Pick the fund the payments come from, and the funder for your reports.

Paying the provider

Record a payment for each invoice: the date, sessions covered, amount, invoice number, check number and the invoice file. Saving also records the payment once as an expense in Finances, from the fund on the plan, so there is nothing to enter twice. If somebody corrects the amount or date in Finances, the case shows the corrected figure. Removing the payment on the case removes its Finances entry too. The case shows sessions used and left, and money paid and left.

Your providers

The Providers page (named for the word you chose) lists everyone you pay: practice, license, fees, check details and the signed agreement. It shows what you paid each one this year and last year. A person or sole practice paid at or above the IRS reporting threshold is flagged Review for 1099: $600 for payments through 2025 and $2,000 for payments made after December 31, 2025. The flag is a reminder for your accountant, who decides.

Alerts and the report

The dashboard lists cases close to their approved sessions and open cases with no invoice paid in 30 days. Owners and admins get the Funded Services Report: people served (and how many are under 18), sessions funded, dollars paid, average cost per session, and totals by provider, funder and fund, ready for a grant report or Impact and Outcomes.

Intake for a young person

With funded services on, your public intake form asks whether the request is for someone under 18. A parent or guardian then gives the young person's first name and last initial, age or grade, their own name and relationship, and the two consents. The email and phone on the form are the guardian's.

Business details: the business each person runs (September 29, 2026)

For an organization whose people run a business or are starting one, such as a mentoring chapter, a microloan fund or a small business center, turn on Track the business each client runs under Business details in Case Management Settings. Every record then carries a Business name, a Stage and an Industry, the list shows them, and search finds a person by their business as well as their own name.

Both lists are yours. Stages start as Not yet in business, Starting up, In business and No longer in business. Industries start as the twenty NAICS sectors in plain words (Construction, Retail trade, Health care and social assistance, and so on). Edit either list on the settings screen, one entry per line. Removing a line stops offering it for new records; anyone already carrying it keeps it, and editing that person's record still offers their current value so nothing is silently blanked. If a national office or a funder later hands you a different list, paste it in and the old entries stay on the records that have them until you update those records.

Another system adding people through the API can set the same three fields (business.name, business.stage, business.industry) and can filter GET /api/v1/clients by stage and industry.

The clients report: how many are in business, and in which industries

With business details on, the sidebar gains a report named for your word for the people you serve (Clients Report for most organizations). It answers the two questions a chapter or a funder asks most: how many of the people you serve are at each stage, and how many are in each industry, with the industry table broken out by stage. Four tiles at the top show how many people are on file, how many are active, and how many have a stage and an industry recorded, so you can see at a glance how complete the data is.

Below the tables, The list filters everyone by stage, industry and status, and Download CSV gives you the filtered list as a spreadsheet with name, business, stage, industry, status, city, state and open cases. A caseworker with restricted visibility sees the report for the people they can open, not the whole organization.

Importing people from Engage, Salesforce, HubSpot or a spreadsheet (September 30, 2026)

An owner or an admin sees Import Clients (named for your word) in the sidebar. It takes a CSV file with a header row and one row per person. From a Salesforce or Engage report: Export, then Details Only, then the Comma Delimited (.csv) format. From Excel: File, Save As, and choose CSV.

1. The file. Say which system it came from and pick the file. The screen tells you how many rows and columns it read.
2. Match the columns. We guess from the column names; check each row. A person needs a full name, or a first and a last name. Email, phone, business name, stage, industry, address, an ID from the other system, status and notes are optional. A mentor column dropped into Notes is saved as "Mentor: Pat Lee".
3. Stage values and Industry values. Each distinct value in your file is listed with what it becomes here. An Engage "Yes" or "No" to being in business becomes In business or Not yet in business; a value that already matches your list is picked for you; anything else can be kept as typed or pointed at an entry in your list.
4. Cases to open. Optionally open a case for each person who does not already have an open one, with a program and a title.
5. Check the file. A dry run that changes nothing: how many are new, how many are already on file and will be updated, how many are skipped (no name, or a repeat inside the file). Then Import.

Somebody already on file is matched by the other system's ID first, then email, then the exact name. A match is updated, never duplicated: blank details are filled in, and the business name, stage and industry are taken from the file when it has them. Every import is listed under Past imports with Undo. Undo removes the people the import added and any cases it opened for them; a person who was already on file and was only updated keeps the updated details, and a person the import added who has since had a case opened by hand is kept. On the Launch Plan and AIONP Essentials the contact limit applies: when it is reached, the import adds nobody further and says so, and everything already added stays. Imports do not send webhooks.

Bringing new people in from HubSpot every hour (September 30, 2026)

For an organization whose people arrive through HubSpot forms, such as a SCORE chapter whose clients come in through SCORE national's HubSpot. Once it is connected, every hour the HubSpot contacts you chose are added here, or updated if they are already on file, with nobody retyping anything. It only reads from HubSpot. Nothing in HubSpot is ever changed.

1. The token. The admin of your HubSpot account creates a private app in HubSpot with three read-only scopes, crm.objects.contacts.read, crm.lists.read and crm.schemas.contacts.read, and copies its access token. The Settings card lists the same three.
2. Which contacts. In Case Management, open Settings and find the HubSpot card. Choose Everyone in one HubSpot list and enter the list's ID number, or Everyone with one property set to one value and enter the property and the value. Only those contacts come in, never everybody in the HubSpot account.
3. Business details. Say which HubSpot properties hold the business name (company, unless you change it), the stage and the industry. Use the internal names HubSpot shows under Settings, Properties. A stage or industry that matches a word in your own lists, ignoring capitals and punctuation, takes your word.
4. Cases. Optionally open a case for each new person, with a program.
5. Connect and check. The token, the list and every property name are checked with HubSpot before anything is saved, and a problem is described in plain words. The token is stored encrypted and never shown again; the card shows only its last four characters.

After that the card shows when the last sync ran, how many people it added and updated, and any problem. Sync now runs one straight away. People are matched exactly as an import matches them (the HubSpot record first, then email, then name), and a HubSpot export brought in through Import, with HubSpot chosen as the system and its Record ID column matched, is recognized by the sync afterward. Without the Record ID, the sync still finds those people by email or name. Each sync that brings anybody in appears under Past imports on the Import screen, where it can be undone. If HubSpot stops accepting the token, the hourly sync stops and the card says so until a working token is saved. Disconnect stops the sync and deletes the token; everybody already brought in stays. Only an owner or an admin sees the card.

Downloading every case record

An owner or an admin sees a Download all case records button on the Cases screen. It downloads one zip containing spreadsheets of everybody you serve, every case (including the Assistance amounts), every note (including restricted notes), every service, intake requests, a list of case files, and the case files themselves in one folder per case. Nobody else sees the button, and the server refuses the download for anybody who is not an owner or an admin.

The organization-wide export on the My Organization page includes Case Management too.

Another system reading and adding cases (September 25, 2026)

If your organization runs a CRM or a case system alongside this one, it can read and add the people you serve, cases, case notes and services here without anybody signing in as a person. On AIONP Essentials and AIONP Complete, an owner or an admin creates a key on the API keys and webhooks card on My Organization, ticking only what the other system may do: Read the people you serve (Case Management), Add and update the people you serve, Read cases and the service log, Open and update cases, record services, Read and add case notes (never confidential ones) and Read who can sign in. The key is shown once and can be revoked at any time. The technical reference for whoever sets it up is at https://app.allinonenonprofit.com/api/v1/openapi.json.

Because this app is held tighter than the others, know what a key can and cannot do before you grant it:

• A key reads every case, whatever the Who can open which case setting says, because the owner or admin who created it could. Grant Read cases and the service log only to a system you would show every case to.
• A note marked confidential never leaves. It is not returned to a key and is never sent to a webhook, from the API or from the app.
• Someone under 18 stays protected. A minor added through a key is kept as a first name and last initial with the guardian's details, the same as one added on the screen, and is returned that way.
• Notes are added, never edited or deleted. A correction is a new note. Nothing at all is deleted through the API, and the Assistance amounts on a case can be read but not changed.
• Every write is in your Activity log under the key's name, and a note a key adds shows that name as its author.

Under the same card, Add a webhook sends the other system a signed message the moment A person you serve is added (Case Management), A person you serve is updated, A case is opened, A case is updated, A case note is written (never a confidential one) or A service is recorded on a case, whether the change came from the screen or from the API. Send a test event proves the address before a real case does, and Recent deliveries shows the last twenty messages. Connecting other software is not part of the Launch Plan.

Building a grant report

Sidebar, Service Log. Set the dates the report covers, pick the funder, and press Show. You get the number of service records, the number of people served, totals by service, totals by program, and every underlying row.

Export as CSV gives you the rows as a spreadsheet, ready to paste into a report or attach to it. The export uses the standard column names rather than your chosen vocabulary, so a funder reading it needs no explanation of your house language.

A working pattern for the end of a grant year:

1. Filter to the funder and the grant period.
2. Read the people served figure. That is your unduplicated count of people who received something under that filter.
3. Read the totals by service. That is your outputs table, already added up.
4. Export the CSV and keep it with the report as your evidence file.

Cases that go quiet

The dashboard counts open cases with no note in the last thirty days, and the Cases list badges them. That is usually the case nobody picked back up rather than a case that is going well. Work down from the oldest note.

Closing a case

Open the case and press Close this case. You will be asked in a few words how it ended: housing secured, moved out of area, no further contact, referred elsewhere. The closing date is set for you.

Closing is not deleting. Everything stays: the notes, the services, the totals. A closed case still counts in last year's report, which is exactly what you want.

How it meets Contact Manager

Contact Manager holds everyone your organization works with in one list, and it shows a quiet indicator when somebody has an open case, linking across to it. It never shows a note, a case title or a program, and the indicator itself is only visible to people who already have access to Case Management. Somebody who cannot open a case cannot learn from Contact Manager that one exists.

Your first session

1. Open Case Management Settings. Pick your word for the people you serve. Type your programs, your funders, the services you deliver, and the units you count them in.
2. Add three people you are working with right now, from memory. Do not import anything yet.
3. Open a case for each one, with a real title and a real presenting need.
4. Write one note per case covering the last thing that happened.
5. Log one service per case, with a funder attached.
6. Open the Service Log and export the CSV, so you have seen what a funder would see.
7. Decide whether a caseworker should see every case or only their own, on the same Settings screen. Leaving it as it is means everyone admitted sees everything, which suits most organizations of two or three staff.
8. If you want people to be able to reach you without calling, turn the public link on, write two sentences about who you serve, and send the link to yourself first so you see what they see.

That takes about twenty minutes and it is the only reliable way to find out whether your service list and your units are the right ones before you have five hundred records built on the wrong shape.

What is not in this version

Said plainly, so nobody plans around something that is not here yet.

• No AI drafting. Deliberate. The other apps draft donor letters and grant narratives; drafting somebody's case note from other case notes is not a feature we are willing to ship without a great deal more thought.

Getting help

Support is at https://www.allinonenonprofit.com/support/?app=Case%20Management. If you are weighing this app against a dedicated case management system, tell us what your funders ask you to report and we will tell you honestly whether this covers it.