Case teams

This guide is for implementers setting up case management teams, caseload limits, and assessment frameworks.

Mental model

Teams organize who handles cases:

Component	What it does	Example
Team	Groups case workers under a supervisor	"Region 4 Protection Team"
Caseload	Limits how many cases each worker handles	Max 30 cases per worker
Risk factors	Categories for risk assessment	"Domestic violence", "Substance abuse"
Vulnerabilities	Categories for vulnerability assessment	"Disability", "Chronic illness"

Team configuration

Field	What it means
Team Name	Label for the team
Supervisor	Team leader (a system user)
Members	Team members who handle cases
Case Types	Which case types this team handles
Company	Organization the team belongs to

Case type form showing domain, intensity, caseload limits, and available stages.

The system tracks per team:

• Active Cases - Number of currently open cases

• Total Cases - All cases ever handled

Setting up a team

1. Navigate to Cases > Configuration > Case Teams

2. Click Create

3. Enter the Team Name and select a Supervisor

4. Add Members from the user list

5. Select the Case Types this team handles

6. Save

Caseload management

Each case type defines caseload limits:

Setting	What it does
Recommended Caseload	Suggested maximum per worker (soft limit, triggers warning)
Maximum Caseload	Hard limit per worker (blocks new assignments)

When assigning a case to a worker, the system checks the worker's current load against these limits.

Risk factors

Risk factors are used during case assessment to evaluate danger or urgency.

Field	What it means
Name	Risk factor label (e.g., "Domestic Violence")
Code	Unique identifier
Severity Weight	Numeric weight from 0.0 to 1.0 (higher = more severe)
Color	Visual indicator in the UI

Setting up risk factors

1. Navigate to Cases > Configuration > Risk Factors

2. Click Create

3. Enter the Name and Code

4. Set the Severity Weight (e.g., 0.9 for life-threatening, 0.3 for low risk)

5. Save

Common risk factors

Risk Factor	Weight	When to use
Physical violence	0.9	Active physical abuse
Neglect	0.7	Basic needs not met
Exploitation	0.8	Labor or sexual exploitation
Substance abuse	0.5	Substance dependency affecting care
Homelessness	0.6	No stable housing

Vulnerabilities

Vulnerabilities describe characteristics that increase a person's need for support.

Field	What it means
Name	Vulnerability label (e.g., "Physical Disability")
Code	Unique identifier
Description	Detailed explanation
Color	Visual indicator

Setting up vulnerabilities

1. Navigate to Cases > Configuration > Vulnerabilities

2. Click Create

3. Enter the Name, Code, and Description

4. Save

Common vulnerabilities

Vulnerability	Description
Physical disability	Permanent physical impairment
Chronic illness	Ongoing health condition
Mental health condition	Psychological or psychiatric condition
Elderly (65+)	Age-related vulnerability
Unaccompanied minor	Child without parent or guardian
Single-parent household	One parent caring for children alone

Are You Stuck?

Can a worker be on multiple teams?

Yes. A user can be a member of several teams. Their caseload limit applies across all teams combined.

How are cases assigned to workers?

Cases can be manually assigned by a supervisor or self-assigned by team members from the "Unassigned Cases" queue. Automatic assignment rules can be configured using formula-based rules (requires the Case CEL module — ask your administrator).

Caseload doesn't match what I expect?

The caseload count includes only active (non-closed) cases. Check that closed cases have properly reached a stage with Is Closed checked.

Risk factor weights - how are they used?

Weights contribute to an overall risk score for the case. Higher total risk scores can trigger alerts or priority flags. The exact calculation depends on the scoring model.

Can I deactivate a team without deleting it?

Yes. Set the team to inactive (uncheck the Active box). This preserves historical data while removing it from active assignment options.

Next steps

• Case management overview - Case management fundamentals

• Case stages - Configure lifecycle stages

• Access control overview - Set up user roles for case workers