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ClientTrack
Elevate Case Management Data and Operations
ClientTrack by CaseWorthy isn’t just case management software—it’s a purpose-built human services technology designed to connect data and people—that sees the whole person across programs and community organizations to drive outcomes.
“The ability to provide our clients a self-sufficient solution to managing their participants in recovery programs is what we like most about ClientTrack.”
Technology That Works as Hard as You Do
ClientTrack by CaseWorthy is a purpose-built human services application that connects people, programs, and data in one unified system. Built on the CaseWorthy Whole Person Care Platform, it combines decades of innovation from two trusted industry leaders to help organizations see the whole person and deliver stronger outcomes.
Designed by human services experts, ClientTrack streamlines case management, ensures compliance, and offers unmatched flexibility through intuitive no-code configuration. From intake and assessments to service delivery and reporting, everything happens in one secure, cloud-based environment.
Powered by CaseWorthy CORE, ClientTrack transforms data into insight with real-time dashboards and advanced analytics—helping organizations improve efficiency, demonstrate impact, and strengthen collaboration across every level of care.
Capture and Manage Client Data in One Secure Location
Simplify Software Maintenance and Custom Development
Innovative self-service features empower you to modify and customize CaseWorthy without relying on external vendors or developers. Use our proprietary apBuilder™ tools to create and edit data fields, forms, workflows, reports, dashboards, and more.
Form apBuilder
Form apBuilder creates and customizes forms for data collection and entry. Design your own form layout, add, and edit data fields, set validation rules and default values, and configure form actions and triggers. You can also import and export forms from other sources or templates.
Query apBuilder
Query apBuilder builds and executes queries to retrieve and filter data from your database. Leverage SQL expressions or graphical tools to define your query criteria, parameters, and output fields. You can also save and manage your queries for future use or sharing.
Dashboard apBuilder
Dashboard apBuilder creates and customizes dashboards to display and monitor your data in a visual and interactive way. Choose from various widgets, such as charts, maps, tables, lists, and more, to present your data in different formats and perspectives. You can also adjust the dashboard layout, style, and theme to suit your preferences and needs
Workflow apBuilder
Workflow apBuilder automates and streamlines business processes and workflows. Define workflow steps, conditions, actions, and transitions using a drag-and-drop interface. You can also assign roles and permissions, set notifications and reminders, and track and manage your workflow status and progress.
Role apBuilder
Role apBuilder enables you to manage and control the access and permissions of your users and groups. Create and edit roles, assign users and groups to roles, and grant or revoke permissions to access and modify data, forms, queries, dashboards, workflows, and other features. You can also view and audit the activities and logs of your users and groups.
Efficient and Consistent Service Delivery and Documentation
Improve management and coordination of services for your clients across multiple programs and agencies. Create and update client profiles, intake forms, assessments, service plans, referrals, and case notes. You can also automate workflows, tasks, reminders, and alerts to streamline your processes and ensure compliance.
Client Profiles
Customized client profiles allow you to store and manage all the information about your clients in one secure and centralized location. Document basic demographic information or enhance profiles with additional information, such as demographics, family members, income, education, health, and more. You can also attach documents, photos, and notes to your client profiles.
Intake Forms and Assessments
Collect and evaluate the needs and preferences of your clients during the intake process. Customize intake forms and assessments with different types of questions. Set validation rules and scoring methods for your intake forms and assessments. You can also use intake forms and assessments to determine the eligibility and suitability of your clients for different programs and services.
Service Plans and Referrals
Plan and coordinate the services and interventions for your clients based on their goals and needs. Create and update service plans with different components and track and monitor the progress and results of your service plans and referrals. You can also create and manage referrals to other agencies and partners.
Case Notes and Documentation
Document and record the interactions and transactions that you have with your clients and other parties. Create and edit case notes with different formats and predefined templates. You can also attach documents, photos, signatures, and notes to your case notes.
Program and Service Eligibility
Identify and match the programs and services that are available and appropriate for your clients based on their characteristics and criteria. Create and define eligibility rules and requirements for different programs and services. You can also use program and service eligibility to automate the screening and enrollment process for your clients.
Service Authorizations and Service Requests
Authorize and request the services and resources that are needed and allocated for your clients. Create and manage service authorizations and service requests with different details. Use service authorizations and service requests to communicate and coordinate with other providers and vendors that deliver the services and resources for your clients.
Increase Client Engagement and Collaboration
Our user-friendly portal engages and empowers your clients, staff, and partners through a secure and accessible online platform. Enable your clients to access their own information, request services, complete surveys, and communicate with you. You can also invite your staff and partners to collaborate, share information, and access resources.
Client Self-Service
Give your clients access to manage their own information and services through a secure and user-friendly online portal. They can view and update their profiles, forms, assessments, service plans, referrals, and case notes. They can also request and schedule services, complete surveys, and access resources and support.
Client Communication
Communicate and interact with your clients by sending and receiving messages, emails, notifications, and alerts to your clients. Leverage client communications to provide feedback, guidance, and coaching to your clients. You can also conduct video calls, webinars, and online meetings with your clients.
Staff and Partner Collaboration
Collaborate and coordinate with your staff and partners across different programs and agencies. Share and exchange information, documents, and data with your staff and partners. Assign and delegate tasks, roles, and responsibilities to your staff and partners. You can also create and join groups, teams, and networks.
Resource Library
The CaseWorthy University LMS provides you with a collection of resources and materials that can help you and your clients with your case management and service delivery. You can access and download various resources, such as templates, guides, manuals, best practices, and more.
Improve Data Quality, Reliability, and Security Issues
We’re committed to ensuring safe, reliable, and compliant data that is backed up, encrypted, and audited. Customize data fields, forms, and workflows to meet your specific needs and standards. You can also control your data access, permissions, and roles to protect your data privacy and security.
Customizable Data Fields, Forms, and Workflows
Modify and tailor your case management software to fit your specific needs and preferences. Create and edit your own data fields, forms, and workflows using a simple and intuitive interface. You can also choose from various options and settings to customize the appearance, behavior, and functionality of your data fields, forms, and workflows.
Data Access, Permissions, and Roles
Control and manage the access and permissions of your data and features. Create and assign roles to your users and groups, and grant or revoke permissions to access and modify data, forms, queries, dashboards, workflows, and other features. You can also set different levels of access and permissions for different types of data and features, such as view, edit, delete, and more.
Data Compliance and Standards
Comply with various standards and regulations that apply to your case management and service delivery. Use predefined or customized templates and formats to generate and submit reports that meet the requirements and expectations of your funders, partners, and stakeholders. You can also use data validation and verification tools to ensure the accuracy and quality of your data.
Breakdown Data Silos and Fragmentation
Leverage over 40 integration capabilities to connect and synchronize your data with other systems and platforms. Import and export data from various sources, such as Excel, CSV, XML, JSON, and APIs. You can also integrate with third-party applications, such as Salesforce, DocuSign, QuickBooks, Google Maps, and more.
Data Import and Export
Import data from various sources, such as Excel, CSV, XML, JSON, and APIs, and map and transform the data to fit your data fields and forms. You can also export data to various destinations, such as Excel, CSV, XML, JSON, and APIs, and format and filter the data to meet your requirements and expectations.
Data Synchronization
Keep your data consistent and updated across different systems and platforms. Connect and synchronize your data with other systems and for accurate and current data. You can also set the frequency and timing of your data synchronization and monitor and manage your data sync status and logs.
Third-Party Application Integration
Enhance and extend the functionality and capability of your case management software. Easily integrate with 40+ third-party applications that provide complementary or specialized features and services for your case management and service delivery. You can also access and use the features and services of the third-party applications within your case management software interface.
Get Full Visibility and Insight into Program Data and Impact
Show the data you need in real time with custom reports and dashboards. Easily track and measure your program performance, client outcomes, and organizational goals. Showcase your impact by exporting and sharing your reports with funders, partners, and stakeholders.
Customizable Reports
Create and view reports that show the data you need in the way you want. Leverage ad hoc queries, pivot reports or even Power BI to generate insights into your data.
Real-Time Data
Access and analyze your data as soon as it is available and updated. See the latest and most accurate data in your reports and monitor the changes and trends in your data over time. You can also use real-time data to make timely and informed decisions and actions.
Export and Share Options
Export your data and reports to various formats, such as Excel, PDF, CSV, and more, and save them to your device or cloud storage. You can also share your data and reports with others via email, social media, or online platforms.
Data Visualization
Explore and discover patterns, insights, and relationships in your data. Leverage intuitive data visualizations to highlight program success or identify opportunities for improvement.
Solving the Top Challenges in Human Services Management
We understand the challenges human services organizations face and provide the foundation to move from obstacles to outcomes.
Empowering Every Role to Make a Greater Impact
ClientTrack connects teams, partners, and clients in one unified platform—so everyone involved in care delivery can work smarter, faster, and together toward better outcomes.
For Nonprofits
Manage every program, funding stream, and client in one connected system.
- Unified Platform: Intake, assessments, and reporting all in one place.
- Simplified Compliance: Built-in validation for HUD, Medicaid, and grant standards.
- Impact Reporting: Real-time dashboards to demonstrate outcomes and secure funding.
- Collaboration: Secure data sharing with partners for coordinated, whole-person care.
For Government Agencies
A scalable, secure foundation to manage programs, meet regulations, and plan with data.
- Enterprise Scalability: Handle large volumes of data across departments.
- Compliance Built-In: Automated workflows aligned with HUD, Medicaid, and HIPAA.
- Community Insights: Aggregate data to guide resource allocation and policy.
For Administrators
Centralized control, security, and efficiency for every program and partner.
- Role-Based Access: Protect sensitive data while supporting collaboration.
- Unified Data Management: Consistent, auditable records across all programs.
- Streamlined Configuration: Pre-built templates and guided setup reduce onboarding time.
For Case Managers
Simplify daily tasks and spend more time where it matters—helping people.
- Intuitive Dashboards: Track caseloads and alerts at a glance.
- Smart Workflows: Automate tasks and ensure compliance.
- Mobile-Friendly Tools: Complete forms and notes in the field.
For Clients
Give clients transparency and control over their care.
- Self-Service Portal: Upload documents, schedule appointments, and track progress.
- Secure Messaging: Communicate directly with case managers.
- Real-Time Updates: Receive instant notifications and status changes.
Organizations and Agencies like yours thrive with CaseWorthy
We gained a lot more than a basic case management system. Our Community selected CaseWorthy for its user-friendly interface, secure data platform, and affordable cost. The baseline CaseWorthy product is fully “built out” with hundreds of features and capabilities.
Director of Fragile Families Initiative, Community Council of St. Charles County
Frequently Asked Questions
What makes ClientTrack by CaseWorthy different?
ClientTrack is the only application purpose-built to deliver whole person care across the entire human services sector.
This isn’t healthcare software adapted for social services or a CRM with add-ons bolted on. It’s not meant to serve one community need/vulnerability like homeless management alone. This is 35 years of combined expertise in HMIS, homeless services, aging services, HCBS waiver programs, workforce development, and community action—unified on the CaseWorthy Whole Person Care Platform. You get enterprise-grade configurability through ClientTrack’s Designer Toolset AND no-code flexibility through CaseWorthy’s apBuilder tools.
One platform. One data model. Real cross-program intelligence.
How does it support multiple programs and services?
Through true data unification, not integration theater. The CaseWorthy Whole Person Care Platform sits on CaseWorthy CORE—a purpose-built data lakehouse that aggregates information across HMIS and homeless services, aging and disability programs, HCBS care coordination, employment and workforce development, and integrated care services in real time. When a client moves between your housing program and employment services, your case managers see the complete journey—not fragmented snapshots from disconnected systems. This is operational intelligence, not just reporting.
Can it be customized to fit our workflows?
Absolutely—and you don’t need consultants to do it. ClientTrack combines the deep configuration power of Designer Toolset (for custom data models, complex workflows, and enterprise reporting) with the rapid deployment capabilities of apBuilder (for forms, dashboards, assessments, and service plans). Configure intake processes for CoC-specific requirements. Build custom HCBS assessment workflows. Deploy state-specific compliance rules across 200+ providers. Technical users get the power they need. Program staff get the simplicity they deserve.
What reporting and analytics capabilities are included?
Our unified analytics engine powered by CaseWorthy CORE—turns data into action. Real-time dashboards for frontline staff. Program-level outcome tracking for directors. HUD APR and LSA compliance reporting for CoCs. State HCBS reporting for Medicaid programs. Workforce development metrics for employment services. All automatically aggregated from a single unified data lakehouse—not duct-taped together from multiple systems. If you can think of the question, CORE can answer it.
Does it integrate with our existing systems?
Yes, through enterprise-grade integration capabilities built into the platform. Connect with HMIS data exchanges, state benefit systems, workforce development portals, partner referral networks, and third-party compliance platforms. Modern REST APIs for real-time data exchange. HL7 and FHIR support for health data interoperability. Secure SFTP for state reporting systems. Pre-built connectors for common integrations. Our integration framework is designed specifically for human services workflows—handling multi-agency coordination, automated state reporting, and cross-system data orchestration that traditional integration tools can’t manage.
How is client data protected?
Security isn’t a feature—it’s the foundation. ClientTrack is built on enterprise-grade cloud infrastructure with SOC 2 Type II compliance, HIPAA compliance for health data, and HUD data standards for homeless services. Role-based access control down to the field level. Automated audit trails for every data change. Encrypted data at rest and in transit. Automated backups with point-in-time recovery. Multi-factor authentication through Auth0. Your data is protected by the same security standards as Fortune 500 companies.
What implementation and support are provided?
End-to-end partnership, not just software delivery. CaseWorthy’s implementation team brings decades of domain expertise in HMIS implementations, HCBS deployments, aging services rollouts, and multi-site workforce development projects. We handle data migration from legacy systems, configuration to your workflows, staff training, and go-live support. Post-launch, you get dedicated account management, 24/7 technical support, ongoing training resources, and access to our customer community hub for feature requests and roadmap visibility.
What’s the pricing model?
Enterprise pricing designed for mission-driven organizations. We structure licensing based on organizational size, user count, and module configuration—whether you’re a single-site provider or a statewide coalition managing hundreds of agencies. Implementation costs, training, data migration, and ongoing support are transparent from day one. We work with your budget cycles and funding timelines because we understand how human services organizations operate. Contact us for a customized quote that reflects your actual needs, not a one-size-fits-all package.
How does this platform help us advance our mission?
By eliminating the technology barriers between you and impact. Case managers spend time with clients, not toggling between systems. State administrators deploy new compliance requirements in days, not quarters. Coalition coordinators see real-time outcomes across entire service networks. Directors make data-driven funding decisions with complete visibility. ClientTrack doesn’t just automate your current workflows—it unlocks capabilities that weren’t possible when your data lived in silos. This is technology that amplifies mission impact, not administrative overhead.
Empower Your Mission
See why leading human service organizations choose ClientTrack by CaseWorthy to empower their missions.
Schedule a discovery consultation and find out how we can support your unique goals.
