Case Management Software Buyer’s Guide

March 18, 2022

Every nonprofit or humanitarian organization needs a reliable case management system to help them on a day-to-day basis. Some just need a simple way to keep secure and accurate records, while others need something robust that meets their unique needs. No matter which part of the spectrum your organization falls under, it’s important to know what you’re looking for so you don’t end up getting a system that doesn’t work like you need it to. Here are ten things to keep in mind when considering purchasing case management software.

Social worker shopping for a case management solution with the CaseWorthy case management software buyer's guide



Many organizations need a system that flexes and adapts to their needs. Off-the-shelf solutions can work, but oftentimes they lack the in-depth features required to run a nonprofit organization with all its programs and services. The ability to customize your case management software solution is invaluable.

User Interface

If a case management system isn’t easy to use from the start, it can be more challenging to train staff and clients. You may sacrifice efficiency and work satisfaction in the name of trying to figure out a system that doesn’t work well. When searching for a good case management system, try to find one with an intuitive user interface.


Nonprofits have to report data accurately all the time, both to donors and to people in leadership. Making sure that the case management system you get has high-quality data reporting tools is key to presenting data in a clear and understandable way.

Security Standards

Security and compliance are a big deal in this day and age of cyberattacks and advanced encryption. Because your organization has access to confidential client information, it’s imperative that your case management software has the ability to protect it.


If your clients are going to use some aspect of your case management system through a front-facing site or portal, your software should be built with their ease of use in mind. In many cases, this may be the first impression they have of your organization. Make sure it’s a good one, and you’ll begin winning their confidence and trust.

Onboarding and data migration

Transitioning from one data management system to another can be daunting. The process is often filled with errors, mixups, and nail-biting. If you’re looking to move to a new case management system, make sure that the people you’re getting it from have a plan to make the transition as smooth as possible.


Case management systems are designed with the intention of making staff and case managers’ jobs easier. Make sure that the software you get has tools and applications built in that are prepared to help maximize your productivity.


Case managers, other nonprofit staff, and clients often communicate with one another through a case management system, whether that means having a conversation or simply sending electronic documents from one person to another. The case management software you choose should have the ability to foster these connections and relationships.


The initial determination of a client’s needs can often be done through computerized assessments and surveys. These assessments provide valuable information that can be stored in a case management system and used for various purposes. Look for a case management system that has a comprehensive client assessment function. You’ll thank yourself later.

Clarity of Information and Duplication Prevention

Case management software should store and present data in a clear, understandable way, without duplicating data or requiring the re-entry of information. A well-built case management system will assist you with your case management tasks without going to unnecessary lengths to help you plan programs and services.

Download the Case Management Software Buyer’s Guide

If you’re in the market for a new case management software solution, check out our resource on finding the right one for your organization’s needs!