Managing Case Workers

Case workers are the team members who create and manage needs on behalf of the people your organization serves. They are the connection point between clients and volunteers. This guide covers viewing case workers, understanding their activity, and managing the case worker registration process.

Viewing the Case Workers List

Navigate to Case Workers in the left-hand menu (this label may vary if your organization has customized terminology). The list shows all users with the case worker role, including:

  • Name and email
  • Assigned service areas
  • Number of active needs
  • Account status (approved, pending)

Use the search bar to find a specific case worker by name or email.

Case Worker Details

Click any case worker to view their profile page. The detail view includes:

  • Contact information -- Name, email, and any additional profile details.
  • Assigned areas -- The service areas the case worker is assigned to. They can create needs in these areas.
  • Active needs -- A list of needs they have created that are currently open or claimed.
  • Performance summary -- Key activity metrics such as total needs created, needs completed, average time to completion, and response rate to volunteer claims.

This information helps coordinators and admins understand workload distribution and identify case workers who may need support or recognition.

The Case Worker Registration Page

NeedBridge provides a public registration page where prospective case workers can apply to join your organization. This is useful for organizations that recruit case workers from the community, partner agencies, or volunteer networks.

To find the registration page URL:

  1. Navigate to your organization settings or team management page.
  2. Look for the case worker registration or signup link.
  3. Copy and share it with prospective team members.

The registration form asks for the applicant's name, email, and relevant information. Submissions enter the approval queue.

Approving Case Worker Applications

When someone registers through the public case worker registration page, their application goes into a pending state. To process it:

  1. Navigate to the users list and filter by "Pending" status, or check the pending approvals on your dashboard.
  2. Click the pending user to review their information.
  3. Verify that the person should have case worker access to your organization.
  4. Click Approve to activate their account, or Reject if the application is not appropriate.

Approved case workers receive an email notification with instructions to log in and start creating needs. Rejected applicants are notified that their application was not approved.

Who Can Approve

  • Coordinators can approve case workers applying to areas they manage.
  • Organization Admins and Executive Admins can approve case workers for any area.

Tips

  • Assign areas during approval. When approving a new case worker, assign them to the appropriate service areas right away so they can start creating needs immediately.
  • Review case worker activity regularly. Use the performance summary to identify case workers who may be overwhelmed (too many active needs) or disengaged (no recent activity).
  • Provide onboarding guidance. Point new case workers to the Case Worker Quickstart guide so they understand how to create effective needs and communicate with volunteers.
  • Keep area assignments up to date. If a case worker's responsibilities change, update their area assignments so they can create needs in the right places.