Case Worker Quickstart

This guide walks you through creating and managing your first need in NeedBridge. As a case worker, you are the connection point between the people your organization serves and the volunteers who want to help. You will post needs, communicate with volunteers, and track outcomes. This guide takes about five minutes to read.

Step 1: Log In and Find Your Dashboard

After your coordinator or organization admin invites you, you will receive an email with a link to set up your account. Once logged in, you will land on your case worker dashboard.

Your dashboard shows:

  • Active needs you have posted that are waiting for a volunteer or currently being fulfilled
  • Claimed needs where a volunteer has stepped up and coordination is underway
  • Completed needs that have been fulfilled
  • Notifications about new claims, messages, and status changes

This is your home base. Bookmark it and check it daily.

Step 2: Create Your First Need

Click the button to create a new need, then fill in the details:

  • Title -- Write a clear, specific title. Good example: "Family of 3 needs winter coats (sizes 4T, 6, and M)." Weak example: "Coats needed." The title is the first thing a volunteer sees in their email, so make it count.
  • Description -- Add context that helps a volunteer decide if they can help. Include quantities, sizes, timing, or any relevant details. Do not include the client's name, address, or other identifying information.
  • Area -- Select the service area where this need should be fulfilled. This determines which volunteers receive the notification.
  • Category -- Choose the type of need (Groceries, Transportation, Clothing, etc.). Your organization defines these categories.
  • Urgency -- Set the urgency level so volunteers understand the timeline.

Once you save the need, volunteers subscribed to that area will receive an email notification.

Tips for Writing Good Needs

  • Be specific. "Size 5 diapers (2 boxes)" is better than "Diapers needed."
  • Include timing. If there is a deadline, say so. "Needed by Friday" helps volunteers plan.
  • Protect client privacy. Never include names, addresses, phone numbers, or other personal details in the need title or description. You will share logistics directly with the volunteer after they claim the need.

Step 3: Watch for Claims

When a volunteer clicks "I can help" on your need, you will be notified in two ways:

  • Email notification -- You will receive an email letting you know someone claimed the need.
  • Dashboard indicator -- The need will move to a "Claimed" state on your dashboard.

Claims can come in quickly or take time depending on the need and the number of active volunteers in the area. Check your email and dashboard regularly.

Step 4: Communicate with the Volunteer

After a volunteer claims a need, coordinate the details:

  • Confirm the volunteer can fulfill the need as described
  • Share logistics like timing, drop-off location, or pickup instructions
  • Answer any questions the volunteer has

Keep communication clear and timely. Volunteers are giving their time and want to know their help is valued.

Step 5: Mark the Need Complete and Capture the Outcome

Once the need has been fulfilled, mark it as complete on your dashboard. You will be asked to capture the outcome -- a brief note about what happened. This does not need to be long. Something like "Volunteer delivered two boxes of diapers on Tuesday" is enough.

Tracking outcomes helps your organization measure its impact and report to stakeholders.

Tips for Success

  • Check your dashboard daily. Needs move faster when case workers are responsive.
  • Respond to claims promptly. A volunteer who does not hear back may lose interest or assume someone else is handling it.
  • Keep descriptions updated. If a need changes or is no longer relevant, update or close it so volunteers are not confused.
  • Protect client privacy at all times. Share sensitive details only in direct communication with the volunteer, never in the public need description.