Create supervision levels that define how closely clients are monitored. Supervision levels let you set conditions, check-in frequencies, and risk thresholds that drive automated tracking and reporting across your agency.

### Overview

Supervision levels in eCourtDate provide a structured way to manage how your agency monitors clients who are under court-ordered or agency-defined supervision. Rather than applying the same monitoring approach to every client, you define distinct levels (such as Minimum, Standard, High, and Maximum) with specific requirements for each.

- Supervision levels control the frequency of check-ins, the types of conditions imposed, and the automated notifications triggered when a client falls out of compliance.
- They are designed for probation officers, pretrial services staff, case managers, and supervisors who oversee client compliance programs.
- Common use cases include defining probation supervision tiers, pretrial monitoring requirements, community service check-in schedules, and court-ordered program compliance tracking.
- Once configured, supervision levels integrate with the monitoring dashboard, automated notifications, and reporting to give your team real-time visibility into client compliance.

### Prerequisites

Before defining supervision levels, make sure you have:

- An active eCourtDate agency with admin access
- Super admin role or the **Create Supervisions** and **Update Supervisions** permissions assigned to your user account
- A clear understanding of your agency's supervision tiers, including the conditions and check-in requirements for each level
- Any related locations, client groups, or case types already configured in eCourtDate
- Familiarity with your agency's compliance policies and escalation procedures

### How-To Steps

#### Step 1: Access the Supervision Levels Page

1. Click **Admin** in the top navigation bar.
2. Select **Automations** from the dropdown menu.
3. Click on the **Supervisions** tab.
4. Click the **Levels** sub-tab to view existing supervision levels or create a new one.

#### Step 2: Create a New Supervision Level

1. Locate the **Create Supervision Level** form in the left column.
2. Enter a name for the level (for example, "Minimum Supervision," "Standard Supervision," or "Maximum Supervision").
3. Enter a description that summarizes the level's purpose and requirements.
4. Click the **Create** button.
5. You will be redirected to the supervision level editor.

#### Step 3: Define Check-In Requirements

Check-in requirements determine how often a supervised client must check in and through which methods.

1. In the supervision level editor, locate the **Check-In Requirements** section.
2. Set the **Check-In Frequency** by specifying how often check-ins are required:
   - **Daily**: Client must check in every day.
   - **Weekly**: Client must check in once per week.
   - **Bi-Weekly**: Client must check in every two weeks.
   - **Monthly**: Client must check in once per month.
3. Select the allowed **Check-In Methods**:
   - **Portal**: Client checks in through a web portal.
   - **Phone**: Client calls a designated number.
   - **In-Person**: Client visits the office in person.
   - **GPS/Location**: Client's location is verified automatically.
4. Set the **Check-In Window** to define how long after the scheduled time a check-in is still considered on time (for example, a 24-hour or 48-hour grace period).
5. Click **Save** to apply your check-in settings.

#### Step 4: Set Supervision Conditions

Conditions define the specific rules a client must follow while assigned to this supervision level.

1. Scroll to the **Conditions** section in the editor.
2. Click **Add Condition** to define a new requirement. Common conditions include:
   - **Curfew**: Set a start time and end time during which the client must remain at a designated location.
   - **Geographic Restriction**: Define an allowed area or restricted zones using location boundaries.
   - **Program Attendance**: Require attendance at a specific program, class, or treatment.
   - **Drug/Alcohol Testing**: Set a testing frequency and type.
   - **Employment Verification**: Require periodic proof of employment.
3. For each condition, configure the specific parameters (times, locations, frequencies).
4. Set the **Violation Severity** for each condition (Minor, Moderate, or Major) to control how violations are escalated.
5. Click **Save** after configuring each condition.

#### Step 5: Configure Risk Thresholds

Risk thresholds determine how violations and missed check-ins affect a client's risk score.

1. Scroll to the **Risk Assessment** section.
2. Set the **Missed Check-In Threshold**: the number of missed check-ins before an alert is triggered (for example, 2 consecutive missed check-ins).
3. Set the **Violation Threshold**: the number of condition violations before the client is flagged for review.
4. Configure the **Escalation Action** that occurs when a threshold is reached:
   - **Notify Supervisor**: Send an alert to the assigned officer or supervisor.
   - **Upgrade Level**: Automatically move the client to a higher supervision level.
   - **Create Task**: Generate a task for manual review and follow-up.
5. Click **Save** to apply your risk threshold settings.

#### Step 6: Configure Notifications

1. Scroll to the **Notifications** section.
2. Enable **Client Notifications** to send automated reminders to clients before scheduled check-ins.
3. Set the reminder timing (for example, 1 hour before, 1 day before).
4. Enable **Staff Notifications** to alert officers when a check-in is missed or a condition is violated.
5. Select the notification channels: text, email, or in-app notification.
6. Click **Save** to confirm your notification settings.

#### Step 7: Assign the Supervision Level to Clients

1. Navigate to **Clients** in the top navigation bar.
2. Search for or select the client you want to assign a supervision level to.
3. Click the **Edit** button on the client's record.
4. Locate the **Supervision** section on the client profile.
5. Select the appropriate supervision level from the **Supervision Level** dropdown.
6. Set the supervision start date and expected end date.
7. Click **Save** to assign the level.

### What to Expect

After defining and assigning supervision levels, the platform begins tracking client compliance automatically. Check-in reminders are sent according to the schedule you configured. When a client misses a check-in or violates a condition, the system triggers the appropriate notifications and escalation actions. Supervision data is available on the monitoring dashboard and in reports. Changes to supervision levels take effect immediately for newly assigned clients, while existing assignments continue under their current configuration until manually updated.

### Best Practices

- Align your supervision levels with your agency's policies and any court-mandated guidelines. Ensure that the check-in frequencies and conditions match what is required by law or regulation.
- Start with three to five supervision levels that cover the range from minimum to maximum monitoring. You can always add specialized levels later for specific programs or populations.
- Use clear, descriptive names that staff and stakeholders understand immediately. "Level 1" is less informative than "Minimum Supervision (Monthly Check-In)."
- Review and update supervision level definitions annually or whenever agency policies change. Outdated levels can lead to compliance gaps.
- Test notification settings with a small group of clients before rolling out broadly. Confirm that reminders arrive at the right time and through the right channel.

### Frequently Asked Questions

**Q: Can I change a client's supervision level after it has been assigned?**
A: Yes. Edit the client's record, select a different level from the **Supervision Level** dropdown, and click **Save**. The new level's requirements take effect immediately. The previous level's history is retained for reporting purposes.

**Q: What happens when a client completes their supervision period?**
A: When the supervision end date is reached, the client's supervision status updates to reflect completion. You can also manually close supervision by editing the client's record and clearing the supervision level assignment.

**Q: Can I create supervision levels for different programs (for example, pretrial vs. probation)?**
A: Yes. Create separate supervision levels for each program. Use descriptive names to differentiate them (for example, "Pretrial Standard" vs. "Probation Standard"). You can assign any level to any client regardless of case type.

**Q: Are supervision level changes logged for auditing?**
A: Yes. All changes to supervision assignments are recorded in the client's audit log, including who made the change, when it was made, and what the previous and new levels were. This supports accountability and compliance reporting.

**Q: Can I set different notification preferences for different supervision levels?**
A: Yes. Each supervision level has its own notification settings. Higher supervision levels can have more frequent reminders and additional staff notifications, while lower levels may use fewer touchpoints.

### Troubleshooting

**Issue:** Clients are not receiving check-in reminders.
**Symptoms:** Supervised clients report that they are not getting text or email reminders before their scheduled check-ins.
**Solution:**

1. Verify that **Client Notifications** are enabled for the assigned supervision level.
2. Check that the client has a valid phone number or email address on file under their contact information.
3. Confirm that the client has not opted out of messages. Go to **Clients**, edit the client's record, and review their contact preferences.
4. Review the reminder timing to ensure it is set to a reasonable interval (for example, 1 day before rather than 1 minute before).

**Issue:** Risk threshold alerts are not triggering.
**Symptoms:** A client has multiple missed check-ins, but no alert or escalation action occurs.
**Solution:**

1. Review the **Risk Assessment** settings on the assigned supervision level to confirm the threshold values.
2. Verify that the **Escalation Action** is configured (Notify Supervisor, Upgrade Level, or Create Task).
3. Check the notification settings for the staff member assigned to receive the alert.
4. Confirm that the missed check-ins are recorded in the system (view the client's supervision history to verify).

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Monitor Supervised Clients](/how-to-monitor-supervised-clients)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Manage Cases](/how-to-manage-cases)
- [Automations Overview](/automations-overview)