How to define supervision levels

Supervision levels are records you create under **Admin** > **Automations** > **Supervisions**. Each level carries a risk number, an optional online check-in schedule, optional curfew reminders, and a list of conditions, and you assign one level at a time to a client.

### Overview

- **What it does:** Stores a named supervision level with a **Risk** number, a **Monitoring Frequency**, curfew reminder settings, and a checklist of **Conditions**.
- **Why it matters:** The level you assign to a client sets how often eCourtDate asks that client to check in online, and the **Risk** number is what a Public Safety Assessment (PSA) matches when it recommends a level.
- **Who uses it:** Pretrial officers, probation staff, case managers, and administrators who set up supervision programs for your agency.
- **Expected outcomes:** A supervision level you can assign from a client's record, message as a group, and see recommended on a PSA release level.

### Prerequisites

- An eCourtDate account that can open the **Admin** menu and the **Automations** section
- An auto message created under **Admin** > **Messaging** > **Auto Messages** if you plan to select a **Curfew Reminder Message**
- A portal with **Supervision Monitoring** set to **Enabled** if you want clients to check in online, since the setting on **Admin** > **Portals** under **Tracking and Authentication** is **Disabled (default)**
- The risk numbering your agency uses, since a PSA release level is 1, 2, or 3 and is matched against a level's **Risk**

### How-To Steps

#### Step 1: Open the Supervisions screen

1. Click **Admin** in the top navigation.
2. Select **Automations** from the dropdown.
3. Click the **Supervisions** tab.

#### Step 2: Create the level

1. Enter a name in **Name** on the **Create Supervision** card, for example "Level 1".
2. Click **Create**.
3. Wait for the supervision page to open, which happens automatically after the level is created.

#### Step 3: Describe the level and set its risk

1. Enter a summary of the level in **Description**.
2. Enter a whole number in **Risk**, where lower equals less risk.
3. Click **Save**.

#### Step 4: Set the online check-in schedule

1. Select **Daily**, **Weekly**, or **Monthly** in **Monitoring Frequency** to randomly require clients to check in online, or select **Disabled** to turn check-ins off.
2. Enter the number of required check-ins in **Monitoring Interval**, which appears once a frequency is selected and defaults to 1.
3. Click **Save**.

#### Step 5: Turn on curfew reminders

1. Select the **Enable Curfew Reminders** checkbox, which saves the level as soon as you change it.
2. Enter a time in **Curfew Start Time**.
3. Enter a time in **Curfew End Time**.
4. Select one or more days in **Curfew Days**, which lists Sunday through Saturday.
5. Select an auto message in **Curfew Reminder Message**, or leave it set to **None**.
6. Click **Save**.

#### Step 6: Choose the conditions

1. Select the checkbox for each condition that applies under **Conditions**.
2. Enter your own wording in the **Add condition** field if a condition you need is not listed.
3. Click **Create** next to that field to add it to the list.
4. Select the checkbox for the condition you just added.
5. Click **Save**.

These conditions are available on every level before you add your own:

- **Complete Intake Form**
- **Drug Testing Required**
- **Assign Supervision Officer**
- **Monthly Criminal History Check**
- **Agree to Supervision Pay Plan**
- **Weekly Virtual Check-In**
- **Monthly Virtual Check-In**
- **Monthly In-Person Check-In**
- **Random Virtual Check-In**
- **Random Home Visit**

#### Step 7: Assign the level to a client

1. Click **Clients** in the top navigation.
2. Open the client's record.
3. Select the level in **Choose Supervision** on the **Assign Supervisions** card.
4. Click **Assign**.

### What to Expect

A new level is created with a **Risk** of 1 and a **Monitoring Frequency** of **Daily**, so change those on the supervision page if that is not what you want. Every other field saves when you click **Save**, and the **Enable Curfew Reminders** checkbox saves on its own.

The supervisions list shows **Name**, **Risk**, **Monitoring**, **Description**, **Creator**, **Created**, and **Updated**. Narrow it with **General Search**, **Risk**, **Monitoring**, **Archived**, and **Trashed**, or download it with **PDF** and **CSV**.

The supervision page counts the clients assigned to the level, lists them, and offers **Delete All Clients** and a **Send a Message** card. The **Audit Logs** card on the same page records who created and last updated the level.

On the client's record the card shows the level name, description, a monitoring badge, a risk badge, and the conditions. On a PSA under **Cases** > **Assessments**, any level whose **Risk** matches the release level appears under the recommended conditions.

### Best Practices

- Give each level a **Risk** of 1, 2, or 3 so a PSA release level can recommend it.
- Enter a **Description**, since it appears in the supervisions list and on the client's record next to the level name.
- Create the curfew auto message first under **Admin** > **Messaging** > **Auto Messages** so it is available in **Curfew Reminder Message**.
- Select **Disabled** in **Monitoring Frequency** for levels that do not require online check-ins, because a new level starts on a daily schedule.
- Keep names short and specific, since **Choose Supervision** on the client's record lists levels by name only.

### Frequently Asked Questions

**Q: Can a client be on two supervision levels at once?**

A: No. The **Assign Supervisions** card only offers **Choose Supervision** while the client has no level assigned. Click **Delete** on the assigned level first, then assign the new one.

**Q: What does the Risk number actually do?**

A: It ranks the level, where lower equals less risk, it can be searched on the supervisions list, and it is matched against the PSA release level so the assessment lists the level under recommended conditions.

**Q: Where do clients complete monitoring check-ins?**

A: Online in your client portal. Click **Open Portal Link** on the supervision page to open the supervisions page of your default portal.

**Q: Can I message everyone on one level?**

A: Yes. On the supervision page, enter a **Subject** and **Content** in the **Send a Message** card and click **Send**. The message goes to every client listed on that level.

**Q: How do I retire a level we no longer use?**

A: Open the level, click **Tools**, then click **Archive** or **Trash**. Those levels stay out of the list until you select **Archived** or **Trashed** in the search filters.

### Troubleshooting

**Issue:** A condition you typed disappears.

**Symptoms:** You enter wording in **Add condition** and click **Create**, but the condition is gone the next time you open the level.

**Solution:** Select the checkbox for the new condition and click **Save**. The list only keeps conditions that are saved on the level.

**Issue:** The **Assign Supervisions** card is missing from a client's record.

**Symptoms:** The client's record shows no supervision card at all.

**Solution:** Create at least one supervision level under **Admin** > **Automations** > **Supervisions**. The card only appears when levels exist.

**Issue:** You cannot find **Monitoring Interval**.

**Symptoms:** The supervision page shows **Monitoring Frequency** but no field for the number of check-ins.

**Solution:** Select **Daily**, **Weekly**, or **Monthly** in **Monitoring Frequency**. The field is hidden while the frequency is **Disabled**.

**Issue:** The **Supervisions** tab is missing from Automations.

**Symptoms:** The tab strip shows the other automations tabs but not **Supervisions**.

**Solution:** Ask an administrator to open **Admin** > **Users** > **Roles**, edit your role, and remove supervisions from **Hidden Navigations**.

> **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 manage supervisions](/how-to-manage-supervisions)
- [How to conduct risk assessments](/how-to-conduct-risk-assessments)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Create an Auto Message](/how-to-create-an-auto-message)
- [Automations overview](/automations-overview)