How to manage supervisions

Supervisions in eCourtDate are the supervision levels your agency defines under **Admin** > **Automations**. Each supervision holds a risk score, a monitoring frequency, optional curfew reminders, and a checklist of conditions that you attach to a client record.

### Overview

- **What it is:** A record type for supervision levels. Each supervision stores a **Name**, a **Description**, a **Risk** score, a **Monitoring Frequency** and **Monitoring Interval**, optional curfew reminder settings, and a **Conditions** checklist.
- **Why it matters:** Defining a level once means every client you place on it carries the same conditions and the same check-in expectation, and you can message everyone on that level from one screen.
- **Who uses it:** Staff with access to the **Admin** menu create and edit supervisions. Anyone who can open a client record can assign one.
- **Expected outcomes:** A short list of named supervision levels, clients assigned to those levels, and a clear set of conditions shown on each client record.

### Prerequisites

- Access to the **Admin** menu in the top navigation
- Client records created for the people your agency supervises
- An auto message created under **Admin** > **Messaging** > **Auto Messages** if you plan to send curfew reminders
- A portal with **Supervision Monitoring** set to **Enabled** on the **Tracking and Authentication** card if you want clients to check in online (**Admin** > **Portals**, then open the portal)

### How-To Steps

#### Step 1: Create a supervision

1. Go to **Admin** > **Automations** > **Supervisions**.
2. Enter the level name in the **Name** field on the **Create Supervision** card.
3. Click **Create** to open the new supervision.

#### Step 2: Set the risk and monitoring

1. Enter a short summary of the level in **Description**.
2. Enter a whole number in **Risk**. Lower equals less risk.
3. Select **Daily**, **Weekly**, or **Monthly** under **Monitoring Frequency** to randomly require clients to check in online, or select **Disabled** to turn monitoring off. A new supervision starts on **Daily**.
4. Enter the number of required check-ins in **Monitoring Interval**. It defaults to 1.
5. Click **Save**.

#### Step 3: Build the conditions checklist

1. Select the checkbox for each item under **Conditions** that applies to this level.
2. Enter any condition that is not already listed in the **Add condition** field.
3. Click **Create** to add that condition to the checklist.
4. Select the checkbox for the condition you just added.
5. Click **Save**.

#### Step 4: Turn on curfew reminders

1. Select **Enable Curfew Reminders**.
2. Enter the **Curfew Start Time**.
3. Enter the **Curfew End Time**.
4. Select the days that the curfew applies under **Curfew Days**.
5. Select an auto message under **Curfew Reminder Message**.
6. Click **Save**.

#### Step 5: Assign a supervision to a client

1. Go to **Clients** and open the client record.
2. Select the level under **Choose Supervision** on the **Assign Supervisions** card.
3. Click **Assign**.

#### Step 6: Message the clients on a supervision

1. Open the supervision from **Admin** > **Automations** > **Supervisions**.
2. Review the assigned clients in the clients card, which is titled with the number of clients on the level.
3. Enter a **Subject** on the **Send a Message** card.
4. Enter the message text in **Content**.
5. Click **Send**.

#### Step 7: Search and download your supervisions

1. Enter a term in **General Search** on the **Search Supervisions** card.
2. Enter a number in **Risk** or select **Daily**, **Weekly**, or **Monthly** under **Monitoring** to narrow the list.
3. Click **Search**.
4. Click **PDF** or **CSV** to download the results.

### What to Expect

Creating a supervision opens its page immediately, where the **Name**, **Description**, **Risk**, monitoring, curfew, and **Conditions** fields live. Saving confirms with a "Supervision updated" message. Selecting **Enable Curfew Reminders** saves the record as soon as you check it, so the curfew time and day fields appear right away.

On the client record, an assigned supervision replaces the **Choose Supervision** form with the level name, a monitoring badge, a risk badge, and the list of conditions. A client holds one supervision at a time, so click **Delete** on that card before assigning a different level.

On the supervision page, the clients card lists every client assigned to the level, and **Send a Message** creates one message per client on that list. The message count and the messages themselves appear below the form. **Open Portal Link** opens the supervisions page of your default portal in a new tab, and **Audit Logs** records the changes made to the supervision.

Supervisions also feed assessments. When you run a PSA assessment, any supervision whose **Risk** matches the **Release Level** appears under the recommended conditions with its own condition list.

### Best Practices

- Match the **Risk** number to your release levels so a PSA assessment surfaces the right supervision under **Release Level**.
- Keep names short and specific. The name appears under **Choose Supervision** on every client record.
- Build the **Conditions** checklist before you assign clients, so everyone on the level sees the same requirements.
- Set a **Monitoring Interval** whenever you select a **Monitoring Frequency**, so the number of required check-ins is explicit rather than left at the default of 1.
- Retire an old level with **Tools** > **Archive** rather than **Trash**, so the record stays available behind the **Archived** filter.

### Frequently Asked Questions

**Q: Where do I find supervisions?**

A: Go to **Admin** > **Automations** > **Supervisions**. Supervisions are a tab on the **Automations** page, not a top-level navigation item.

**Q: Can a client hold more than one supervision at a time?**

A: No. Once a level is assigned, the **Assign Supervisions** card shows that level instead of the selection form. Click **Delete** on the card, then assign a different one.

**Q: Does a supervision record store an officer, a start date, or an end date?**

A: No. The fields are **Name**, **Description**, **Risk**, **Monitoring Frequency**, **Monitoring Interval**, the curfew settings, and **Conditions**. Track an officer with a condition such as **Assign Supervision Officer**.

**Q: What does Monitoring Interval change?**

A: It sets how many check-ins are required for the frequency you selected, for example two weekly check-ins. It defaults to 1 when you leave it blank.

**Q: How do I remove every client from a level at once?**

A: Open the supervision and click **Delete All Clients** on the clients card. The supervision itself stays in place.

### Troubleshooting

**Issue:** A condition you typed is missing after you save.

**Symptoms:** You enter the condition in **Add condition** and click **Create**, but it is not attached to the supervision afterward.

**Solution:** **Create** only adds the condition to the checklist. Select its checkbox, then click **Save**.

**Issue:** The **Curfew Reminder Message** list offers nothing to select.

**Symptoms:** The dropdown shows only **None** after you select **Enable Curfew Reminders**.

**Solution:** The list is built from your agency's auto messages. Create one under **Admin** > **Messaging** > **Auto Messages**, then reopen the supervision.

**Issue:** The **Send** button is missing from the **Send a Message** card.

**Symptoms:** You enter a subject and content on the supervision page, but no **Send** button appears.

**Solution:** The button appears only when at least one client is assigned to the level. Assign a client from the client record's **Assign Supervisions** card first.

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

**Symptoms:** You open a client record and there is no place to choose a supervision.

**Solution:** The card appears only when your agency has at least one supervision. Create one under **Admin** > **Automations** > **Supervisions**, then reload the client record.

### Related Articles

- [How to manage automations](/how-to-manage-automations)
- [How to Manage Clients](/how-to-manage-clients)
- [How to manage violations](/how-to-manage-violations)
- [How to run assessments](/how-to-run-assessments)
- [How to Create Web Portals](/how-to-create-web-portals)