Supervisions in eCourtDate let you define supervision levels and compliance requirements for clients under court-ordered monitoring, giving your agency a structured way to track check-ins, assess risk, and ensure conditions are met.

### Overview

- **What it is:** A supervision management tool for creating custom supervision levels, defining compliance conditions, scheduling check-in frequencies, completing risk assessments, and tracking client progress. Automated notifications alert staff when clients miss check-ins or violate conditions.
- **Why it matters:** Supervision compliance is critical for public safety and client accountability. Manual tracking with spreadsheets or paper logs makes it easy to miss violations and difficult to demonstrate compliance during audits. Centralized supervision management ensures nothing falls through the cracks.
- **Who uses it:** Probation officers, case managers, supervisors, and administrators who manage clients under court-ordered supervision.
- **Expected outcomes:** Consistent enforcement of supervision conditions, timely alerts for missed check-ins and violations, accurate compliance records for audits and court reporting, and clear visibility into client progress.

### Prerequisites

- Admin or supervision staff role with access to **Supervisions**
- Client records created in the system for the individuals under supervision
- Case records linked to clients with active supervision orders
- Notification channels (email, SMS) configured for staff and client alerts

### How-To Steps

#### Step 1: Access the Supervisions Dashboard

1. Click **Supervisions** from the navigation or search for "Supervisions" in the search bar.
2. The dashboard displays all active supervisions with their current status, supervision level, next check-in date, and compliance indicators.
3. Use filters to view supervisions by level, status, assigned officer, or client.

#### Step 2: Create a Supervision Level

1. Click **Settings** or **Manage Levels** from the supervisions dashboard (depending on your role).
2. Click **Create Level** to define a new supervision level.
3. Enter the level name (for example, "Standard Probation," "Intensive Supervision," or "Pre-Trial Monitoring").
4. Set the check-in frequency for this level: daily, weekly, bi-weekly, or monthly.
5. Define the monitoring conditions that apply to this level (for example, drug testing, curfew compliance, employment verification, community service hours).
6. Click **Save** to create the level.

#### Step 3: Assign a Supervision to a Client

1. Navigate to the client's profile or open their associated case record.
2. Click **Create Supervision** or **Assign Supervision**.
3. Select the **Supervision Level** from the dropdown.
4. Set the **Start Date** and **End Date** for the supervision period.
5. Assign the supervising **Officer** or **Case Manager** responsible for this client.
6. Add any client-specific conditions beyond the level defaults (for example, no-contact orders, travel restrictions).
7. Click **Save** to activate the supervision.

#### Step 4: Complete a Risk Assessment

1. Open the client's supervision record from the dashboard.
2. Click **Risk Assessment**.
3. Complete the assessment form, which evaluates factors such as criminal history, substance use, employment status, housing stability, and social support.
4. The system calculates a risk score based on your responses.
5. Use the risk score to determine whether the client should be moved to a higher or lower supervision level.
6. Click **Save** to record the assessment.

#### Step 5: Record Check-Ins

1. Open the client's supervision record.
2. Click **Record Check-In**.
3. Enter the check-in date, method (in-person, phone, electronic), and any notes.
4. Indicate whether all conditions were met during the check-in.
5. If conditions were violated, document the specific violation and any actions taken.
6. Click **Save** to log the check-in.

#### Step 6: Configure Automated Notifications

1. From the supervision settings, navigate to **Notifications**.
2. Enable notifications for the following events:
   - **Missed Check-In**: Alerts the assigned officer when a client does not check in by the required date.
   - **Condition Violation**: Notifies staff when a violation is recorded.
   - **Upcoming Check-In**: Reminds the client of their next scheduled check-in.
   - **Supervision Expiration**: Alerts staff when a supervision period is nearing its end date.
3. Select the notification channel (email, SMS, or both) for each event type.
4. Click **Save** to apply the notification settings.

#### Step 7: Track Progress on the Dashboard

1. Return to the **Supervisions** dashboard to view an overview of all active supervisions.
2. Review compliance indicators: green for on-track, yellow for upcoming deadlines, and red for missed check-ins or violations.
3. Click into individual records to review detailed compliance history, check-in logs, and risk assessment results.
4. Export supervision data by clicking **Export** for court reporting or audit documentation.

#### Step 8: Analyze Supervision Data with Reports and Dashboards

Use built-in reporting and dashboard tools to track supervision metrics across your agency.

1. Navigate to **Reports** from the main navigation.
2. Click **Create Report** and select **Supervisions** as the data source.
3. Configure report filters:
   - **Date Range**: Select the reporting period.
   - **Supervision Level**: Filter by specific levels (for example, Intensive Supervision only).
   - **Officer**: Filter by assigned supervising officer.
   - **Compliance Status**: Filter by on-track, at-risk, or non-compliant.
4. Select the metrics to include: total supervisions, check-in completion rates, violation counts, risk assessment scores, and average time to resolution.
5. Click **Generate** to create the report. Export in CSV or PDF format for court reporting or audits.

To create a visual supervision dashboard:

1. Navigate to **Dashboards** and click **Create Dashboard**.
2. Select **Supervisions** as the data source.
3. Add components for the metrics you want to track (for example, compliance rates by officer, violations by category, check-in trends over time).
4. Set the dashboard to **Private** for internal staff or **Public** for stakeholder transparency.
5. Click **Save** to publish the dashboard.

See [How to Create Data Dashboards](/how-to-create-data-dashboards) and [How to Create Reports](/how-to-create-reports) for detailed instructions.

### What to Expect

Once supervisions are configured and assigned, the system tracks check-in schedules and compliance automatically. Officers receive alerts for missed check-ins and violations without needing to manually monitor calendars. Clients receive reminders before check-ins are due. The dashboard provides a real-time view of your entire supervision caseload with clear visual indicators for compliance status.

### Best Practices

- Define supervision levels before assigning individual supervisions so you have a consistent framework across all cases.
- Complete risk assessments at intake and at regular intervals (every 90 days is common) to ensure supervision levels match current risk.
- Document every check-in thoroughly, including notes about client demeanor, compliance with specific conditions, and any concerns.
- Review missed check-in notifications promptly. Delayed responses undermine supervision effectiveness and may have legal implications.
- Use the dashboard's export feature to prepare reports before court hearings or compliance audits.

### Frequently Asked Questions

**Q: Can I change a client's supervision level after it has been assigned?**
A: Yes. Open the client's supervision record and click **Edit**. Select a new supervision level from the dropdown. The new level's conditions and check-in frequency take effect immediately. The change is logged in the supervision history.

**Q: What happens when a client's supervision period expires?**
A: Staff receive a notification before the end date (if configured). On the end date, the supervision status changes to **Completed**. The supervision record remains accessible for historical reference and reporting.

**Q: Can I assign multiple officers to a single client's supervision?**
A: Yes. When assigning or editing a supervision, you can designate a primary officer and one or more secondary officers. All assigned officers receive notifications and can record check-ins.

**Q: How do I handle a client who needs to be moved to a different supervision level based on their risk assessment?**
A: Complete the risk assessment, review the recommended level, and edit the supervision record to change the level. Document the reason for the change in the supervision notes. The new conditions and check-in schedule apply immediately.

**Q: Can clients check in electronically?**
A: Yes. If your agency enables electronic check-ins, clients can check in through the client portal or a designated mobile app. Electronic check-ins are logged automatically and count toward their compliance record.

### Troubleshooting

**Issue:** Missed check-in notifications are not being sent.
**Symptoms:** Officers do not receive alerts when clients miss scheduled check-ins.
**Solution:**
1. Verify notifications are enabled for "Missed Check-In" in the supervision settings.
2. Confirm the assigned officer has a valid email address and phone number on file.
3. Check the messaging channel status in **Settings** > **Messaging** to ensure delivery is functioning.
4. Review the **Activity Log** for any notification delivery errors.

**Issue:** Risk assessment scores do not display after completion.
**Symptoms:** The risk assessment form saves successfully, but the score does not appear on the supervision record.
**Solution:**
1. Open the supervision record and click **Risk Assessment** to verify the assessment was saved.
2. If the assessment is listed but the score is missing, re-open the assessment and verify all required fields are completed.
3. Save the assessment again. The score should calculate and display on the record.

### Related Articles

- [How to Manage Warrants](/how-to-manage-warrants)
- [How to Create Workflows](/how-to-create-workflows)
- [How to Create Message Templates](/how-to-create-message-templates)