How to monitor supervised clients

Monitoring in eCourtDate is configured on a supervision, not on each client individually. Set how often assigned clients are required to check in online, turn on curfew reminders, list the conditions they must meet, and message everyone assigned to that supervision from one page.

### Overview

A supervision is a reusable record in **Admin** > **Automations** > **Supervisions** that holds a **Name**, a **Description**, a **Risk** score, a check-in schedule, curfew reminder settings, and a list of **Conditions**. Every client you assign to that supervision inherits those settings.

- **Monitoring Frequency** randomly requires clients to check in online at a **Daily**, **Weekly**, or **Monthly** cadence, and **Monitoring Interval** sets how many check-ins are required in that period.
- **Enable Curfew Reminders** adds a curfew window, the days it applies, and the auto message sent as the reminder.
- The **Conditions** checklist records what clients on this supervision must do, such as **Drug Testing Required** or **Monthly In-Person Check-In**.
- The supervision page lists every client currently assigned, and **Send a Message** sends one message to each of them.
- Because these settings live on the supervision, clients who need a different schedule belong on a different supervision.

### Prerequisites

Before you monitor supervised clients, make sure you have:

- Access to **Admin** > **Automations** > **Supervisions**. Super admins always see it, and other roles see it unless **Supervisions** is listed under **Hidden Navigations** on their role
- At least one supervision created on the **Supervisions** tab
- Clients assigned to that supervision from the **Assign Supervisions** card on each client's record
- 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

### How-To Steps

#### Open a supervision

1. Click **Admin** in the top navigation bar.
2. Select **Automations** from the dropdown menu.
3. Click the **Supervisions** tab.
4. Enter a term in **General Search**, or set **Risk** or **Monitoring**, then click **Search** to narrow the list.
5. Click the edit button in the row for the supervision you want to open.

#### Set the check-in schedule

1. Select **Daily**, **Weekly**, or **Monthly** from **Monitoring Frequency**. Select **Disabled** to stop requiring check-ins.
2. Enter a number in **Monitoring Interval** to set how many check-ins are required in that period. It defaults to 1 if you leave it blank.
3. Click **Save**.

#### Turn on curfew reminders

1. Check **Enable Curfew Reminders**. The supervision saves as soon as you check it.
2. Enter a time in **Curfew Start Time**.
3. Enter a time in **Curfew End Time**.
4. Select the days the curfew applies in **Curfew Days**.
5. Select the auto message to send in **Curfew Reminder Message**.
6. Click **Save**.

#### Record the supervision conditions

1. Check each requirement that applies in the **Conditions** list.
2. Enter a new requirement in the **Add condition** field and click **Create** to add it to the list.
3. Check the condition you just created.
4. Click **Save**.

#### Review the clients on the supervision

1. Review the clients card, which is headed with the number of clients currently assigned.
2. Click a client's name to open that client's record.
3. Click **Open Portal Link** to open the supervision page on your default portal in a new tab.
4. Click **PDF** to download a copy of the supervision record.

#### Message everyone on the supervision

1. Enter a subject in **Subject**.
2. Enter your message in **Content**. This field is required.
3. Click **Send**.
4. Review the message list below the card, which is headed with the number of messages already sent for this supervision.

### What to Expect

Changes to **Monitoring Frequency**, **Monitoring Interval**, **Conditions**, and the curfew fields take effect once you click **Save**, and a confirmation message appears. Checking **Enable Curfew Reminders** saves immediately without a separate click. **Send** delivers one message per assigned client and confirms how many were sent. It only appears once at least one client is assigned, and a supervision with no clients returns a "No clients selected" alert. Every edit to the supervision is recorded in the **Audit Logs** card on the same page.

### Best Practices

- Match **Risk** and **Monitoring Frequency** so your higher risk supervisions require more frequent check-ins, then use the **Risk** and **Monitoring** filters on the **Supervisions** list to confirm the tiers line up.
- Create the auto message before you turn on curfew reminders, because **Curfew Reminder Message** only offers auto messages that already exist.
- Keep condition names short and specific. They appear as a plain list on the client's record, so they should read as instructions on their own.
- Create a separate supervision when a group of clients needs a different check-in schedule, rather than changing the frequency on a supervision other clients already use.
- Use **Send a Message** for one-off notices and auto messages for anything recurring, so routine reminders do not depend on someone remembering to send them.

### Frequently Asked Questions

**Q: Can I set a different check-in schedule for one client?**

A: No. **Monitoring Frequency** and **Monitoring Interval** are set on the supervision and apply to every client assigned to it. Create a separate supervision for a different schedule.

**Q: How do I add a client to a supervision?**

A: Open the client's record and find the **Assign Supervisions** card. Select the supervision under **Choose Supervision**, then click **Assign**. The supervision page lists assigned clients but does not add them.

**Q: Who receives the message I send from a supervision?**

A: Every client currently assigned to that supervision receives a copy. **Content** is required and **Subject** is optional, and the **Send** button only appears when at least one client is assigned.

**Q: Can I add a condition that is not in the list?**

A: Yes. Enter it in the **Add condition** field and click **Create**, then check it in the **Conditions** list and click **Save**.

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

A: Online through your portal. The portal edit page has a **Supervision Monitoring** setting in the **Tracking and Authentication** card, and it stays **Disabled (default)** until you set it to **Enabled**.

### Troubleshooting

**Issue:** The **Monitoring Interval** field is missing.

**Symptoms:** You see **Monitoring Frequency** on the supervision but no field for the number of required check-ins.

**Solution:**

1. Select **Daily**, **Weekly**, or **Monthly** in **Monitoring Frequency**. **Monitoring Interval** appears only once a frequency is selected.
2. Enter the number of required check-ins, then click **Save**.

**Issue:** The curfew fields are missing.

**Symptoms:** You cannot find **Curfew Start Time**, **Curfew End Time**, **Curfew Days**, or **Curfew Reminder Message**.

**Solution:**

1. Check **Enable Curfew Reminders**. The four curfew fields appear only while it is checked.
2. Complete the fields and click **Save**.

**Issue:** You cannot send a message from the supervision.

**Symptoms:** The clients card shows "No clients found" and the **Send** button does not appear under **Content**.

**Solution:**

1. Open a client's record and assign them to this supervision from the **Assign Supervisions** card.
2. Reload the supervision page. The client count updates and **Send** appears.

**Issue:** **Curfew Reminder Message** only offers **None**.

**Symptoms:** The dropdown is empty apart from **None**, so you cannot choose a reminder.

**Solution:**

1. Go to **Admin** > **Messaging** > **Auto Messages** and create the reminder message.
2. Return to the supervision and select it in **Curfew Reminder Message**, then click **Save**.

> **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 define supervision levels](/how-to-define-supervision-levels)
- [How to track supervision check ins](/how-to-track-supervision-check-ins)
- [How to Manage Clients](/how-to-manage-clients)
- [Automations overview](/automations-overview)