Track supervised clients in real time using eCourtDate's monitoring tools. View client locations, check-in status, and compliance with supervision conditions from a centralized dashboard, and automate reminders to keep clients on track.

### Overview

The supervision monitoring feature in eCourtDate gives your agency a real-time view of every client under supervision. Instead of relying on manual check-in logs, phone calls, and spreadsheets, you monitor compliance from a single dashboard that consolidates location data, check-in history, condition status, and alerts.

- The monitoring dashboard shows all supervised clients with their current compliance status, most recent check-in, and any active alerts.
- This feature is designed for probation officers, pretrial services staff, supervision supervisors, and case managers who need to track client activity on an ongoing basis.
- Common use cases include verifying daily or weekly check-ins, monitoring curfew compliance, reviewing location data, identifying clients who have missed check-ins, and reassigning clients when a supervisor is unavailable.
- The dashboard integrates with supervision levels, automated notifications, and reporting so that compliance tracking is continuous and consistent across your agency.

### Prerequisites

Before using the supervision monitoring tools, make sure you have:

- An active eCourtDate agency with admin or officer-level access
- Super admin role or the **View Supervisions** and **Update Supervisions** permissions assigned to your user account
- At least one supervision level configured with check-in requirements and conditions (see [How to Define Supervision Levels](/how-to-define-supervision-levels))
- Clients assigned to supervision levels with active supervision periods
- Client contact information (phone number or email) on file if you plan to send reminders or notifications

### How-To Steps

#### Step 1: Access the Supervision Dashboard

1. Click **Admin** in the top navigation bar.
2. Select **Automations** from the dropdown menu.
3. Click on the **Supervisions** tab.
4. Click the **Dashboard** sub-tab to open the real-time monitoring view.

#### Step 2: Review the Client Compliance Overview

The dashboard displays a summary of all supervised clients organized by their compliance status.

1. Review the status categories at the top of the dashboard:
   - **Compliant**: Clients who are meeting all check-in and condition requirements.
   - **At Risk**: Clients who have missed one or more check-ins or have a pending condition review.
   - **Non-Compliant**: Clients who have exceeded the missed check-in threshold or have active violations.
2. Click on any status category to filter the client list to that group.
3. Use the **Search** field to locate a specific client by name, case number, or client ID.
4. Use the **Filter** options to narrow results by supervision level, assigned officer, or location.

#### Step 3: View Individual Client Supervision Details

1. Click on a client's name or the **View** button next to their entry in the dashboard.
2. Review the client's supervision detail page, which includes:
   - **Current Supervision Level**: The level currently assigned and its requirements.
   - **Check-In History**: A chronological log of all check-ins, including date, time, method, and whether each was on time or late.
   - **Condition Status**: A list of all active conditions with their current compliance status (Met, Pending, or Violated).
   - **Location Data**: If location-based monitoring is enabled, a map view showing the client's recent locations and any geofence boundaries.
   - **Alerts**: Any active alerts for missed check-ins or condition violations.
3. Use this page to assess the client's overall compliance and decide whether any action is needed.

#### Step 4: Confirm or Review Check-Ins

As check-ins come in (via portal, phone, or location verification), you can review and confirm them.

1. From the client's supervision detail page, scroll to the **Check-In History** section.
2. Locate any check-ins with a status of **Pending Review**.
3. Click the **Review** button next to the check-in entry.
4. Verify the check-in details (time, method, location if applicable).
5. Select **Confirm** to mark the check-in as verified, or **Reject** if the check-in does not meet requirements (for example, the client checked in from an unauthorized location).
6. Add a note if needed to document your review.
7. Click **Save** to update the check-in record.

#### Step 5: Send Curfew and Compliance Reminders

1. From the supervision dashboard, select one or more clients who need a reminder.
2. Click the **Send Reminder** button.
3. Choose the reminder type:
   - **Curfew Reminder**: Notifies the client of their upcoming curfew start time.
   - **Check-In Reminder**: Reminds the client that a check-in is due.
   - **Compliance Notice**: Informs the client of a condition that needs attention.
4. Select the delivery channel (text, email, or both).
5. Review the message preview, which auto-populates with the client's information and relevant schedule details.
6. Click **Send** to deliver the reminder.

> **Tip:** For recurring reminders, configure automated notifications directly on the supervision level rather than sending them manually each time.

#### Step 6: Identify and Address Missed Check-Ins

1. On the supervision dashboard, click the **Non-Compliant** or **At Risk** filter to see clients with missed check-ins.
2. Review the list and click on each client to see their check-in history and how many check-ins have been missed.
3. For each non-compliant client, choose an appropriate action:
   - **Send Notification**: Alert the client that they have missed a check-in and need to comply.
   - **Create Task**: Generate a follow-up task assigned to the supervising officer.
   - **Update Supervision Level**: Escalate the client to a higher supervision level if the missed check-ins warrant it.
   - **Add Note**: Document the situation and any decisions made.
4. Click **Save** after taking action on each client.

#### Step 7: Reassign Clients When a Supervisor Is Unavailable

When a supervising officer is on leave or otherwise unavailable, you can reassign their clients to another officer.

1. From the supervision dashboard, use the **Filter** option to select the officer whose clients need reassignment.
2. Select the clients you want to reassign (use the checkbox next to each client, or click **Select All**).
3. Click the **Reassign** button.
4. Select the new supervising officer from the dropdown.
5. Add an optional note explaining the reason for reassignment.
6. Click **Save** to complete the reassignment.
7. The new officer receives a notification with the list of reassigned clients.

### What to Expect

After using the supervision monitoring tools, your team has a continuous, real-time view of client compliance. Check-ins are logged as they happen, alerts surface automatically when thresholds are exceeded, and reminders keep clients informed of their obligations. The dashboard updates in real time, so you always see the latest status. Reports generated from supervision data reflect the same real-time compliance information available on the dashboard.

### Best Practices

- Check the supervision dashboard at the start of each workday to review overnight check-ins, identify missed check-ins, and prioritize your follow-up activities.
- Use the filter and search tools to focus on your assigned clients first, then review the broader caseload if you supervise a team.
- Document all review decisions with notes. When you confirm or reject a check-in, or when you escalate a client, a brief note provides context for future reference and auditing.
- Set up automated reminders at the supervision level instead of sending them manually. This ensures consistency and reduces the risk of forgetting to notify a client.
- Coordinate with your team on reassignment procedures before an officer goes on leave. Having a plan in place prevents gaps in supervision coverage.

### Frequently Asked Questions

**Q: How often does the supervision dashboard update?**
A: The dashboard updates in real time. Check-ins, location data, and alerts appear within moments of being recorded. Refresh the page if you want to confirm you are viewing the latest data.

**Q: Can I see a client's full supervision history, including past levels?**
A: Yes. The client's supervision detail page includes a history section that shows all previous supervision level assignments, check-in records, and condition changes. This history is retained even after a supervision period ends.

**Q: What happens if a client checks in late but within the grace period?**
A: If the check-in falls within the configured check-in window (grace period) for their supervision level, it is recorded as "On Time (Late)" and does not count as a missed check-in. The grace period is defined in the supervision level settings.

**Q: Can I export supervision data for court reports?**
A: Yes. From the supervision dashboard or the individual client's supervision detail page, click the **Export** button to download compliance data in CSV or PDF format. This is useful for generating court-ready compliance summaries.

**Q: Who receives notifications when a client misses a check-in?**
A: The assigned supervising officer receives the notification by default. If a supervisor or secondary contact is configured on the supervision level, they also receive the alert. Notification channels (text, email, or in-app) are set in the supervision level's notification settings.

### Troubleshooting

**Issue:** The supervision dashboard shows no clients.
**Symptoms:** You access the dashboard but the client list is empty, even though you know clients have been assigned to supervision levels.
**Solution:**

1. Verify that your user account has the **View Supervisions** permission. Check with your agency's super admin to confirm.
2. Check the filters on the dashboard. If a filter is set to a specific officer or supervision level that has no assigned clients, the list appears empty. Clear all filters and try again.
3. Confirm that clients have been assigned to a supervision level with an active supervision period. Go to **Clients**, edit a client's record, and verify the supervision section is populated.
4. Log out and log back in to refresh your session.

**Issue:** Location data is not appearing for a supervised client.
**Symptoms:** The client's supervision detail page does not show a map or location history, even though location monitoring is enabled.
**Solution:**

1. Verify that the client's supervision level has a location-based condition or check-in method enabled.
2. Confirm that the client has granted location permissions through the portal or mobile interface.
3. Check that the client's device has an active internet connection and location services turned on.
4. Review the check-in history to see if any location-based check-ins have been attempted. If none appear, the client may not have completed a location-based check-in yet.

> **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 Define Supervision Levels](/how-to-define-supervision-levels)
- [How to Manage Portal Check-Ins](/how-to-manage-portal-check-ins)
- [How to Manage Clients](/how-to-manage-clients)
- [Automations Overview](/automations-overview)