How to track supervision check-ins

Supervisions control how often a client is required to check in online, and each submitted check-in is stored as its own record with a status and a map. This article shows you how to set the monitoring schedule, assign it to a client, and work through the resulting check-in records.

### Overview

A supervision is an automation record that holds a **Name**, a **Risk** score, a **Monitoring Frequency**, a **Monitoring Interval**, a list of **Conditions**, and optional curfew reminders. You assign one supervision to a client from the client record, and the monitoring settings then apply to that client.

Check-ins arrive as records under **Events** > **Checkins**. Each record carries contact details, a **Status**, a **Location**, and a **Geolocation** card with a map, so your agency can confirm who checked in, when, and from where.

### Prerequisites

Before you start, make sure you have:

- Access to the **Admin** menu, which contains **Automations** and **Settings**
- At least one supervision created at **Admin** > **Automations** > **Supervisions**
- A portal with **Check-In Settings** configured, so clients have somewhere to check in (see [How to Manage Portal Check-ins](/how-to-manage-portal-check-ins))
- **Geolocation Tracking** enabled on that portal if you want coordinates captured
- Permission to create check-ins if you also want to add records by hand, since the **Create Checkin** card on the **Checkins** page is hidden without it

### How-To Steps

#### Set the monitoring schedule on a supervision

1. Click **Admin** in the navigation bar.
2. Click **Automations**.
3. Click **Supervisions**.
4. Click the edit button next to the supervision you want to change.
5. Select a **Monitoring Frequency** of **Daily**, **Weekly**, or **Monthly**. The field describes itself as "Randomly require clients to check-in online", and **Disabled** turns online check-ins off for that supervision.
6. Enter a **Monitoring Interval** to set how many check-ins are required in each period. It defaults to 1 if you leave it empty.
7. Enter a **Risk** value if you want to rank the supervision. Lower equals less risk.
8. Click **Save**.

#### Add conditions and curfew reminders

1. Select the **Conditions** that apply to the supervision, such as **Weekly Virtual Check-In**, **Monthly In-Person Check-In**, or **Random Virtual Check-In**.
2. Enter a new condition in the **Add condition** field and click **Create** if the list does not cover your requirement.
3. Check **Enable Curfew Reminders** if the supervision includes a curfew.
4. Enter a **Curfew Start Time** and a **Curfew End Time**.
5. Select the **Curfew Days** that the curfew applies to.
6. Select a **Curfew Reminder Message** from your auto messages.
7. Click **Save**.

#### Assign a supervision to a client

1. Click **Clients** in the navigation bar.
2. Click the edit button next to the client you want to supervise.
3. Find the **Assign Supervisions** card on the client record.
4. Select the supervision from the **Choose Supervision** list.
5. Click **Assign**.

The card then shows the supervision name, a **Monitoring** badge with the interval and frequency, a **Risk** badge, and the list of conditions.

#### Find check-in records

1. Click **Events** in the navigation bar.
2. Click **Checkins**.
3. Enter search terms in **Search by Name**, **Search Checkin Data**, **Search by Phone**, or **Search by Email**.
4. Set **Created From** and **Created To** to limit the results to a date range.
5. Select a **Status** or a **Location** to narrow the list further.
6. Check **Virtual** or **In-Person** to separate remote check-ins from office check-ins.
7. Click **Search**.

The table lists **Client Reference**, **Name**, **Phone**, **Email**, **Department**, **Service**, **Location**, **Language**, **Status**, **Virtual**, **Notes**, **Created**, and **Completed**.

#### Update a check-in status

1. Click the edit button on the check-in you want to review.
2. Select the **Status** option that matches the outcome. The default options are **Waiting**, **Ready**, **In Progress**, and **Checked Out**.
3. Select a **Location** so the record shows where the check-in belongs.
4. Enter anything you verified in the **Notes** field.
5. Click **Save**.

Selecting a **Status** saves the record on its own, so you do not have to click **Save** for that change alone.

#### Review the check-in geolocation

1. Look at the **Geolocation** card on the check-in record.
2. Read the **Distance** and **Accuracy** badges above the map.
3. Click **Go to Last Geo**, **Go to Checkin**, or **Go to Checkout** to move the map to a specific point.
4. Click **View Geolocations** to open the full geolocation history for that portal link, including IP address and device details.

#### Message a client about a check-in

1. Find the **Send a Message** card on the check-in record.
2. Enter a **Subject**.
3. Enter your **Content**.
4. Click **Send**.

eCourtDate appends the **[CheckinLink]** merge tag to the message, so the client receives a direct link back to their check-in.

#### Export check-in records

1. Return to the **Checkins** page.
2. Run the search that produces the records you need.
3. Click **PDF** or **CSV** in the results header to download the list.

### What to Expect

Saving a supervision applies the new **Monitoring Frequency** and **Monitoring Interval** to every client assigned to it. The supervision record shows a client count and lists each assigned client, so you can see the reach of a change before you make it.

Check-in records appear under **Events** > **Checkins** as clients submit them, and each record keeps its own audit log. Geolocation appears only when the portal captured coordinates. When it did not, the card reads "No geolocation data" and the map stays empty.

### Best Practices

- **Leave Monitoring Frequency set to Disabled where online check-ins are not required.** The interval field only appears once a frequency is chosen, so this keeps unused supervisions clean.
- **Set a Risk value on every supervision.** The **Supervisions** page lets you search by **Risk** and by **Monitoring**, which makes it quick to review your highest-risk caseload.
- **Select a Location on each check-in record.** The **Distance** badge is measured against that location, so it stays blank until the record points at a location that has a **Latitude** and **Longitude**.
- **Define your own check-in statuses.** Create them at **Admin** > **Settings** > **Statuses** with the **Type** set to **CHECKIN** so the wording matches how your agency talks about supervision.
- **Record what you verified in Notes.** The check-in record is the place your agency can point to later, and the audit log shows who changed the status.

### Frequently Asked Questions

**Q: Where do I set how often a client must check in?**

A: On the supervision record at **Admin** > **Automations** > **Supervisions**. Set **Monitoring Frequency** to **Daily**, **Weekly**, or **Monthly**, then set **Monitoring Interval** for how many check-ins are required in that period.

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

A: No. The **Assign Supervisions** card holds a single supervision. Click **Delete** on that card to remove the current one before you assign a different supervision.

**Q: Which check-in statuses can I use?**

A: The defaults are **Waiting**, **Ready**, **In Progress**, and **Checked Out**. Your agency can replace them by creating statuses at **Admin** > **Settings** > **Statuses** with the **Type** set to **CHECKIN**.

**Q: Why does a check-in record say "No geolocation data"?**

A: No coordinates were stored with that check-in. Geolocation comes from the portal, so it appears only when the client checks in through a portal with **Geolocation Tracking** enabled and allows location access in their browser.

**Q: How do I remove a supervision from a whole caseload?**

A: Open the supervision at **Admin** > **Automations** > **Supervisions** and click **Delete All Clients** on the client list card. That unassigns the supervision from every client attached to it.

### Troubleshooting

**Issue:** The **Monitoring Interval** field is missing on a supervision.

**Symptoms:** You open the supervision and see **Monitoring Frequency** but no field for the interval.

**Solution:**

1. Select **Daily**, **Weekly**, or **Monthly** in **Monitoring Frequency**. The interval field is hidden while the frequency is **Disabled**.
2. Enter the number of required check-ins in **Monitoring Interval**.
3. Click **Save**.

**Issue:** The **Distance** badge does not appear on a check-in.

**Symptoms:** The **Geolocation** card shows the map and an **Accuracy** badge, but no **Distance**.

**Solution:**

1. Open the check-in record and select a **Location**.
2. Click **Save**.
3. Open that location and confirm it has a **Latitude** and a **Longitude**. Distance is calculated between the captured coordinates and the location, so it stays blank without them.

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

**Symptoms:** You open a client and cannot find anywhere to assign a supervision.

**Solution:**

1. Go to **Admin** > **Automations** > **Supervisions**.
2. Enter a **Name** in the **Create Supervision** card and click **Create**. The card on the client record only appears once at least one supervision exists.
3. Reload the client record and assign the new supervision.

### Related Articles

- [How to define supervision levels](/how-to-define-supervision-levels)
- [How to manage supervisions](/how-to-manage-supervisions)
- [How to monitor supervised clients](/how-to-monitor-supervised-clients)
- [How to Manage Portal Check-ins](/how-to-manage-portal-check-ins)
- [How to define custom statuses](/how-to-define-custom-statuses)
- [How to manage violations](/how-to-manage-violations)