Require supervised clients to check in on a schedule or at random intervals based on their supervision level. Review check-in locations, timestamps, and status to ensure compliance.

### Overview

Supervision check-ins let your agency monitor whether clients under supervision are complying with their check-in requirements. Clients check in through a portal or message link, and eCourtDate records their location, device details, and timestamp automatically. You can set check-in schedules based on supervision levels, so higher-risk clients check in more frequently. Each check-in can be reviewed, confirmed, or flagged by staff. Missed check-ins are tracked and can trigger automated alerts. This feature is designed for probation and pretrial officers, supervision departments, and any agency that needs to verify client compliance on a recurring basis. Check-in data can also be shared with judges and supervising staff through reports and exports.

### Prerequisites

Before tracking supervision check-ins, make sure you have:

- An active eCourtDate account with Admin or supervision permissions
- **Supervision levels** defined for your agency (see [How to Define Supervision Levels](/how-to-define-supervision-levels))
- Clients assigned to the appropriate supervision level in their client profile
- A **Portal** configured with check-in functionality enabled (see [How to Manage Portal Check-Ins](/how-to-manage-portal-check-ins))
- **Geolocation Tracking** enabled in your portal settings (this is required to capture location data)
- Contact information (phone or email) on file for clients who will receive check-in reminders

### How-To Steps

#### Step 1: Configure Supervision Levels for Check-Ins

1. Go to **Admin** > **Settings**.
2. Locate the **Supervision Levels** section.
3. For each level, define the **Check-In Frequency** (e.g., daily, weekly, biweekly, or random).
4. Set the **Check-In Window** to specify how much time a client has to complete each check-in (e.g., between 6:00 AM and 10:00 PM).
5. Enable **Random Check-Ins** for levels where you want unpredictable schedules to prevent clients from anticipating their check-in times.
6. Click **Save** to apply the supervision level settings.

#### Step 2: Assign Supervision Levels to Clients

1. Click on **Clients** in the top navigation bar.
2. Search for the client you want to assign a supervision level to.
3. Click the **Edit** button next to the client's name.
4. In the client profile, locate the **Supervision Level** dropdown.
5. Select the appropriate level for the client.
6. Click **Save** to apply the assignment.

The client's check-in schedule will now be governed by the rules defined for that supervision level.

#### Step 3: Set Up Check-In Reminders

1. Go to **Admin** > **Messaging**.
2. Create or edit a message template that includes check-in instructions and a link to the check-in portal page.
3. Use the **[CheckinLink]** merge tag to include a direct link to the check-in form.
4. Assign the template to an **Auto Message** with a trigger based on the check-in schedule (e.g., "Checkin Reminder").
5. Click **Save** to activate the automated reminders.

Clients will receive a text, email, or call with their check-in link at the scheduled time.

#### Step 4: Review Check-In Records

1. Click on **Events** in the top navigation bar, or navigate to the check-in section of your dashboard.
2. Click the **Check-Ins** tab to view all submitted check-ins.
3. Review the following details for each check-in:
   - **Client Name** and associated supervision level
   - **Timestamp** showing when the check-in was submitted
   - **Location** with GPS coordinates and distance from the expected check-in point
   - **Device** information including browser and operating system
   - **Status** showing whether the check-in is pending review, confirmed, or flagged
4. Click on a specific check-in to view the full detail page with a map showing the client's reported location.

#### Step 5: Confirm or Flag a Check-In

1. Open the check-in detail page by clicking on the check-in record.
2. Review the location data and timestamp to verify the check-in is legitimate.
3. If the check-in meets your requirements, click **Confirm** to mark it as verified.
4. If something appears incorrect (e.g., the location is outside the expected area or the timestamp is suspicious), click **Flag** and enter a note explaining the concern.
5. Flagged check-ins are highlighted in the list for supervisory review.

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

1. In the **Check-Ins** tab, use the **Status** filter to select **Missed**.
2. Review the list of clients who did not check in within their required window.
3. Click on a missed check-in to see the client's profile and contact information.
4. Take appropriate follow-up action, such as sending a manual reminder, logging a violation, or contacting the client's supervising officer.

#### Step 7: Generate Check-In Reports

1. Click on **Reports** in the top navigation bar.
2. Create a new report or edit an existing one.
3. Add check-in-related datapoints such as total check-ins, missed check-ins, and compliance rate.
4. Set the date range and frequency for the report (e.g., weekly or monthly).
5. Add recipients such as judges, supervising staff, or case managers.
6. Click **Save** to schedule the report.
7. Optionally, click **Export Now** to generate an immediate export for an upcoming court hearing or supervisory review.

### What to Expect

After configuring supervision check-ins, clients receive automated reminders and check in through the portal or a direct link. Each check-in is logged with location, timestamp, and device data. Your staff can review, confirm, or flag check-ins from the Check-Ins tab. Missed check-ins appear in a filtered view for immediate follow-up. Reports can be generated on a schedule and shared with judges or supervisors. Over time, the check-in data provides a compliance history for each client that can be referenced during court proceedings or case reviews.

### Best Practices

- **Use random check-ins for high-risk clients.** Random schedules prevent clients from planning around predictable check-in times, improving the integrity of your supervision program.
- **Set reasonable check-in windows.** Give clients enough time to complete their check-in (e.g., a 4-to-6-hour window) to account for work schedules, transportation, and other obligations.
- **Review flagged check-ins within 24 hours.** Prompt review of flagged check-ins ensures potential violations are addressed quickly and consistently.
- **Share compliance reports with the court.** Generate weekly or monthly reports showing check-in compliance rates by client or supervision level. Judges and case managers benefit from having this data during reviews.
- **Confirm check-ins regularly.** Do not let pending check-ins accumulate. Confirm or flag check-ins daily to maintain accurate records and demonstrate active supervision.

### Frequently Asked Questions

**Q: What information is captured when a client checks in?**
A: eCourtDate records the client's GPS location, timestamp, device type, browser, operating system, and IP address. If the portal has geolocation tracking enabled, you also see the client's distance from the expected check-in location.

**Q: Can clients check in from their phone?**
A: Yes. The check-in form is mobile-friendly. Clients can open the check-in link from a text message or portal on any smartphone or tablet. Their device must allow location access for GPS data to be captured.

**Q: What happens if a client checks in outside the allowed area?**
A: If you configured a **Maximum Distance** in your portal check-in settings, the system compares the client's GPS location to the expected check-in point. If the distance exceeds your limit, the check-in is automatically flagged for staff review.

**Q: Can I change a client's supervision level after they are already assigned?**
A: Yes. Navigate to the client's profile, update the **Supervision Level** dropdown, and click **Save**. The new check-in frequency and rules take effect immediately for future check-ins.

**Q: How do I handle clients who do not have a smartphone?**
A: Clients without a smartphone can check in using a shared device at your office or a designated location. You can also set up a check-in kiosk at your courthouse or probation office using the portal check-in page displayed on a tablet.

### Troubleshooting

**Issue:** Client's check-in location is showing as inaccurate or far from the expected point.
**Symptoms:** The map shows the client checked in from an unexpected location, but the client claims they were at the correct place.
**Solution:**

1. Verify that the client allowed location access on their device when prompted by the browser.
2. Check whether the client was using Wi-Fi or cellular data, as Wi-Fi connections can sometimes report the location of the router rather than the device.
3. Review the **Maximum Distance** setting in your portal check-in configuration to ensure it accounts for GPS accuracy margins (typically 10 to 50 meters).
4. If location accuracy is a recurring issue, consider requiring clients to check in from a specific location with a known GPS point (such as your office).

**Issue:** Clients are not receiving check-in reminders.
**Symptoms:** Clients report they never received a text, email, or call reminding them to check in.
**Solution:**

1. Verify the client has a valid phone number or email address on file in their contact information.
2. Check the **Auto Message** configuration to ensure the check-in reminder trigger is active and assigned to the correct template.
3. Review the **Messages** page to see if the reminder was queued, delivered, or encountered a delivery error.
4. Confirm the client has not opted out of messages.
5. If the issue persists, 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 Portal Check-Ins](/how-to-manage-portal-check-ins)
- [How to Define Supervision Levels](/how-to-define-supervision-levels)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Create Reports](/how-to-create-reports)
- [How to Create Web Portals](/how-to-create-web-portals)