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Track every individual outcome alongside every operational outcome

Service plans link individual progress to your program outcomes. Case notes capture every interaction with full audit trail and confidentiality controls. A client portal lets the people you serve see their own progress. All inside PeopleHQ - no second platform, no second data silo.

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New case-management tools built right into PeopleHQ and your portals
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Access levels: service plans, case notes, and confidential notes
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Date sources on your unified calendar - now including case follow-ups
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Client portal joins board, funder, and volunteer portals
Three Pillars

Service plans, case notes, and a client portal - built into PeopleHQ

Most case-management software is a separate system that never talks to your grant outcomes, your funder reports, or your volunteer roster. Case Management lives next to participant tracking, program outcomes, and your existing portals.

Service Plans

Per-participant plans with goal-level tracking. Each goal can link to a program outcome - when the goal is achieved, the program outcome updates automatically. No double-entry. Active and completed plans archive separately so historical context survives.

Case Notes

Structured notes with interaction type, follow-up tasks, and a confidentiality flag (Enterprise). Confidential notes are hidden from anyone without permission - they never appear in lists, Universal Search, or AI answers. Every time a confidential note is opened, it's recorded in the audit log.

Client Portal

The fourth StakeholderHQ portal type. Clients see their own service plans, message their case manager, complete assigned forms, and download shared documents. Secure email-link sign-in, sessions that expire after 24 hours, and safeguards that keep client access separate from board, funder, and volunteer roles.

Cross-Module

Wired into the rest of TappHQ from day one

Every Case Management capability surfaces through the same building blocks the rest of the platform already uses. No new dashboard. No new search. No new permission system to learn.

Universal Search + Mission Control

Service plans and (non-confidential) case notes index into Universal Search. The Mission Control widget surfaces overdue follow-ups so case managers see them alongside grant deadlines and compliance tasks - one inbox, not seven.

Ask TappIQ

Three new things Ask TappIQ can do: read service plans, list non-confidential case notes, and (Enterprise only) generate a participant progress report. Confidential notes are blocked before they ever reach the AI - they never enter its context, even for Enterprise users.

Funder Reports + Document Generation

Generated program reports now include service-plan completion rates with small-sample protection - programs with fewer than 10 active plans show a dash, not a misleading 0% or 100%. Funder portal aggregates the same metric without exposing individual participants.

Calendar + Automations + Alerts

Follow-up due dates appear on the unified calendar. Automatic updates fire when a plan is created, a plan is completed, a goal is achieved, a follow-up is completed, or a case note is added. Three built-in alerts surface stale plans, missed follow-ups, and goals approaching target dates.

The Workflow

Intake to outcome reporting in one continuous record

1. Intake

A new participant joins a program. The case manager creates a service plan, adds 3-5 goals, and links each goal to a program outcome indicator. The plan is now part of the participant’s full timeline.

2. Service Delivery

Every interaction logs as a case note - phone call, home visit, referral, group session. Follow-ups schedule themselves on the calendar. Confidential notes stay protected behind Enterprise permissions. The client portal opens; the participant sees their own goals and can message the case manager directly.

3. Outcomes Reporting

When a goal is achieved, the linked program outcome updates automatically. Funder reports already cite real numbers. The de-identified export adds a service-plan completion rate column with small-sample protection. No re-keying. No quarterly spreadsheet panic.

Tiers

Included with Pro+ - no separate case-management SKU

Most nonprofit-tech vendors charge $200-$600/month per case manager for a standalone case-management product. Case Management is a built-in capability of TappHQ Pro+, priced for small and mid-size service-delivery nonprofits.

Free

View-only - read service plans and non-confidential case notes created by Pro+ users in the org.

Starter

Same as Free for Case Management. Upgrade to Pro to create plans and notes.

Pro

Service plans, goals, case notes, follow-ups, client portal. Two read-only Ask TappIQ abilities. All cross-module integrations.

Enterprise

Confidential case notes (permission-filtered + audit trail). Ask TappIQ progress-report generation. SOC 2 Type II.

Trust

Confidentiality enforced in the database, not just on screen

Confidential case notes are hidden in the database itself for anyone who lacks confidential-notes permission. They are never loaded, never listed, never indexed into Universal Search, and never reach the AI - even for Enterprise users running a progress report. Every time a confidential note is opened, it's recorded in the audit log.

See our trust page for the full security posture, including SOC 2 Type II, PCI SAQ A eligibility, WCAG 2.2 AA conformance, and our customer data training pledge.

Stop running case management in a separate system

Service plans, case notes, and a client portal - sitting on the same data your funder reports and program outcomes already use. Pro+ tier. No separate SKU. No new login.

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