Your Caseload is a single board showing every client you're working with on Saltroad, organised by stage, from their intro call through to discharge. Cards move between stages automatically as families progress.
You'll find it under Caseload in the Practice section of your dashboard. It replaces the Intro Calls page.
The four stages
1. Intro Calls: new referrals land here as soon as a family books an intro call with you. Each card shows where things are:
Intro Call Scheduled: the date and time of the call
Awaiting Outcome: the call has happened, so use Log Outcome to record how it went (see Intro Calls & Outcomes)
Cancelled or No Show: use Contact to Rebook to get back in touch
No Shows are grouped in a collapsible section at the bottom of the column. From a card's menu you can also amend, reschedule or cancel the call.
2. Ready to Book: once you log a Good Fit intro call outcome, the card moves here and stays until the family purchases a service. It shows whether services and dates were agreed or are still TBC.
3a. Active Clients: referrals move here once they pay for one of your services. Each card shows what needs to happen next:
Next Session Scheduled: the date and time of their next session
No Session Scheduled: use Schedule Next Session to book it (see Scheduling Appointments)
Awaiting Outcome: every session in the block has been delivered, so use Log Outcome to tell us what happens next
Consolidation Break: use Get in Touch when it's time to book more
Needs Discharged: the client needs to be formally discharged
3b. Consolidation Breaks are grouped in a collapsible section at the bottom of the Active Clients column with a counter on how many days have passed since.
4. Discharged: everyone you've discharged is kept here for reference, with the date of discharge. This column is hidden by default; use Show discharged at the top of the board to see it.
Cards that need your attention
Cards show how long they've been waiting, and become more prominent the longer they go without action, so it's easy to spot who needs following up. If a client has had no session scheduled for 10 days, they most likely need discharging, so Discharge becomes the card's main action.
Needs Discharged cards always sit at the top of Active Clients.
The number on the Caseload menu item counts the cards waiting on you: outcomes to log, sessions to schedule and clients to discharge.
Archiving a referral
For referrals who do not progress beyond the Intro Call stage - for whatever reason - there is now the option to "Archive", which removes them from your Caseload and effectively passes them back to Saltroad to be reassigned.
To Archive a referral in the Ready to Book stage, open the card's menu (···) and choose Archive. Pick a reason and add any useful notes:
Client has decided not to proceed
No response from the client
Therapist no longer available
I don't recognise this client / referral
Please note: Active clients can't be archived; they need to be Discharged.
Discharging a client
Discharging now happens directly in Saltroad. Click Discharge on a client's card, or select Needs Discharged when logging a session outcome, and complete the short form.
Discharge date (the date the client was actually discharged, which may differ from today)
Reason for discharge
Whether the client needs reassigning to another therapist
Discharge notes: a summary of the services provided, progress, expected next steps and the reason for discharge
Whether we can ask the client to leave a review
Confirmation that you've told the client by email that they've been discharged
Click Confirm discharge and the card moves to Discharged. For when and why to discharge, see Discharging Customers.
Contact details and search
Each card shows the client's name, referral reference, email and phone number. If the intro call was booked by someone else, such as another parent, or with a different email address, the card is tagged Different Booker or Different Email and their details are shown too.
Get in Touch and Contact to Rebook open a new email to the client.
Use the search box to find anyone by name, email or referral reference.
Once you've written clinical notes for a client, their referral reference on the card links straight to their notes.