Client Management is the starting point for finding and maintaining the people your organization serves. Use it for identity, contact information, household details, relationship history, notes, tasks, and the links to deeper work such as intake, cases, and visits.
Pregnancy center (CPC) clients have their own Requests list and tab for service requests such as food, childcare, or help with rent; see the Requests list section below. For the fuller Love INC-style assistance workflow — needs met, verifications, referrals, vouchers, and gap ministries — use Love INC: Community Assistance. The same person may appear in both contexts, but the work being tracked is different.
Three records work together in Care. Keeping them straight keeps history tidy.
• Client (person): who they are. One person can return many times over years. Contact details, household info, preferences, notes, and the overall timeline live here.
• Case: the umbrella for one ongoing concern — usually one pregnancy (with its own Last Menstrual Period (LMP) and related dates) or one pregnancy-related issue you are following. All visits about that same concern should live under one case.
• Visit: one encounter on a specific day when the client is present and you Start Visit. Charts, that day's notes, and that day's tests belong on the visit; the visit hangs under a case.
Think of the client as the person, the case as the folder for one continuous concern, and each visit as a page inside that folder.
Prefer one case per ongoing concern with multiple visits — not a new case every walk-in on the same pregnancy. Full guidance: Case Management Overview.
When you Start Visit and the client already has cases on file, CoolFocus asks which case this visit belongs to. Use that moment to keep the right visits under the right umbrella. Full flow: From Booking to Visit: How Records Flow. Day-of check-in: The Visit Board. Day-of documentation: Visits Overview.
• Client identity and contact details
• Household and family information
• Communication preferences
• Notes, tasks, calls, and attachments
• Relationship history across appointments, intake, cases, visits, services, and giving where permissions allow
Requests has its own entry in the Care sidebar for pregnancy centers, next to Client Management. It lists service requests from your clients, such as food, childcare, or help with rent.
• Each request links back to the client it belongs to, using the client's own Care record at /cpc/cpc-clients/....
• Each client's record has a matching Requests tab, showing the requests tied to that client with a count.
• The list works like any other CoolFocus list: filter it, save it as a segment, add or remove columns, and export it. See Adding and Customizing Columns in a List.
This Care-side Requests list is separate from the Love INC assistance workflow: it does not include Needs Met or Verifications. See Requests, Needs Met, and Verifications if your organization also uses Love INC: Community Assistance.
Dependents has its own entry in the Care sidebar, under the Clients group next to Client Management. It gives you a master list of dependents across every client instead of opening each client's household one at a time.
• Each row is one dependent, not one client, so a client with three children shows up as three rows.
• Columns include the dependent's Name, the linked Client, Relationship, Date of Birth, Age, and Gender.
• The list works like any other CoolFocus list: filter it, save it as a segment, add or remove columns, and export it to Excel.
Use this list when you need to find or export clients who have dependents along with each dependent's date of birth — for example for children's programming, age-based eligibility checks, or a compliance export. To add, edit, or remove a dependent for one client, open that client's record instead; this list is for finding and exporting across clients, not for per-client editing. Dependent activity (such as a dependent being added or a birth date being recorded) still shows up on the client's own timeline. See Client Records and History.
1. Search for the client before creating a new record.
2. Confirm contact details, household information, and preferred communication method.
3. Review related history (including open cases and past visits) before adding new intake, case, or visit records.
4. Use notes and tasks for follow-up that should stay connected to the client.
• Case Management Overview — tracking one ongoing concern across time (the case umbrella)
• Visits Overview — documenting what happened in a specific appointment or service interaction
• Intake / forms — collecting first-visit or pre-service information from the client
• Client Records and History — timeline detail on the client record
Client records may contain sensitive personal, medical, contact, or financial information. Follow your organization's privacy policy before viewing, entering, discussing, or exporting client details.
• Client Records and History
• Case Management Overview
• Visits Overview
• From Booking to Visit: How Records Flow
• The Visit Board
