CHW & Case Management · WordPress
One plugin that owns the whole case
CaseSteward runs referral intake, the case pipeline, visit documentation, staff credentialing, and time & billing on your own WordPress install — with its own data model, not a pile of form entries wearing a database costume.
- 14Custom record types
- 8Role tiers
- 8Front-end screens
- 1Plugin, no add-ons
Why it exists
Built to replace the patchwork
Most case-management setups on WordPress are a form plugin, a directory plugin, a spreadsheet, and six add-ons holding hands. Every report is a re-export. Every permission question is a guess.
CaseSteward owns its own data model, so reporting, permissions, and audit history all come from one place.
- Consumers, referrals, visits, barrier plans and credentials as first-class records
- Role-aware screens — line staff, supervisors, org admins and owners each get their own scope
- Capability-gated billing math: hours for staff, dollars for owners only
- Encrypted sensitive identifiers with a logged reveal trail
What’s inside
Six modules, one data model
Each module is part of the same plugin — no bridge plugins, no entry-table gymnastics, no second license to renew.
Referral Intake
Referral Intake
Referrals land as records, not email threads. The 24-hour welcome-contact window is tracked from the moment the referral is created, and the intake bridge opens the consumer case without re-keying a thing.
Case Pipeline
Case Pipeline
A drag-and-drop Kanban over a real state machine. Move a card and it runs the same status rules used everywhere else — skip a required step and the card snaps back with the reason.
Visits & Documentation
Visits & Documentation
Dated visit records with proof-of-service linkage, field-completeness scoring, barrier plans with follow-up tasks, and an AI documentation assistant that drafts — never files — the note.
Training & Credentialing
Training & Credentialing
A configurable training catalog, per-staff completion buckets (completed, due, expired, upcoming), and credential expiration reminders that reach the staff member and their supervisor.
Time & Billing
Time & Billing
Semi-monthly timecards staff fill in themselves, locked on submit, with an owner approval queue and an hours-only PDF. Rates and dollars never touch the staff-facing screen.
Staff Directory
Staff Directory
Filterable by department, credential, expertise, county and language. Staff-only by default — making it public takes a separate risk acknowledgment, and PII is never rendered either way.
How it works
Referral in, documented hours out
01
A referral arrives
A partner agency, a funding source, or a walk-in becomes a csw_referral record with a funding source attached and a welcome-contact clock running.
02
The case opens
The referral bridges into a consumer record. Discovery call, pathway assessment, barrier plan — each is its own record on the pipeline, gated in order by the status state machine.
03
The work is documented
Every visit is dated, scored for completeness, and available as proof of service. Barrier-plan follow-ups and credential expirations show up on the staff member’s calendar.
04
The hours get billed
Staff submit their own timecards against documented visits. Supervisors see hours; the owner approval queue and the billing math are the only place dollars exist.
Live screens
Click into the real thing
These are the plugin’s actual front-end shortcodes running on this site — not screenshots.
Staff Dashboard
Compliance alerts, training status, announcements and this period’s hours — scoped to one staff member, with no cross-staff leakage.
Case Pipeline
The whole caseload as lanes. Supervisors see their team, org admins see the org, and every move is authorized twice.
Executive Dashboard
The only screen in the plugin that renders dollars — billing math, outcomes, and funding-source utilization, Owner-gated.
Take it for a spin
Every dashboard, directory, board and calendar the plugin ships is placed on this site as a real page. Walk the demo, then tell us what your org would need next.