Staff Caseload Capacity helps clinics manage clinician workloads by clearly showing whether a staff member is accepting new clients and whether they are at or over their assigned capacity.
This feature improves assignment accuracy, prevents staff overload, and provides visibility for both staff and administrative teams.
Where to Manage Caseload Capacity
Go to:
Staff > Staff Profile > Caseload
Each staff member has their own caseload settings that control availability and capacity limits.
Setting a Staff Member’s Caseload Capacity
Max Capacity
Select the pencil icon next to Max Capacity
Choose one of the following:
Unlimited Capacity
Set a Maximum Number of clients
Select Save to apply changes
The system will automatically track assigned clients against this number.
Accepting New Clients
Staff can indicate whether they are currently accepting new clients:
Toggle Accepting New Clients ON or OFF
When toggled OFF, the system will prevent or warn against new assignments
Capacity Indicators
Caseload status is visually displayed using color indicators:
🟢 Green: Under 75% capacity
🟡 Yellow: 75%–99% capacity
🔴 Red: At or over capacity
Capacity is shown as:
Current Caseload: X / Y (Assigned / Capacity)
Example:
Susan Moore (12 / 20)
Assigning Clients When Capacity Limits Apply
When assigning a client to a staff member, the system will automatically evaluate capacity and availability.
If Staff Is Not Accepting New Clients
An alert will display:
“This staff member is not accepting new clients at this time.”
If Staff Is At or Over Capacity
An alert will display:
“[Staff Name] has reached their maximum caseload capacity (X/Y). Please adjust capacity or reassign clients.”
Super Admin Override (If Enabled)
If your clinic allows overrides, Super Admins will be prompted to confirm:
“Are you sure you want to assign this client to [Staff Name] even though they are at capacity?”
All overrides and changes are logged for tracking and auditing purposes.
Filtering by Capacity and Availability
When assigning staff to clients, you can:
Filter staff by Accepting New Clients
View caseload counts directly next to staff names
Quickly identify staff who are under, nearing, or over capacity
This helps streamline assignments and prevent scheduling issues.
Why This Matters
Staff Caseload Capacity helps clinics:
Balance clinician workloads
Reduce burnout
Prevent over-assignment
Improve operational visibility
Maintain accurate client-to-staff matching
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