How to choose case management software
The questions worth asking before you sign anything.
Start with your workflow, not a feature list
Write down what really happens from the moment someone walks in to the moment they leave your program. The right system fits that path. A long feature list means little if your staff have to work around it every day.
Ask who can see what
Client records are sensitive. Check whether access can be limited by role and by caseload, whether confidential notes can be separated, and whether the system records who viewed a record. Compliance depends on your policies as well as your software.
Check the reporting against a real grant
Bring your hardest funder report to the demo, and ask to see it produced. If it takes an export and a spreadsheet, you will be doing that every quarter.
Look at the whole organization
Clients often become volunteers and donors. If programs and fundraising sit in separate systems, you will keep two versions of the same person. Ask how people are matched and how duplicates are merged.
Plan your data move
Ask how your old data gets in, who checks it, and what happens to records that do not fit. Then ask how you would get your data out if you ever left.
Missionly's Programs & Case Management app is built around this work.
See it with your own workflows
A real person will walk you through Missionly using the way your organization already works.