Clients Incoming Report

1. What does this feature do? (High-Level Overview)

The Clients Incoming Report gives staff a single, editable view of clients currently in the intake pipeline. Users can review and update intake documents, schedule information, and client status directly from the table — without opening each client’s profile individually. This feature is currently available.

2. Who is this for? (Roles & Permissions)

• Owner: Can view and edit all intake fields in the report within their assigned location(s).
• Manager: Can view and edit all intake fields in the report within their assigned location(s).

Required permissions:

• update_clients — to edit intake fields inline.
• view_all_clients — to see all clients at the location. Users without this permission cannot access the report.

3. Business Rules & Enforcements

• Default filter is “Incoming” status. The report loads showing only clients with status Incoming. Users can change the status filter to view clients in any other status.
• Status change reloads the list. When a client’s status is changed inline, the list refreshes immediately. If the new status no longer matches the active filter, the client disappears from view.
• All intake fields are editable inline. Changes to any intake field (e.g., Consent, Insurance Cards, ADOS) are saved immediately on selection — no Save button is required.
• Schedule fields require manual save. Free-text fields (Schedule, Summer Schedule) are updated on blur or explicit confirmation.
• Scoped to the active location. The report only shows clients belonging to the currently selected location. Switching location context reloads the data.
• Sorting is available by client name. The Full Name column is sortable. The sort direction persists in the URL so the view can be shared or bookmarked.

4. UI Placement

1. Reports > Management — The Clients Incoming Report card appears in the Management section of the Reports hub. Requires update_clients and view_all_clients permissions to be visible.
2. Route: /reports/client-incoming

5. How-To Guide (Step-by-Step)

Scenario A: Reviewing and updating intake progress for incoming clients

1. From the main menu, navigate to Reports and open the Management section.
2. Click the Clients Incoming Report card.
3. The table loads with the Incoming status filter active by default. Each row shows a client’s intake fields.
4. To update an intake field (e.g., mark Consent as Yes), click the dropdown in that column and select the new value. The change is saved immediately.
5. To update the Schedule or Summer Schedule text, click the field, type the value, and confirm.
6. To view or add case notes for a client, click the Case Notes button in that row. A modal opens showing the client’s notes history.

Scenario B: Changing a client’s status and filtering by a different status

1. Open the Clients Incoming Report from Reports > Management.
2. Use the Status filter dropdown at the top of the page to select the status you want to view (e.g., Waiting On PA).
3. The table reloads showing only clients in that status.
4. To update an individual client’s status inline, click the Status dropdown in the client’s row and select the new value. The list refreshes and removes the client from view if they no longer match the current filter.
5. To search for a specific client by name, type in the Search box and the table filters in real time.

6. What happens if…? (Edge Cases / FAQ)

• Q: A client was showing in the report but disappeared after I changed their status. Where did they go?

  • A: Changing a client’s status triggers a list reload. If the new status does not match the active filter, the client is no longer shown. Switch the Status filter to the new status to find them.

• Q: Can I view clients from a different location in this report?

  • A: No. The report is scoped to the location currently selected in the location selector. To view clients at another location, switch your location context and reopen the report.

• Q: I don’t see the Clients Incoming Report card on the Reports page. Why?

  • A: The card is only visible to users with both update_clients and view_all_clients permissions. Contact your admin to verify your role has these permissions at this location.