COPS feature
Caseload management for court-ordered programs
COPS caseload management is the client record at the center of the platform: one profile per participant holding case, court, and probation details, enrollments, attendance, notes, documents, and the staff assigned to their sessions, searchable by name, case number, date of birth, ID, or probation officer.
Private probation agencies, reentry programs, treatment providers, and court-ordered class providers all carry caseloads that outgrow spreadsheets. COPS is a HIPAA compliant web app that works in all browsers on desktop, tablet, and mobile. Programs on COPS have managed 185,000+ client records across 72 production programs.
One client record
What does a COPS client record hold?
Each client has one profile with basic information, emergency contact, employment and education, case information, and portal information, plus tabs for enrollments, attendance, notes, documents, and financials.
The problem
When case details sit in one spreadsheet, attendance in another, and letters in a shared drive, staff rebuild the picture every time a probation officer calls.
How COPS solves it
- Basic Information is organized into sections for identifiers, contact details, family, and residence, including agency-message permissions.
- Case, court, probation, and supervision fields are shared across tabs so linked data stays in sync.
- Where enabled, additional case records sit alongside the primary case and its court and supervision details.
- Treatment and assessment tabs cover assessment scores, polygraph history, SOTP details, drug testing, treatment, and DUI details when those modules are switched on.
- Clients can sign an electronic agreement captured on the profile.
Related: HIPAA security and client records
Find anyone fast
How do staff find a client in a large caseload?
The Clients list searches by name, case number, date of birth, or ID, and can search by probation officer, show inactive clients, or show only new registrations.
The problem
A caseload of hundreds becomes unmanageable when the only search is scrolling, and officers ask about their people by name, not by internal ID.
How COPS solves it
- Search by name, case number, DOB, or ID.
- Search by probation officer to pull one officer's clients.
- Filter to New Registrations Only to work the intake queue.
- Hide all clients until searched where privacy at the front desk matters.
Notes and documents
Where do case notes and documents live?
On the client. COPS keeps remarks, session and group notes, and activity information together in unified client notes, and stores uploaded and generated documents on the client's Documents tab.
The problem
Notes written in a group binder never make it to the individual file, so the court report misses what happened in session.
How COPS solves it
- Add individual or shared notes from a class roster; shared notes still land on each client's record.
- Review remarks, session notes, and activity information together with note types, search, and dates.
- Upload files and share them only with authorized recipients.
- Generate letters and reports from templates with merge fields and keep the PDF history on file.
Related: Compliance reports · Completion certificates
Staff and officers
Can we see caseloads by staff member, therapist, or probation officer?
Yes. Class schedules carry assigned staff and an optional therapist, and attendance reports can be grouped by client, staff, probation officer, or client therapist.
The problem
Supervisors need to know who is carrying which clients and whether each officer's people are attending, without asking every staff member for a list.
How COPS solves it
- Assign staff and an optional therapist to each schedule, and change a single session's assignment with a reason.
- Recorded session assignments are preserved when schedule defaults change.
- Group attendance reports by staff, probation officer, or client therapist.
- COPS includes 11 built-in report types plus saved custom reports.
Checklist
Caseload management setup checklist
- Load your lookup lists: courts, judges, attorneys, probation officers, and referral sources.
- Import existing clients with the COPS import template; duplicate checks match name, phone, and date of birth.
- Assign each client a primary location.
- Set staff and therapist assignments on each class schedule.
- Agree on note types so remarks and session notes are easy to filter.
- Run an attendance report grouped by probation officer to confirm every client is assigned.
Industries
Programs this feature helps.
Questions and answers
Frequently asked questions
Is COPS a case management system for probation agencies?
COPS is practice management software for court-ordered programs, including private probation. It keeps client case and probation details, enrollments, attendance, fees, notes, and reports on one client record.
Can we import our existing caseload?
Yes. COPS supports CSV client import with downloadable templates, and combined first name, last name, phone, and date of birth matching prevents duplicate clients.
Do probation officers log in to COPS?
No. Probation officers are stored on the client record and receive reports from your staff; they do not need a COPS login.
Is client data in COPS secure?
Yes. COPS is HIPAA compliant.
Does COPS do GPS or electronic monitoring?
No. COPS tracks enrollments, attendance, fees, and records. It does not do GPS tracking or electronic monitoring.
Is caseload management an add-on?
No. Every COPS module is included for all clients and configured during onboarding.
Can we try it with our own clients?
Yes. Start a 10-day free trial at https://cops.develoapps.com/signup, or book a demo.
Ready to see your whole caseload in one place?
More COPS features