COPS feature
Intake and enrollment software for court-ordered programs
COPS intake and enrollment covers how a participant enters your program: an online registration form or staff-created client, case and referral details, enrollment in a program with an enrollment date and fee terms, and placement on a class schedule.
Every court-ordered file starts at intake, and errors there follow the client to the completion letter. COPS is a HIPAA compliant web app that works in all browsers on desktop, tablet, and mobile, so intake can happen at the front desk or from the participant's own phone.
Online registration
Can participants register online before their first class?
Yes. COPS includes a public registration form you can link to or embed on your website. Staff review each registration and accept or deny it.
The problem
Phone and paper intake means retyping names, case numbers, and court details, and first-class mornings turn into data entry.
How COPS solves it
- Choose which registration fields are shown and which are required.
- Embed the form on your site with the provided embed code, or offer downloadable forms.
- Staff are notified of new registrations and accept or deny each one.
- Participants can request a preferred start session; staff confirm it against current capacity, dates, and availability.
Case and referral details
What does COPS capture at intake?
Basic information, emergency contact, employment and education, case information, and portal information, with court, judge, attorney, probation officer, and referral source chosen from your lookup lists.
The problem
Free-typed court and officer names produce five spellings of the same judge, and reports by referral source become impossible.
How COPS solves it
- Maintain lookup lists for states, counties, judges, courts, attorneys, probation officers, supervision, client types, and referral sources.
- Shared case, court, and probation fields stay in sync across the client's tabs.
- Capture the client's electronic signature and agreement on the profile.
- Bring over an existing roster with CSV import and duplicate checks.
Enrollment
How does enrolling a client in a program work?
Staff enroll the client from the Programs tab with an activity type and enrollment date, then place the client on a class schedule. Enrollment alone does not schedule the client.
The problem
When fee terms and requirements live only on the program, a mid-year price change silently rewrites what existing clients owe.
How COPS solves it
- The program's fee settings are copied onto the enrollment, so later program changes do not rewrite existing client terms.
- Programs set completion methods, max participants, and missed-session tracking.
- Continue an existing enrollment with a reason and retained history instead of creating a duplicate.
- Rolling enrollment works: clients join an ongoing schedule whenever they are ready.
Related: Payments and fees · Attendance tracking
Checklist
Intake and enrollment setup checklist
- Load referral sources, courts, judges, and probation officers into lookup lists.
- Decide which registration fields are required and embed the form on your website.
- Set fee structure and completion method on each program.
- Create class schedules with capacity so start-session requests can be confirmed.
- Import existing clients before go-live.
- Train staff to enroll, then assign a schedule, for every new client.
Industries
Programs this feature helps.
Questions and answers
Frequently asked questions
Does an online registration automatically book a class seat?
No. A preferred start session is a request. Staff review it and start the enrollment with current capacity, dates, and availability checks.
Can we import clients from our old system?
Yes. COPS supports CSV import with templates for profile, probation, treatment, program, and schedule fields, and blocks duplicates by name, phone, and date of birth.
Can one client have more than one enrollment?
Yes. A client can be enrolled in multiple programs, each with its own fee terms and requirements.
Is intake data protected?
Yes. COPS is HIPAA compliant.
Is online registration an extra-cost module?
No. Every COPS module is included for all clients and configured during onboarding.
How do we try it?
Start a 10-day free trial at https://cops.develoapps.com/signup, or book a demo.
Ready to stop retyping intake paperwork?
More COPS features