Caseload management and officer assignments
each client can carry a probation profile with an assigned officer from the probation-officer directory. Staff assignments on scheduled check-ins and classes connect responsibility to the work on the calendar. Keep court, judge, attorney, and referral-source information with the client rather than on a separate roster. Use saved custom reports to review the case information your office needs. At intake and during handoffs, review the recorded assignment and case details so the next staff member starts with the same information. COPS supports administrative caseload tracking; it does not replace an officer's supervision decisions.
Client records and court-ordered conditions
program enrollments connect a client to scheduled classes or other program requirements and their attendance records. Custom fields capture community service hours and other condition details that your office needs to record. When enabled for your program, the drug-testing module records results on the client profile. Review which fields belong on your intake record, which conditions need an enrollment, and how staff will update them before rollout. Saved custom reports can bring recorded conditions into a client-level review. A recorded field is documentation, not automatic verification that a court requirement has been satisfied.
Check-in attendance and supervision documentation
schedule check-ins and classes, assign staff, and record tri-state attendance per session. Bulk roster marking supports group attendance work, while kiosk check-in captures a client's signature with a timestamped audit-trail note. Session notes provide context alongside attendance, and attendance reports export to CSV, Excel, or PDF. Review attendance when preparing a client update rather than rebuilding it from paper sign-in sheets. COPS also includes automated alerts and reminders, so absences and unmarked sessions get attention without waiting for a report.
Supervision fees and client payments
fee schedules and fee types support recurring supervision fees, with balances and transaction history on each client record. Staff can process card, ACH, and PayPal-invoice payments through Stax, including refunds. The client portal supports card self-pay, payment history, and receipts. Fee-payment and payment reports support reconciliation without treating attendance as evidence of payment. In a demo, walk through a charge, a payment, a remaining balance, and a refund using your office's fee structure. Confirm the portal and payment options relevant to your selected plan rather than assuming every billing workflow is identical.
Court reporting and document generation
court/attorney reports, statistical reports, and saved custom reports draw on recorded case information. Monthly reports support draft, finalize, PDF, and history workflows. Merge-tag document templates generate client-specific court letters, and document history records generated documents. Start with the recipient's required format and identify which fields staff must maintain for that report. Before sending, review attendance, condition details, and balances for accuracy and completeness. These tools support preparation and review; they do not guarantee court acceptance, submit filings to every court system, or determine legal compliance for your office.
Evaluate COPS against your private probation workflow
use the free trial or book a demo to follow one representative case from intake through assignment, enrollment, attendance, fee collection, and a court update. Bring a de-identified intake form, an example supervision fee schedule, and a blank reporting template. Review custom fields, report formats, enabled modules, client portal access, and plan limits with our team. Include the staff who handle supervision records and the staff who reconcile payments, so both can check their day-to-day tasks. If you require public-agency operations, electronic monitoring integrations, or specialized court interfaces, discuss those requirements explicitly rather than assuming they are included.
