In-person cases

What an in-person case is for

Not all counselling starts online. For sessions at your centre or by phone, you create a case. The people involved do not need an account for this. You still have appointments and case notes in one place, as in a room. Messages only exist once the person joins online.

Creating a case

1. In “My workspace”, click “Case notes” at the top.
2. Click “New case”.
3. Enter a “Case title” and, if you like, choose a counselling field.
4. Under “First person” you can enter a name, role and contact details. All of this is optional.
5. Click “Create case”.

This works as soon as you are an active member of an approved centre that is not blocked. Until then the “New case” button is missing, and “Case notes” says why. If you belong to several centres, you choose the centre. The case belongs to your centre and stays with it, even if you leave.

The office of your centre can also create cases for you. You then find them under “Case notes” as well.

People involved and who sees what

In the “Case and people involved” card, click “Edit”. There you change the title and counselling field. With “Another person” you add everyone involved. Everything is optional and stored encrypted.

Year of birth, gender and place of residence go into your centre's statistics without names.

Appointments in a case

In the “Appointments” card, click “Add”. “In person” is already selected, and your centre's address is filled in as the place. You can also choose “Phone” or “Video”. For video, you then invite the people involved via “Invite another person”. They get their own link by email. You yourself join the session from the case and from “My workspace” with “Go to appointment”.

Appointments added by the office are marked “by the office”. More in Adding and cancelling appointments.

Continuing counselling online

If the person wants to write between appointments or continue by video, click “Create invitation code” in the “Continue counselling online” card.

• The code is shown on the page only this once. Pass it on on paper or by phone.
• Below it, it says where the person redeems it and until when it is valid. A new code replaces the old one.
• When redeeming it, the person chooses a pseudonym and a password.

After that the case is their room, with messages, appointments, video and whiteboard. It remains the same case with the same case notes. The person never sees the details under “Case and people involved” or the case notes. How things continue in the room is explained in Rooms and messages.

All cases, inactive cases and closing

Under “Case notes” you see all your cases, in person and online. With “Search”, “Status” and “Field” you narrow down the list. Your next appointments are on the right.

A case is inactive if it is open and nothing has happened for a long time: no entry, no appointment, no message. You then get an email. Under “Status”, “inactive” shows you all these cases. Whether you close a case is up to you.

“Close case” cancels open appointments, and your centre's retention period begins. If someone comes back within the period, click “Reopen case”. “Delete case now” deletes a closed case before the end of the period, as described under Rooms and messages.